Whenever you’re required to use your Schengen travel insurance during your trip, you must also file a travel insurance claim to get reimbursed for your expenses. The claiming process is the same for most Schengen insurance companies, but the required documents may change depending on why you’re filing a claim.
This guide written by our experts provides detailed information on filing travel insurance claims and the required documents and forms.
How to File a Claim for Schengen/Europe Travel Insurance?
Here’s how to file a claim for your Schengen/Europe travel insurance:
- Contact your insurance provider. Contact your insurance provider to let them know something has happened that requires you to use your insurance and ask them to provide details on how to proceed with the claiming process.
- Gather all the required documentation. Next, you have to prepare the required documents to back up your claim. For example, a police report for an accident or theft, an emergency hospital admission, a doctor’s report, a hospital bill, proof of a delayed trip, and so on.
- Submit your claim. Once you have all the documents prepared, you can submit your claim to your insurance company. With some companies, you can do this online; with others, you have to send the claim by e-mail or by post. In most cases, you’ll also be required to fill out an insurance claim form. All of the companies have their forms.
- Wait for your claim to be processed. A simple claim, for example, for trip delays, usually takes up to 5 business days; otherwise, some claims where larger amounts of monies are being reimbursed, for example, for emergency repatriation, can take up to a few months. But, once your claim has been processed, you will receive your reimbursement.
Required Documentation for Claims
Depending on why you’re submitting a travel insurance claim, you need to provide different documents, such as the following:
If Your Trip Gets Cancelled/Delayed
Based on why your trip to the EU/Schengen Area is canceled or delayed, you need the following documentation:
- A medical report or a doctor’s note if the reason for the cancellation is a medical issue.
- A signed letter from your employer to confirm job loss if it’s the reason for the cancellation.
- A notification from your airline explaining the reason for the flight delay; can be an email.
- Bills and receipts during the time the flight was delayed or canceled, such as meals and hotels.
If Your Trip Gets Interrupted
If you have to cut your trip short and return home earlier than planned, you need to provide evidence of why. For example, proof of hospital records if it’s due to an illness, proof of extreme weather conditions, and so on, depending on the reason.
If Your Luggage Gets Stolen or Lost
If your luggage gets lost, either by the airline, a bus, a train, or a transportation company, you need to document the loss with the company and get a statement from them stating they won’t cover the loss. You will need this statement and an incident report to submit to your Schengen travel insurance company; otherwise, you won’t be reimbursed.
The same applies if your luggage and personal belongings are stolen. You need to file a police report to document the theft and then submit a copy of the report to the insurance company.
You will also need to provide a list of all of the items in your luggage or personal belongings that got stolen or lost.
Please note that if you lose your items or they are stolen due to personal negligence, such as leaving them unattended, the insurance company will not reimburse you for the loss.
If You Need Medical Attention
For any health issues or injuries you need medical attention while traveling to the Schengen Area, you need to provide your insurance company with hospital bills, doctors’ reports, police report (if applicable), proof of ambulance fee (if applicable), any other type of payment you made related to your medical issue.
If you were required to stay in the hospital, you also need to provide proof of admission. Similarly, if you need to be transported to your country due to an emergency, you need documents that prove the transportation, such as invoices or flight details.
How Soon Do I Have to Submit the Documents for the Claiming Process?
While this depends on the rules and regulations of your insurance plan and company, you typically have to submit your claim request between 20 and 90 days after the incident occurs.
Of course, in extraordinary circumstances, some companies allow you up to a year to wait until you have to file your claim. Some travel insurance companies have no limitation on when you can submit your claim but require you to do it as soon as possible at your convenience.
We at SchengenInsurance recommend that you contact your insurance provider as soon as possible after the incident occurs and let them know immediately that you will be filing a claim.
Common Reasons for Claim Denial
Some of the most common reasons why your claim for Schengen travel insurance is denied include the following:
- You did not submit all the required documents to back up your claim.
- You missed the deadline for the document submission.
- You want to claim something that your Schengen insurance does not cover, e.g., coverage for a non-emergency checkup.
- You were not up-front with your insurance company about a pre-existing condition.
- You want to submit a claim for an incident that happened while you were intoxicated, which is not covered by your insurance.
- You’ve met the coverage limit for that specific benefit you want to claim for the year.
- You want to file a claim for an incident that happened outside the Schengen countries and for which your travel insurance does not cover you.
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Tips for Smooth Claims Processing
Keep in mind the following tips to help you go through the claiming process without any issues:
- Read your travel insurance policy carefully. This way, you will know what is covered and not covered by your insurance and what expenses you can’t claim.
- Record every detail of the incident you want to request a claim on, from reports to phone calls to receipts to any other related expense.
- Check the coverage limitations for every benefit listed in your policy to determine the maximum limit before filing a claim.
- Be aware of the claim process with your specific Schengen insurance company so you’ll know how to go about it and what to expect.
FAQ
Do I Have to Pay Up-Front and Then Get Reimbursed by Schengen/Europe Travel Insurance?
With some travel insurance policies, if you visit any hospital or doctor in the Schengen Area with whom the insurance company has an agreement, your insurance usually pays them directly. If you visit a doctor or a hospital with no such agreement with your insurance company, you pay for the services and then file a claim for reimbursement.
For other incidents, it depends on the situation; for example, for lost or stolen luggage, you don’t have to pay anything but wait while your insurance determines the value of the items, and then you get reimbursed.
Are Receipts Mandatory for a Schengen/Europe Travel Insurance Claim?
Yes, you need to show receipts for any expenses you’re trying to file a claim for with your Schengen insurance. Without receipts, you cannot prove that you paid that amount, and the insurance company is not under obligation to reimburse you.
What Should I Do if I Lose My Receipts?
If you lose your receipts, then you need to contact the same institution or body that issued the receipt and get a copy. If you paid by using a credit card, your bank statements may also be helpful.
Can I Dispute a Denied Claim?
You can dispute a denied claim, but you need to provide evidence of why you think the denial is wrong. For example, if the insurance company denied your claim because you were missing important documents, but you have the required documents, you can dispute the claim and send the documents to the insurance company.
In specific cases, a denial is solid, and you cannot change it. For instance, if you’re denied because you wanted to claim something that your insurance policy does not cover, you won’t be able to dispute that denial.
How Long Does It Take to Get Reimbursed for a Claim?
The reimbursement timeline varies based on the complexity of the claim. Simple claims, like trip delays, are usually processed within 5-10 business days, while more complex cases, such as emergency medical evacuations, can take several weeks or months.
Can I Cancel for Any Reason and Still Be Reimbursed?
To cancel for any reason and get a reimbursement from your insurance company, you need to have an additional benefit known as a ‘cancel for any reason benefit’ (CFAR), which, unfortunately, most Schengen insurance policies do not offer.
If your Schengen insurance policy offers a CFAR benefit, you must buy it separately and include it with your insurance plan to use it.
Do I Need to Notify My Insurance Provider Before Receiving Medical Treatment Abroad?
In non-emergency situations, it’s recommended to notify your insurance provider before seeking medical treatment abroad. They may guide you to specific medical facilities within their network to ensure that costs are covered.
Can I Submit a Travel Insurance Claim if I Cancel My Trip Due to COVID-19?
Many Schengen insurance policies have specific exclusions or conditions related to pandemics, such as COVID-19. Check your policy to see if cancellations due to COVID-19 or similar situations are covered.
What Happens if I File a Claim for an Activity That Wasn’t Covered by My Schengen Insurance?
If you file a claim for an activity or incident not covered by your policy, such as engaging in high-risk sports without additional coverage, your claim will be denied. Always review your policy to ensure your activities are covered.
How Can I Check the Status of My Insurance Claim?
You can check the status of your claim by contacting your insurance provider directly, either by phone, email, or through their online claim portal if available.
Do I Need to Pay a Deductible When Filing a Claim?
Some Schengen/Europe travel insurance policies include a deductible that you must pay before the insurance coverage begins. Review your policy to see if a deductible applies and how much it is.