Travel documents checklist, what to check and carry before you go
Almost every travel disaster at the airport is a paperwork problem. A passport that is not valid for long enough, a missing entry permission, a booking that is in the wrong name. They are all easy to prevent if you check them early, and nearly impossible to fix at the check-in desk.
This checklist covers what to look at, in what order, and who to ask. It does not quote rules, because they change. It tells you what kind of rule exists and where the current version is published.
Start with your passport
Check three things as soon as you start planning.
- Is it valid, and for how long? Many countries require a passport to be valid for a certain period beyond the date you arrive or leave, and the period differs by country. Check the destination's official entry requirements, or your own government's travel advice, which usually lists them.
- Does it have enough blank pages? Some countries ask for one or two empty pages.
- Is it in good condition? A damaged passport can be refused.
If you need a new or renewed passport, apply well ahead. Processing times vary and are often longer in summer and before holidays. The application is made through your own government, and its website shows the current times.
Find out whether you need permission to enter
Depending on your nationality and your destination, you might need nothing, an online authorisation, a visa applied for in advance, or a visa on arrival. This depends on your passport, not on where you live, so travelling friends with different nationalities can have different rules for the same trip.
Always check the official government site of the destination and your own government's travel advice. Avoid third-party sites that charge a fee to apply for something that is free or cheaper on the official site. If a site is not the government's own, be careful.
Also check the transit countries. Connecting through a third country can have its own requirements, even when you never leave the airport.
Gather your tickets and bookings
Keep every confirmation where you can reach it, ideally both on your phone and in a form that works without signal.
- Flights, trains, ferries and buses, with booking references
- Stays, with addresses and check-in details
- Tours, tickets and reservations
- Car hire, with the pick-up location and what the driver needs to bring
Check that every name matches the passport exactly, including middle names where the airline asks. Fixing a name afterwards can be slow or costly, and the sooner you find a mistake, the easier it is. A single place for all of them, as described in planning a trip together, saves everybody searching their inbox at the airport.
Insurance
Keep a copy of your travel insurance policy, with its number and the emergency contact. Some countries ask for proof of cover or of medical insurance at entry, so check the destination's entry page.
Read what the policy covers: medical care, cancellation, baggage and the activities you plan. If your trip involves a hire car, a motorbike, skiing or diving, check these are included. For a plain-language overview, see travel insurance explained.
Driving documents
If you plan to drive abroad, check whether your licence is accepted, whether you need a translation or an international permit, and what the hire company asks for. Rules differ widely between countries, and so do the penalties for getting it wrong. The destination's official site and the hire company's terms are the places to look. See driving abroad for more on how to prepare.
Health documents
Ask a travel clinic or your doctor, well ahead of your trip, which vaccinations suit your destination. Some countries ask for proof of a particular vaccination on entry, and they can ask for it based on where you have travelled from. The official entry requirements will say.
If you take regular medication, bring it in its original packaging, with a copy of the prescription or a doctor's note where needed, and check that it is allowed in the country you are visiting, since some everyday medicines are controlled in some places.
Money and cards
Not a document in the strict sense, but it belongs on the list: at least two payment cards stored in different places, some cash in the local currency or a widely accepted one, and a way to call your bank. Know how to freeze a card quickly if it is lost.
Make copies, and keep them apart
Take photos of your passport photo page, your visa or authorisation, your insurance and your tickets. Store them where you can reach them without the phone you may lose: email them to yourself, or give them to a trusted person at home. A paper copy kept separate from the originals is useful too.
If you ever need to replace a passport abroad, having a copy speeds things up. See what to do if you lose your passport abroad.
A simple order of work
Here is a timeline that suits most trips.
- As soon as you plan: check your passport's validity and the entry rules.
- Months before, if needed: apply for any visa or authorisation, and renew a passport.
- When you book: check the names, buy insurance and keep confirmations together.
- A few weeks before: arrange vaccines, driving permits and medicines.
- A week before: download tickets for offline use and make copies.
- The day before: put the documents in one pouch, in your carry-on.
At the border
Keep your passport and the papers you might be asked for easy to reach. Know the address of your first night and the date you plan to leave. Answer questions simply and truthfully. If you are asked for something you do not have, stay calm and ask what the options are.
Next step
Open your passport now and check the expiry date. If you are planning a trip, look up the destination's entry rules on its official site before you book anything.
