How to File a Travel Insurance Claim, Step by Step

To file a travel insurance claim, notify the insurer or assistance company as soon as the loss happens, keep every receipt and report, complete the claim form with your policy number, and submit proof of loss before the policy's deadline. For emergencies abroad, call the 24-hour assistance number first because many plans require it before treatment or evacuation. The quality of your documentation decides most outcomes, so start collecting it while the event is happening.

Step 0: before you travel

Prepare so a claim is easier later.

Save the policy document, the policy number and the 24-hour assistance number on your phone and on paper.
Keep a copy of your itinerary, receipts for prepaid costs and a list of medications.
Photograph valuables, and keep receipts for expensive items.
Know the claim notice deadline in your policy. It is often a number of days after the loss, and the deadline for submitting full documentation may differ.

Step 1: get safe and call for help

For a medical emergency, get care first. If it is a true emergency, go to the nearest hospital without waiting. As soon as you can, call the assistance number on your policy card. Many plans require notification before non-emergency treatment, hospital admission beyond a certain length or evacuation, and may reduce or deny payment if you do not call.

Step 2: notify the insurer

Notify the insurer or claims administrator in writing or through its portal, even if you are not sure the loss is covered. Notice protects your right to claim. Record the date, time, name of the person you spoke to and a reference number.

Step 3: gather documents by claim type

Claim type	Typical documents
Emergency medical	Itemized bills, proof of payment, medical records, doctor's statement of diagnosis and treatment dates
Medical evacuation	Treating physician's written recommendation, assistance company authorization, transport invoices
Trip cancellation	Proof of the covered reason (doctor's note, death certificate, employer letter), proof of prepaid costs, refund statements from suppliers
Trip interruption	Same as cancellation plus unused portions, new transport receipts
Travel delay	Carrier's written statement of delay and reason, receipts for meals, lodging and transport
Baggage delay or loss	Property irregularity report from the airline, receipts, list of items, proof of the airline's compensation
Theft	Police report, receipts or proof of ownership

Medical records often require your signed release. Ask providers abroad for itemized bills in English if possible, and for records you can understand.

Step 4: report to the right third parties

Airlines. For delayed or lost baggage, file a report with the airline before leaving the airport, and keep the claim number. The airline's compensation is usually applied before the insurer pays, so keep records of it.
Police. For theft, file a report at the nearest police station and get a copy.
Suppliers. For cancellations, request refunds from hotels, airlines and tour operators first. The insurer reimburses what remains nonrefundable.

Step 5: submit the claim

Complete the claim form fully and consistently. Inconsistent dates or incomplete answers delay review. Attach copies, not originals, and keep your own set. If the insurer has a portal, upload and keep the confirmation. If you mail, use tracked delivery.

Step 6: follow up

Insurers may ask for more information. Respond promptly, and keep a log of calls and messages. If the claim is delayed beyond the time in your policy or your state's rules, remind the insurer in writing and mention the claim number. State insurance regulators generally set standards for how quickly insurers acknowledge and decide claims, which you can learn from your state insurance department.

Step 7: read the decision

If approved, check the payment against the benefit schedule: deductible, sublimits and any coordination with other insurance. If denied or underpaid, see why claims get denied for how to review the reason and appeal.

Worked example: cancellation claim

A traveler cancels a $3,000 vacation two days before departure because of a doctor-certified illness. The policy covers 100 percent of insured prepaid costs for covered illness. The airline refunds $400 as credit and the hotel returns $0. The traveler documents: the doctor's note with the diagnosis and the date the illness started, the receipts for the flights and the hotel, the airline's credit confirmation and the hotel's refusal. The claim is for $3,000 minus the $400 airline credit, subject to how the policy treats credits, so about $2,600. (Amounts are illustrative.)

Common ways claims are delayed

Missing the itemized bill, since a credit card slip is not enough.
Missing doctor's statement that the illness prevented travel.
Not reporting baggage to the airline.
Filing after the deadline.
Not stating that other insurance exists.

Tips for medical claims abroad

Pay with a card and keep records.
Ask for a receipt that lists the services and dates.
Keep prescriptions and pharmacy receipts.
If you were told to follow up at home, keep those records.

When to consult a professional

For a large or contested claim, consider speaking with your state insurance department or a licensed attorney. Complaints about delays or unfair handling can be filed with your state's regulator.

FAQ

How long do I have to file?

It depends on the policy, and notice deadlines are often shorter than document deadlines. Check the claims section of your policy.

Can I file if I did not call the assistance line?

You can, but some plans reduce payment when required notice was not given.

Do I need original receipts?

Usually copies are fine, but keep originals in case the insurer requests them.

What if the supplier gives me a credit instead of a refund?

Tell the insurer. Policies differ on whether credits count as a refund.

Sources

NAIC — state insurance department directory and consumer guides
U.S. Department of Transportation, Aviation Consumer Protection — airline refund and baggage rules