Having to file a travel insurance claim can seem like a bothersome, daunting process. However, it doesn’t have to be.
If you’ve experienced travel disruptions or need to be reimbursed for other covered reasons, there are steps you can take today to begin filing your claim and make the process as seamless as possible. Squaremouth breaks down how travel insurance claims work.
Follow these 7 steps to file a travel insurance claim:
If you didn’t review your full policy details when purchasing your travel insurance, make sure you are familiar with the policy details before you set out to file a claim.
Your Certificate of Insurance will include important information about the claims process, such as deadlines and contact information for filing your claim, as well as other important information related to benefit eligibility.
Understanding your travel insurance policy is critical when determining if you are entitled to reimbursement, as things like single-trip plans and annual plans can work very differently. In fact, misunderstanding coverage is one of the most common reasons for denied travel insurance claims.
To review your policy details, look for the Certificate of Insurance that came with your travel insurance policy. This document is typically sent to you shortly after purchasing the policy. The certificate details the benefits, coverage limits, and any important exclusions found in your specific policy.
For example, this certificate outlines how long you must be delayed before your insurance coverage kicks in, and how much medical reimbursement you are entitled to.
If your trip is impacted and you believe you are eligible for reimbursement, it’s best to get in touch with your provider as soon as reasonably possible.
Notify your travel insurance provider of your losses within the first 24-hours if possible. Some travel insurance coverages have time requirements for notifying your provider. Contacting your provider as soon as you have an issue can help ensure you remain eligible for coverage.
Contacting your travel insurance provider early on in the process also means their team can help you by providing important policy information and advice, guide you through the start of the claims process, answer your queries, and assist you in preparing your claim. Be sure to ask your provider for a list of required documentation to help facilitate the claims process.
You can find the contact information for your travel insurance company's claims team listed within your certificate of insurance.
If you are a Squaremouth customer and you need help locating your insurance provider’s contact information, visit the section of this page titled "Claims Information by Provider". Select your provider from the list and you will be redirected to your provider's contact information. From there, you can file a claim directly with your travel insurance company.
When filing, you will need to have evidence that supports your claim. For this reason, it’s important to have all documentation related to your loss.
Before initiating your claim, take inventory of your existing trip receipts and gather all the necessary documentation related to your incident. This includes any receipts related to expenses you’ve paid and any refunds you may have received. This may include credit card statements, receipts, medical records, police reports, travel itineraries, proof of payment, and any other relevant evidence to support your claim.
Documents that may be relevant to your claim:
Keeping either physical or digital copies of the above documents, as well as any other applicable files, will help make the claims process as smooth as possible.
One of the most common causes of travel insurance claims denials is missing or insufficient documentation.
Before filing, it can be helpful to ask your provider what documents they need related to a potential claim. Review our full documentation checklist and see if there are any relevant documents that you may be missing.
Reach out to your travel suppliers for written statements and other resources to help support your claim. One of the most common issues people face in the claims process is the travel insurance provider requesting proof that a refund was not issued elsewhere. Travel insurance only covers non-refundable costs.
Therefore, you should aim to request refunds from all of your travel suppliers (hotels, flights, trains, buses, tours, etc.). Even if you are ineligible for a refund, the written denial can serve as proof to help support your reimbursement claim.
Before submitting your claim, it can be extremely helpful to prepare an optional claims dossier to help guide the claims adjuster through the supporting documents you plan to submit.
It’s optional, but we recommend writing a quick letter stating the reason for your claim focusing on a summary of what happened while you were away and why you are making a claim.
Examples of items to include:
You will also be asked to complete a claim form with your provider. It's important to be accurate and thorough when doing so, and attach the supporting documentation to ensure a prompt assessment of your claim.
Once you've completed the claim form, it’s time to submit your claim.
Most travel insurance companies allow policyholders to file a claim via email, mail, or through a secure online portal on their website, or through their app if they have one. In most cases, it’s most efficient to file your claim online. That way, you can upload your documentation digitally all at once, rather than relying on email.
Make sure to retain copies of your correspondence and submissions for your records. We also recommend submitting photocopies of your documents and keeping the originals for your personal records.
As you go through the claims process, your provider will contact you if any additional information is needed.
It’s common for providers to request additional information or documents as they review your claim. Being vigilant and responsive to these requests can expedite the process. If your claim is denied, you may be able to appeal the decision.
In most cases, you will need to go through several rounds of back and forth with your provider to submit additional documentation and provide clarification when needed.
It’s important to remember that licensed claims adjusters’ main goal is to prove, beyond a reasonable doubt, that you are owed compensation. This means they will go to extra lengths to rule out fraudulent claims and triple check and cross-verify your claims and documentation.
This part of the process can be the most frustrating for travelers, but diligence, patience, and perseverance are key.
Disclaimer: Required documents and claims processes may differ among providers. Contact your provider's claims department for the most accurate information.
Filing a claim can be stressful if you don’t know what to expect. The following tips can help you navigate the claims process with ease and increase your chances of a swift resolution.
Be sure to keep your travel insurance policy number handy, as well as the emergency contact number for your travel insurance provider. Squaremouth makes it easy for you to save this information within your mobile wallet so you can keep it at hand in case of an emergency.
When filing a claim, you will likely need to provide a lot of supporting documents to your provider. Keeping receipts, booking confirmations, medical records, and other documentation organized and easily accessible can help keep the process moving smoothly.
Review your policy before filing a claim to ensure that you’re eligible for reimbursement. Pay attention to coverage limits, so you know exactly how much you can receive.
Most providers have deadlines for submitting claims. We recommend filing a claim as soon as it is safe to do so to avoid any issues.
Insurers often go to great lengths to verify the legitimacy of a claim, so incomplete or incorrect information can delay or hurt your chances of approval. Be sure to provide clear and accurate information when filling out forms or communicating with your provider’s claims department.
Your provider will likely need additional documentation or clarification as they review your claim. Be sure to check the status of your claim regularly to make sure no outstanding requests are holding you back.
Find your provider's contact information to file your claim.
Have questions about travel insurance coverage? Call us!
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Nowadays, most travel insurance providers have an online claims portal that allows you to upload all of your documents to their website, track and monitor your claim directly from your computer or mobile device.
Some providers also have mobile apps that allow you to upload documents directly from your phone.
If your travel insurance provider doesn't offer these options, or you prefer to submit documents manually, you can typically contact your travel insurance provider and request a claims form.
Simply fill out the form, attach relevant documents, and send it all back via email or regular mail.
Since every travel insurance provider works differently, we recommend contacting your provider directly and asking them the best way to make a claim.
The exact documentation you need will depend on the kind of covered disruption you encountered.
You can review our full Recommended Documentation Checklist, which outlines the most commonly required documents for each type of travel insurance claim.
However, frequently requested documents include:
Regardless of the type of claim you are submitting, you will be required to provide "evidence" that details what happened and how much you paid. The more documentation you can provide when submitting a claim, the better.
File your claim as soon as possible, while also giving yourself enough time to properly gather the evidence needed to support a successful claim.
You can make a claim as soon as you incur financial loss, which means that you may be eligible to start your claim while you are still traveling. Filing a claim while you are mid-trip can have added benefits.
For example, if your incident takes place in India, beginning a claim while you are still on location can allow you to request additional documentation in person, which would likely be more difficult once you are back home in the U.S.
Although it's best to file a claim as soon as possible, waiting to make a claim once you reach home can also have its benefits. For example, more complex claims may require extra time to prepare the necessary documentation for making a successful claim.
That said, you will want to ensure you:
Yes, every travel insurance provider has its own deadline for filing claims. Many providers will allow you 90 days after incurring losses to file a claim showing "proof of loss".
That said, you should consult your Certificate of Insurance to understand the exact deadlines and requirements as outlined by your provider. Note that some coverages may also have different deadlines. Be sure to read your policy in full, or reach out to your travel insurance provider for more information.
If you don’t have a receipt, try reaching out to your travel supplier to have them provide proof of purchase. You may be able to request a copy of your receipt or have them redact a letter confirming your purchase.
How providers handle a lack of receipts varies from company to company.
Yes, virtually every travel insurance provider requires you to first request a refund from your travel supplier. This is because travel insurance plans cover non-refundable trip costs. This is a way to ensure that you don’t “double dip” and receive compensation twice for the same incident.
Booking refundable rates is a great way to help reduce the headache of going through a travel insurance claim. Many times, processing a refund via your travel supplier is faster than filing a travel insurance claim. However, both options are valid.
Travel insurance claims can typically take 4-6 weeks, but this varies based on the company, the case documentation, and the complexity of the claim. Some simpler claims go much faster and take just a couple of weeks.
Being knowledgeable of your policy and being organized are two great ways to give yourself the best chance of a quick and easy claims process.
If your claim was denied, you have several options for recourse:
For a full breakdown of what to do if your claim was denied, see our Guide to Denied Claims.