Surprising fact: nearly one in five claims needs extra paperwork before payout—so a few smart files can speed your refund and get you back on the road.
You want clear, friendly guidance on the exact proof to submit so your claim does not stall when you need reimbursement most.
Think of documentation as your trip story on paper—receipts, confirmations, and statements that link a disruption to a covered event under your policy.
We’ll show what to save from day one: what supports a cancellation or interruption, what backs a delay, and what medical notes help a medical claim.
Note: some plans only cover U.S. residents and only during the covered trip. Check your policy details and, if you bought from Allianz Global Assistance or Travel Guard, keep the Declaration of Coverage and remember state rules may give you a short cancellation window. Call Travel Guard at 800-826-5248 with questions.
By the end of this guide, you’ll have a short checklist and the confidence to gather the right proof, file efficiently, and keep your adventure moving—no guesswork, just clear steps.
Why documentation matters for travel insurance claims right now
A tight paper trail ties your situation to policy language and avoids delays. Insurers pay based on what a policy promises, not on how frustrating an event felt. You must show that the incident matches a covered reason listed in your plan.
Policies define covered reasons and list conditions and exclusions. Your Declaration of Coverage gives a summary of benefits, while the Certificate of Insurance or full policy explains definitions and steps to file a claim.
Coverage also depends on geography and residency. Many plans are sold to U.S. residents and apply only during the covered trip. State rules can change availability, and some providers allow a review window—often at least 15 days—to cancel for a refund if you haven’t started the trip or filed a claim.
Collect clear records that timestamp what happened, where you were headed, and who was insured. Quick documentation — tickets, confirmations, medical notes, or official notices — helps the insurance company verify eligibility and speeds reimbursement.
- Match your documents to the policy’s covered reason language.
- Keep receipts and notices that show dates and destinations.
- Review your Declaration and Certificate before you depart.
Evidence needed for travel insurance: a quick-glance checklist
A tidy folder of trip paperwork makes filing a claim far simpler and faster. Start with a small cloud folder and a phone album on booking day so nothing gets lost mid-trip.
- Flight e-tickets, hotel confirmations, tour vouchers, and prepaid activity invoices—these documents prove plans and payments.
- Keep receipts for meals, rebooking fees, taxis, and hotel nights during delays; clear receipts support expense claims.
- Proof of payment (bank screenshots or card snippets with sensitive digits hidden) helps confirm you paid the charges you claim.
Contact and policy identifiers to keep handy:
- Save your policy number, plan name, and insurer phone number—Allianz suggests using the Allyz app to access documents fast.
- Note quick call logs and short notes about conversations so details line up if an adjuster asks.
How long to keep records: hold onto all documentation until your claims are closed and paid. If you might file claim later, keep copies—digital and paper—until the process is complete.
Need a walkthrough on how to file? See our guide to how to file a travel insurance for step-by-step help.
Proof by claim type: trip cancellation, trip interruption, and delays
Different claim types demand different paperwork; sorting them early saves time and confusion later. Start each file with your original trip invoices and your policy ID. That single step speeds review.
Trip cancellation and trip interruption: covered reasons and documents
For trip cancellation, gather the trigger proof that matches a covered reason — a physician’s statement for serious illness, official weather notices, or required summons letters. Add original invoices and any refunds or credits you received.
For trip interruption, include boarding passes, revised itineraries, and proof of the event that cut your trip short. Add itemized expenses to return home or rejoin the tour.
Delay: minimum hours, daily limits, and expense receipts
Track the clock and save receipts. Some plans (example: AllTrips Prime) begin after a minimum 6-hour delay and offer daily limits like $200 with a per-trip max of $600. Match receipts to those limits.
Airline-issued proof and supplier records
Always include airline documents — cancellation emails, app alerts with timestamps, rebooking messages, or gate agent letters. If the airline or operator issued compensation, attach that too; insurers factor those amounts into benefits.
- Match documents to the policy’s exact covered reason language.
- Save flight status histories and gate notes for missed connections.
- Organize files by airline, lodging, meals, and transport to speed review.
| Claim Type | Key Proof | Why it matters |
|---|---|---|
| Cancellation | Doctor note, official notices, invoices | Shows trigger matches covered reason |
| Interruption | Boarding passes, revised itinerary, expense receipts | Proves cut-short trip and costs |
| Delay | Airline alerts, receipts, duration logs | Validates hours and daily limits |
Medical evidence: emergencies, pre-existing conditions, and care coordination
When a health issue interrupts your trip, act first, document second. Get urgent care without delay. Then collect the records that show diagnosis and treatment.
Save physician statements, discharge summaries, and itemized bills that list medical expenses and services. These documents explain why the trip changed and what benefits may apply under your policy.
Check how your policy defines a pre-existing medical condition. That definition controls whether a waiver or coverage applies. Keep treatment notes that show stability, dates of care, and any changes during the trip.
- Contact assistance lines early—many insurers require authorization for major transports or medical evacuations.
- Keep prescriptions, lab results, and referrals to support claims of medical necessity.
- Note exclusions in your plan and focus paperwork on covered triggers and eligible services.
Submit itemized medical expenses with proof of payment and any hospital or government forms. If language is a barrier, ask for English summaries or use assistance services to translate so the insurance company can review your claim quickly.
Baggage and personal effects: loss, theft, and damage documentation
When your bag goes missing or arrives damaged, a clear list of reports and receipts speeds recovery and payout.
Report problems at the airport and get an airline Property Irregularity Report (PIR) with a case number and timeline. If items are stolen, file a local police report quickly — many claims require that third-party report from the destination.
Prove ownership using purchase receipts, product registrations, photos of the item in use, or credit card statements. Photograph damaged items and keep packaging and repair estimates.
- Keep itemized receipts for essential expenses during a delay; avoid luxury purchases.
- Record each interaction: report filed, airline follow-ups, and final resolution.
- Include airline reimbursements with your submission so the insurance company can coordinate benefits.
| Issue | Primary Proof | Supplemental Proof | Why it matters |
|---|---|---|---|
| Lost baggage | PIR, airline case number | Original receipts, photos | Shows ownership and carrier report |
| Stolen items | Police report | Bank statements, registrations | Third-party verification triggers coverage |
| Damaged goods | Photos, repair estimate | Airline denial or payout letters | Helps assign responsibility and value |
| Delayed essentials | Receipts for purchases | Airline delay notices, timelines | Supports reasonable expenses claims |
How to capture, store, and submit your documentation
Capture paperwork the moment it appears—quick scans and tidy file names save hours later.
Use your insurer’s app to scan and upload receipts and messages as they arrive. Allianz Allyz lets you view and email policy docs and start a claim right in-app. Faye supports in-app ingestion and status tracking.
When you must file claim by email, attach PDFs or JPGs and put your policy or claim number in the subject line. Name files like 2025-08-01_receipt_Airline_120. This simple habit speeds routing and review.
Bank or card statement snippets can back up a missing receipt—hide full account digits and show only the transaction line. Keep short notes with dates, phone calls, and any confirmation numbers.
- Track claim status in the app: open, in process, resolved, closed.
- Aim to submit complete information—teams often review within ~48 hours after all items arrive.
- If you need help, call assistance lines: Allianz 800-654-1908 (U.S./Canada) or Travel Guard 800-826-5248.
| Action | Best format | Why it helps |
|---|---|---|
| Scan receipts | PDF/JPG | Clear records speed the process |
| Email claim | Subject: Policy#_Name | Automatic routing reduces delays |
| Supplement payment | Bank/card snippet | Proves payment when receipts are missing |
Conclusion
A clear kit of documents cuts processing time and helps you get paid sooner.
Keep a simple routine: scan receipts, save airline notices, and store medical bills tied to a covered reason in your policy. This small habit makes a claim easier to review and quicker to resolve.
Match each file to plan conditions—cancellation, trip interruption, or delay—and note limits and exclusions. When an emergency hits, call assistance early to request any needed authorizations.
Label files clearly, submit a complete packet the first time, and keep backups until benefits arrive. With these tips you’ll protect your trip and make any insurance cover work smoothly so you can get back to exploring.