How to File a Travel Insurance Claim

Nearly one in five travelers face an unexpected refund fight after a trip disruption — and many waits stretch past a month.

When an underwriter reviews your paperwork, clear proof and swift filing speed the process. Some providers, like Seven Corners, require reports within 90 days. Other companies take two weeks for a complete submission, while more complex claims may run 30–45 days or 4–6 weeks.

We’ll show what matters most: documented receipts, medical notes for illness, and airline emails for delays. Keep copies, digitize receipts, and save itinerary messages so reviews move faster.

Quick wins: know your policy limits, watch nonrefundable rules so you don’t double-dip, and compare plans with tools like Squaremouth. With the right proof and a tidy submission, payments often arrive by check or direct deposit.

Table of Contents

Before You File: What Travel Insurance Claims Cover and How They Work

Before you submit paperwork, confirm your situation matches a covered reason in the policy. Policies vary by provider—some center on medical emergencies, others include cancellation, baggage, or interruption. Read the fine print so you know which events qualify.

Check coverage and limits before starting a claim. Caps for medical care, lost luggage, or trip interruption set expectations for reimbursement. If an airline or hotel already issued a refund or credit, that amount usually isn’t eligible.

Key steps to verify before submitting

Confirm the covered reason—illness, severe weather, or theft—and note any required evidence like a doctor’s note.
Review exclusions from insurance companies: pre-existing conditions and risky activities are common limits.
Document travel plans and nonrefundable costs with receipts, confirmations, and supplier policies.
Act quickly—many providers enforce a 90-day timely filing window and may deny late submissions.

Pro tip: If details are unclear, call your insurer for clarification before you submit. One clear answer can prevent delays and speed up processing.

How to file a travel insurance claim

Start by calling your provider’s claims team and have your policy number ready. That phone call timestamps your case and gives you the contact information you need for next steps.

Gather clear documents: receipts, card statements, itineraries, medical notes, police reports, and any proof of refunds or credits. Scan or photograph each page so your packet is complete and searchable.

Reach out. Use the claims phone, email, or portal listed in your policy. Share your policy number and basic incident details.
Assemble proof. Label files and include amounts, dates, and supplier confirmations.
Complete the claim form. Be precise on dates, costs, and what happened. Attach the supporting documents.
Submit and track. Send via secure portal or email, keep copies, and note the submission date.

Respond quickly if the adjuster requests more information. If the company denies the case, ask for the reason in writing and prepare an appeal with stronger evidence.

Required documentation: What to submit based on the type of claim

An orderly packet of evidence helps your case move through the company faster and with fewer questions. Below are the required documentation examples by situation and simple tips for organizing files.

Trip cancellation and interruption

Itinerary with a cost breakdown and proof payment such as credit card statements or receipts.
Confirmation of refunds or credits already issued and proof of loss like an airline cancellation notice.
Unused prepaid services and penalty fees for interrupted trips, plus receipts for any extra expenses.

Medical emergencies

Itemized bills for medical services and transport invoices.
A doctor’s note with diagnosis and treatment dates and proof payment for services rendered.

Delays and missed connections

Airline correspondence showing cause and length of delay, plus rebooking details.
Receipts for meals, lodging, and added transport costs.

Baggage loss, theft, or damage

Police report for theft, airline PIR records, and receipts or valuations for items.
Proof of payment when you replace essential items while waiting for recovery.

Organizational tips: Digitize documents, label files clearly (for example, “Itinerary_Flight123”), and keep a master index so the adjuster can verify every number. Complete submissions often settle in 30–45 days; complex cases may take 4–6 weeks.

Timelines, outcomes, and avoiding denials

Deadlines matter: start your paperwork quickly after an incident so dates and receipts stay fresh.

Filing deadlines: act promptly and know your provider’s timely filing limit

Many travel insurance providers set strict windows. For example, Seven Corners commonly requires submissions within 90 days.

Mark your calendar the day the event happened and collect receipts right away. Missing the window is one of the fastest routes to denial.

Review pace and payment methods

Simple, well-documented claims often clear in about two weeks after a complete packet arrives.

More complex episodes usually take 30–45 days or 4–6 weeks. Payouts most often come by check or direct deposit—confirm your preference when you send your paperwork.

Why claims are denied and how you can prevent that

Missing receipts or proof. Match every expense with a document.
Events outside coverage. Read your plan limits and exclusions.
Non-emergency treatment or known events. Include physician notes and supplier emails for context.
Late submissions. Start the process promptly and keep contact information handy.

If a claim is denied: appeals and external reviews

Ask for the denial in writing, then appeal with added evidence—clearer dates, invoices, or airline correspondence often change outcomes.

If you bought coverage through a marketplace such as Squaremouth, their Zero Complaint Guarantee can bring licensed adjusters into mediation.

Still unsatisfied? Send your full file and correspondence to your state Department of Insurance for an external review.

Conclusion

Conclusion

Getting organized quickly boosts your odds of a smooth review. Start early, digitize receipts, and keep clear notes of expenses and dates.

Stick to your travel insurance policy wording when you submit paperwork. Include the claim form, credit card statements, proof of payment, itinerary, and a doctor note when needed.

Expect payouts in about two weeks for simple cases, and 30–45 days or 4–6 weeks for complex cases. Tell the company if you prefer direct deposit or a check.

If a decision feels wrong, gather stronger documents and appeal. Marketplaces like Squaremouth can mediate, and your state Department of Insurance can review disputes.

You’re ready—plan well, keep files tidy, and ask providers for clarity so each case moves faster and pays fairly.

FAQ

What does travel insurance typically cover and how do coverage limits work?

Policies vary by provider but commonly include trip cancellation, interruption, emergency medical, evacuation, baggage loss, and delays. Each section has limits and sub-limits — for example, medical coverage often has a per-person cap while baggage has a per-item maximum. Review your insurer’s schedule of benefits and exclusions so you know limits, deductibles, and any pre-existing condition clauses before you travel.

Which reasons for canceling or changing plans are usually covered?

Covered reasons often include sudden illness or injury, jury duty, severe weather, or provider bankruptcy. Many plans also include limited coverage for work-related issues and documented travel advisories. Nonrefundable tickets and prepaid tours are eligible when the cause matches policy terms, so keep proof like doctor’s notes, employer letters, or official alerts.

Who should I contact first if I need to submit a claim?

Call your insurer’s claims phone number or use their online portal as soon as possible. If you bought coverage through a credit card or travel agency, contact that provider too — some cards offer primary or secondary benefits. Have your policy number, trip dates, and a brief description ready when you call.

What documents are required for cancellation or interruption claims?

Provide proof of payment (receipts or credit card statements), your itinerary, booking confirmations, and documentation supporting the reason for cancellation — for example, a doctor’s note or proof of airline disruption. Also send any refunds or credits issued by suppliers so the insurer can calculate your net loss.

What evidence is needed for medical emergency claims?

Submit itemized medical bills, physician reports, prescriptions, proof of payment, and evacuation invoices if applicable. If you visited an urgent care clinic or hospital, include the discharge summary and diagnosis codes. Keep originals and send copies unless the insurer requests otherwise.

What should I collect for delays, missed connections, or additional expenses?

Keep airline delay notifications, rebooking confirmations, and receipts for meals, lodging, and transport incurred because of the delay. Insurers usually require proof the delay was their fault — like an airline statement — and that expenses were reasonable and necessary.

What do insurers require for baggage loss, theft, or damage?

File a Property Irregularity Report (PIR) with the airline or a police report for theft. Include original purchase receipts or valuations for lost items, repair estimates for damaged goods, and proof of ownership when possible. Submit claim forms promptly and note any salvage or reimbursement from carriers.

How quickly must I report incidents and submit documentation?

Timely reporting rules vary, but most plans require notification within 24–72 hours for emergencies and within a specific filing window for reimbursements. Check your policy’s timely filing limit — missing it can lead to denial. Report problems immediately and gather documents while memories and records are fresh.

How long will reviews and reimbursements take?

Review times range from a few weeks to several months depending on claim complexity and documentation. Simple reimbursements may clear within 2–6 weeks; major medical or evacuation claims often take longer. Reimbursements may be issued by check, electronic transfer, or applied as a credit, depending on the insurer.

What are common reasons claims get denied and how can I avoid that?

Denials often result from missed filing deadlines, incomplete evidence, pre-existing conditions without waiver, travel against advisories, or non-covered causes. Avoid denials by reading exclusions, documenting everything, keeping original receipts, and contacting your provider quickly when something goes wrong.

If my claim is denied, what are my next steps?

Request a written denial and the specific policy language used. File an internal appeal with additional evidence and a clear timeline. If still unresolved, contact your state Department of Insurance or a consumer advocacy group. You may also consult an attorney experienced in insurance disputes.

Can credit card benefits replace a standalone policy?

Some premium cards include trip protection or baggage benefits, often secondary to primary travel plans. Coverage limits and reasons covered differ from dedicated policies. Compare card terms with standalone plans and keep card statements and benefit guides when submitting a claim.

Where can I find my insurer’s contact details and claim form?

Contact information and claim forms are on your policy documents and the insurer’s website. Many providers also offer mobile apps and 24/7 emergency assistance numbers. Save these details in your travel folder and email a copy to yourself before departure.

What paperwork helps avoid delays during claim processing?

Submit a completed claim form, itemized receipts, proof of payment, booking confirmations, provider reports (medical or police), and any official supplier correspondence. Organize documents chronologically and label them clearly — this speeds review and reduces follow-up requests.

Are cancellations due to pandemics or political unrest covered?

Coverage depends on the policy and whether a pandemic or advisory was in effect when you bought the plan. Many insurers exclude known-event cancellations but may cover unexpected illness or evacuation. Read exclusion clauses and consider “cancel for any reason” add-ons for broader protection.

Where can I learn more about my rights if an insurer mishandles my claim?

Start with your state Department of Insurance website for complaint procedures. Consumer advocacy sites, the Better Business Bureau, and financial ombudsman services also offer guidance. Keep detailed records of all communications and timelines when filing complaints.