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Safe Travels Trip Cancellation Plans - Claim Filing Documents

When filing claim under trip cancellation insurance, the member must provide the documents in order for the insurance company to process the claim.

Please review the scenarios below to find one that matches your situation for the list of documents required for a trip cancellation or trip interruption claim.

Scenario A

Sickness, Injury or death of an Insured, Family Member, Traveling Companion, or Business Partner when:

  • Injury or Sickness of an Insured, Family Member, or Traveling Companion traveling with the Insured must be so disabling as to reasonably cause a Trip to be cancelled or interrupted, or which results in medically imposed restrictions as certified by a Physician at the time of Loss preventing your continued participation in the Trip; or
  • If the Insured must cancel or interrupt his/her Trip due to Injury or Sickness of a Family Member not traveling with The Insured, it must be because their condition is life-threatening, as certified by a Physician or because they require the Insured's care; or
  • Injury or Sickness of the Business Partner must be so disabling as to reasonably cause the Insured to cancel or interrupt the Trip to assume daily management of the business. A Physician must certify the Injury or Sickness.

Pre-existing Condition Clause

Preexisting Conditions, as defined, if purchased no later than 30 days after the Final Trip Payment. Applies to a claim described above due to pre-existing conditions and the coverage was not purchased in the time frame specified - it does not meet requirement for the pre-ex waiver.

This exclusion is waived if the coverage is purchased no later than 30 days after the final Trip payment.

Claim Documents Required:

  • Trip Cancellation

      • Copies of the doctor's letter stating Insured, family member, travelling companion or business partner could not travel due to a disabling cause.
      • Copies of the medical record - from the provider - showing the diagnosis, treatment and prognosis.
      • Death certificate, if applicable.
      • Obituary showing relationship, if applicable.
      • When traveling companion - need documents showing same arrangements and travel at the same time to the same place.
      • Corporate documents showing business partner relationship, if applicable.
      • Copies of the cancellation letter from the travel providers showing the amount - if any - that was refunded. This document needs to be checked against the travel providers refund rules.
      • Copies of the receipts showing the last and total payment for the trip.
      • Determine if eligible for pre-existing conditions coverage under clause below, in the certificate wording. If eligible then no medical records are needed for past 180 days.
  • Trip Interruption

      • Copies of the medical record - from the provider - showing the diagnosis and treatment.
      • Proof a treatment prior to interrupting the trip and upon returning home.
      • Death certificate, if applicable.
      • Obituary showing relationship, if applicable.
      • When traveling companion - need documents showing same arrangements and travel at the same time to the same place.
      • Corporate documents showing business partner relationship if applicable.
      • Copies of the letter from the travel providers showing the amount - if any - that was refunded or if they were given new tickets or a credit. This document needs to be checked against the travel providers refund rules.
      • Boarding passes
      • Passport Information
      • Copies of the receipts showing the last and total payment for the trip.
      • Determine if eligible for pre-existing conditions coverage under below, in the certificate wording. If eligible then no medical records are needed for past 180 days.

"Family Member" means the spouse, parent, parent-in law, grandparent, child, grandchild, brother, sister, fiancé, aunt, uncle, niece or nephew such person being related to the Insured Person, or with whom the Insured Person is travelling or had arranged to travel.

"Traveling Companion" means a person or persons with whom you have coordinated travel arrangements, shares the same accommodations as You and intend to travel with during the Trip.

"Business Partner" means a person who the Covered Person are in business with and is a valuable member of the Covered Person's company who, should they pass away or suffer from a critical illness, will result in financial losses for the company.

"Pre-Existing Condition" means a condition of The Insured, or Traveling Companion, or Your and/or Traveling Companion's Family Member or Your Business Partner regardless of the cause of the condition:

  • for which medical advice, diagnosis, care or treatment was recommended or received within the 180-day period before the Covered Person's coverage became effective under the Policy; or
  • manifested itself, became acute or exhibited symptoms which would have caused one to seek diagnosis, care or treatment; or
  • required taking prescribed drugs or medicine, unless the condition for which the prescribed drug or medicine is taken remains controlled without any change in the required prescription within the last 90 days.


Scenario B

Sickness, Injury, death or hospitalization of the Insured's Host at Destination.

Generally, when a host is not able to provide service they will give a full refund.

Claim Documents Required:

  • Trip Cancellation

      • Copies of the doctor's letter or the notice from the travel provider about the sickness, injury, death or hospitalization of the host.
      • Death certificate, if applicable.
      • Obituary, if applicable.
      • Copies of the medical records or a medical statement -showing the diagnosis and treatment and date the treatment started.
      • Copies of the cancellation letter from the travel providers showing the amount - if any - that was refunded.
      • Copies of the receipts showing the last and total payment for the trip.
  • Trip Interruption

      • Copies of the doctor's letter or notice from the travel provider about the sickness, injury, death or hospitalization of the host.
      • Death certificate, if applicable.
      • Obituary, if applicable.
      • Copies of the medical records or a medical statement -showing the diagnosis and treatment and date the treatment started.
      • Copies of the letter from the travel providers showing the amount - if any - that was refunded or if they were given new tickets or a credit.
      • Boarding passes
      • Passport information
      • Copies of the receipts showing the last and total payment for the trip.

Scenario C

Financial Default of an airline, cruise line, or tour operator provided the Financial Default occurs more than 14 days following an Insured's effective date for the Trip Cancellation.

  • There is no coverage for the Financial Default of any person, organization, agency, or firm from whom the Insured purchased travel arrangements supplied by others.
  • This coverage applies only if this insurance was purchased within 21 days of Trip deposit.

Claim Documents Required:

  • Trip Cancellation

      • Copy of the public notice of the financial default or other verification.
      • Copies of the receipts showing the trip deposit.
      • Copies of the cancellation letter from the travel providers showing the amount - if any - that was refunded. This document needs to be checked against the travel providers refund rules.
      • Copies of the receipts showing the last and total payment for the trip.
      • Travel Delay is not payable for Financial default.
  • Trip Interruption

      • Copy of the public notice of the financial default or other verification.
      • Copies of the receipts showing the trip deposit.
      • Copies of the letter from the travel providers showing the amount - if any - that was refunded or if they were given new tickets or a credit. This document needs to be checked against the travel providers refund rules.
      • Boarding passes
      • Passport Info
      • Copies of the receipts showing the last and total payment for the trip.
      • Travel Delay is not payable for Financial default.

Scenario D

Strike resulting in complete cessation of travel services at the point of departure or Destination.

Claim Documents Required:

  • Trip Cancellation

      • Proof of the strike - from the travel provider.
      • Copies of the cancellation letter from the travel providers showing the amount - if any - that was refunded. This document needs to be checked against the travel providers refund rules.
      • Copies of the receipts showing the last and total payment for the trip.
  • Trip Interruption

      • Copies of the letter from the travel providers showing the amount - if any - that was refunded or if they were given new tickets or a credit. This document needs to be checked against the travel providers refund rules.
      • Boarding passes
      • Passport Info
      • Copies of the receipts showing the last and total payment for the trip.

Scenario E

The Insured's Primary Residence or the Insured's Destination being made Inaccessible or Uninhabitable by Natural Disaster, vandalism, or burglary.

  • The Insurer will only pay benefits for losses occurring within 30 calendar days after the named hurricane makes the Insured's Destination Inaccessible or Uninhabitable.
  • Benefits are not payable if a hurricane is named on or before the effective date of the Insured's Trip Cancellation coverage.

Claim Documents Required:

  • Trip Cancellation

      • Copy of a mortgage statement showing ownership of the property.
      • Copy of payment on a home owner claim for the stated loss.
      • Copies of the cancellation letter from the travel providers showing the amount - if any - that was refunded. This document needs to be checked against the travel providers refund rules.
      • Dates the loss incurred verified by public record of the event.
      • Copies of the receipts showing the last and total payment for the trip.
  • Trip Interruption

      • Copy of a mortgage statement showing ownership of the property.
      • Copy of payment on a home owner claim for the stated loss.
      • Copies of the letter from the travel providers showing the amount - if any - that was refunded or if they were given new tickets or a credit. This document needs to be checked against the travel providers refund rules.
      • Boarding passes
      • Passport Info
      • Dates the loss incurred verified by public record of the event.
      • Copies of the receipts showing the last and total payment for the trip.

"Natural Disaster" means storm (wind, rain, snow, sleet, hail, lightning, dust or sand) earthquake, flood, volcanic eruption, wildfire or other similar event that: is due to natural causes; and results in such severe and widespread damage that the area of damage is officially declared a disaster area by the government in which the Covered Person's Trip occurs and the area is deemed to be uninhabitable or dangerous.


Scenario F

The Insured, or a Traveling Companion being subpoenaed, required to serve on a jury, hijacked, or quarantined.

Claim Documents Required:

  • Trip Cancellation

      • Copy of the subpoena or jury request along with the letter from the court showing attendance.
      • Copies of the cancellation letter from the travel providers showing the amount - if any - that was refunded. This document needs to be checked against the travel providers refund rules.
      • Copies of the receipts showing the last and total payment for the trip.
  • Trip Interruption

      • Copy of the subpoena or jury request along with the letter from the court showing attendance.
      • Copies of the letter from the travel providers showing the amount - if any - that was refunded or if they were given new tickets or a credit. This document needs to be checked against the travel providers refund rules.
      • Boarding passes
      • Passport Info
      • Copies of the receipts showing the last and total payment for the trip.

Scenario G

The Insured or Traveling Companion is called to active military service or military leave is revoked or reassigned.

Claim Documents Required:

  • Trip Cancellation

      • Copy of the letter from the military.
      • Copies of the cancellation letter from the travel providers showing the amount - if any - that was refunded. This document needs to be checked against the travel providers refund rules.
      • Copies of the receipts showing the last and total payment for the trip.
  • Trip Interruption

      • Copy of the letter from the military.
      • Copies of the letter from the travel providers showing the amount - if any - that was refunded or if they were given new tickets or a credit. This document needs to be checked against the travel providers refund rules.
      • Boarding passes
      • Passport Info
      • Copies of the receipts showing the last and total payment for the trip.

Scenario H

Terrorist incident in a city listed on the Insured's itinerary, within 30 days of the Insured's scheduled arrival.

Claim Documents Required:

  • Trip Cancellation

      • Copy of the itinerary
      • Copies of the cancellation letter from the travel providers showing the amount - if any - that was refunded. This document needs to be checked against the travel providers refund rules.
      • Date and cause of terrorist incident
      • Copies of the receipts showing the last and total payment for the trip.
  • Trip Interruption

      • Copy of the itinerary
      • Copies of the letter from the travel providers showing the amount - if any - that was refunded or if they were given new tickets or a credit. This document needs to be checked against the travel providers refund rules.
      • Boarding passes
      • Passport Info
      • Date and cause of terrorist incident
      • Copies of the receipts showing the last and total payment for the trip.

Scenario I

Mechanical/equipment failure of a Common Carrier that occurs on a scheduled Trip and causes complete cessation of the Insured's travel and results of a Loss of 50% of the Insured's Trip length.

Claim Documents Required:

  • Trip Cancellation

      • Proof from the carrier of the mechanical default and dates/flight it happened.
      • Copies of the cancellation letter from the travel providers showing the amount - if any - that was refunded. This document needs to be checked against the travel providers refund rules.
      • Boarding passes
      • Passport Info
      • Copies of the receipts showing the last and total payment for the trip.
  • Trip Interruption

      • Proof from the carrier of the mechanical default and dates/flight it happened.
      • Copies of the letter from the travel providers showing the amount - if any - that was refunded or if they were given new tickets or a credit. This document needs to be checked against the travel providers refund rules.
      • Boarding passes
      • Passport Info
      • Copies of the receipts showing the last and total payment for the trip.

Scenario J

The Insured or Traveling Companion is involuntarily terminated or laid off through no fault of his or her own, provided that he or she has been an active employee for the same employer for at least one year.

  • Termination must occur during the Pre-Departure Period of Insurance.
  • This provision is not applicable to temporary employment, independent contractors or self-employed persons.

Claim Documents Required:

  • Trip Cancellation

      • Copies of check stubs or w2
      • Copies of pink slip stating reason for termination or layoff
      • Copies of the cancellation letter from the travel providers showing the amount - if any - that was refunded. This document needs to be checked against the travel providers refund rules.
      • Copies of the receipts showing the last and total payment for the trip.
  • Trip Interruption

      • Copies of check stubs or w2
      • Copies of pink slip stating reason for termination or layoff
      • Copies of the letter from the travel providers showing the amount - if any - that was refunded or if they were given new tickets or a credit. This document needs to be checked against the travel providers refund rules.
      • Boarding passes
      • Passport Info
      • Copies of the receipts showing the last and total payment for the trip.

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You could lose your non-refundable trip costs if you had to cancel your trip.

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