More often than not, a trip cancellation brings some level of disappointment with it. You were planning to get away, maybe even on an exotic adventure, and then — poof! — the trip is no more. You didn’t even get to use your sweet new monogrammed carry-on bag.

Sometimes, something is amiss with your destination. Other times, you may have something you’re dealing with back at home, such as covered medical issues or loss of employment. But now you have to pick up the pieces and carry on. That’s why we worked hard to create a straightforward, transparent and friendly process for managing trip cancellation.

That said, a process is a process. It’s not as easy as canceling your trip and simply awaiting reimbursement for non-refundable, prepaid expenses such as airline tickets — which trip cancellation may provide. But the process isn’t hard, either. Allianz Global Assistance has created a simple-to-follow, step-by-step checklist for managing your trip cancellation.

1. Don’t cancel your trip yet! (Review your policy first.)

This is a common mistake many travelers make. They cancel their trip before carefully referring to their travel insurance policy and seeing what conditions need to be met. Resist the urge to cancel without determining if you may qualify for trip cancellation coverage, based on your scenario, as well as your plan details. For example, did you know trip cancellation for injury, illness or medical condition requires a doctor’s examination within 72 hours of your cancellation? It’s big details like this that should have you pump the brakes on canceling your trip before vetting whether you qualify.

2. Ask for help.

If you've reviewed your plan, and you still have questions or simply want confirmation that you’re canceling for a covered reason, please reach out. Allianz Global Assistance is available 24/7 to provide a clear understanding of everything that needs to be done to help you cancel your trip for a covered reason. Call 1-866-884-3556 anytime and have your plan information readily available.

3. Notify travel suppliers.

You’ll need to alert your trip’s travel supplier(s) — the various companies that received your prepaid nonrefundable fees —  ASAP (within 72 hours) and then contact Allianz Global Assistance as soon as possible afterward.^

4. Submit your claim.

You’ve done your homework, you’ve determined you’re canceling your trip for a covered reason, and you’re ready to start the process. The easiest way to submit the claim is by visiting the Allianz Global Assistance online claim management tool. You may also call 1-866-884-3556 to get the ball rolling over the phone. Either way, you’ll want to have all your plan information at hand. After successfully submitting your request, you’ll receive an email confirmation and a list of needed documentation to complete processing your request.

5. Submit your documentation.

This is a key spot that trips some folks up after initially submitting their claim for trip cancellation. Sometimes specific documentation is requested, for example, a note from a physician. Such paperwork is needed to confirm that a cancellation was made for a covered reason. If you’re having trouble obtaining this documentation, reach out to us for further assistance and we’ll see if we can help out.

6. Check your status.

It takes about 10 business days for claims to be processed, but you’ll be able to follow along from home (or anywhere you can access the Web) using the online claim management tool or Allyz® TravelSmart app.

7. Get approved and collect.

Once your claim is approved, you’ll be reimbursed for nonrefundable, prepaid costs based on any limits set in your plan, so be sure to have a look to know what to expect. You’ll be given the option of receiving your reimbursement payment electronically via deposit/ACH or as a debit disbursement. This is true whether you submit your claim online or over the phone.

8. The flip side...

We completely understand that it can be frustrating to not have a claim approved, especially if you’re confused why it wasn’t covered. While it could simply be that your reason for canceling wasn’t covered in your specific plan, it could also be that we didn’t receive a needed document. And that’s a simple fix! We’re here to help you understand what happened, and if it can be rectified.

It’s rare that we have to cancel a trip and shout, “Yes!” But trip cancellation can provide some financial relief, especially if you’re seeking to reboot your trip just as soon as possible. And while there are a number of covered reasons for trip cancellation, there are also reasons you’d cancel a trip that simply aren’t covered. For example, if you’re heading to a destination wedding, and the couple gets cold feet, you’re left with a really nice vacation. (We even wrote an article to help you make the most out of such trips: “Plan B: When Trip Cancellation Doesn’t Mean Trip Cancellation.”)

So plan your trips. And plan on all of them taking place. But keep your travel insurance plan close; you never know when you might need your trip cancellation benefit.

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• Trip Cancellation Insurance: Covered Reasons Explained
• Tips For Dealing With a Trip Cancellation
• 5 Reasons Your Trip Cancellation Insurance Won't Cover You