Travel Documents

One of the most important things to do before travelling, maybe the most, is to ensure you have all the necessary travel documents prepared and in order.

Being foresighted can prevent many complications. By following my recommendations, you will have everything you need for a smooth trip.

Index

The documents required for your travel will vary depending on your destination.

I’ve compiled a comprehensive list, so please skip those sections that don’t apply to your trip.

Proof of Identity

We always talk about passports when travelling, but again, depending on the destination, you may only require your National Identity Document or Driving Licence. However, it is always advisable to carry identification, even if you are staying in your country.

For example, if you are Spanish and travel to any other country in the European Union, you can do so only with your Identity Card.

Tips:

*️⃣ Before travelling, check your document’s expiration date to see if it requires renewal. Many countries require a minimum validity of six months from arrival.

*️⃣ If you plan to travel by plane, always check with the airline regarding their identification requirements. This is especially important if you are travelling with minors.

*️⃣ Carrying multiple forms of identification is always a good idea and can be helpful in any unforeseen circumstances.

*️⃣ I always carry hard and digital copies (in the cloud or email). It’ll be helpful if I lose my passport and have to prove my citizenship at my embassy or consulate.

You can check these requirements on the UK Foreign Travel Advice page. Alternatively, you can use the IATA’s Travel Centre.

Visa

The need for a visa and the type required depends on multiple factors:

🔷–The destination

🔷 Your nationality

🔷–The purpose of your trip

🔷 The length of stay

It will depend on the country, but there are various methods to acquire it:

For some countries, it is submitted online.
For others, it is obtained upon arrival at the destination airport.
Some countries, with more traditional practices, require that you apply at the embassy or consulate.
Sometimes, a travel authorisation is required instead of a visa. You must request it before travelling, but it can be managed and paid for online.

Each country has a government website to check if you need a visa, but you can easily check it and process it through Ivisa.

Health-Related Travel Documents

Regarding health, only a few documents are mandatory, but it is advisable to carry some others.

Here is the list of documents that I recommend you to take:

*️⃣ A list of the medications you typically take to manage your chronic conditions and their prescriptions.

*️⃣ Your health or travel insurance information (policy number and insurer’s contact details) to have on hand in an emergency.

*️⃣ Data on hospitals and health centres near your destination, including phone numbers and addresses.

*️⃣ International Certificate of Vaccination (for international travellers). We will see it in more detail in the next section.

*️⃣ Proof of COVID-19 vaccination or a negative test result. Although we have become accustomed to living with it, sometimes we have even forgotten its existence (who would have thought it in 2020!); some countries still have restrictions in place.

Before starting your trip, check if you require additional documents, such as proof of vaccination or a negative test. This information is typically provided by airlines.

You can also review the IATA restrictions map.

Vaccines — International Certificate of Vaccination or Prophylaxis (ICVP)

The International Certificate of Vaccination is the famous Yellow Book which displays all the vaccines you have received.

It is a legally binding instrument to prevent the spread of infectious diseases and is a mandatory requirement for travel to certain countries.

The first step is to identify the mandatory vaccines required for entry. You will be asked to provide the certificate for these vaccines.

Others are optional and at your discretion or your doctor. Therefore, you will not have to present the certificate.

If you travel to a developing country, visiting a doctor at least 4–6 weeks before your trip is advisable. This will give you time to get any necessary vaccinations or antimalarial medication.

To determine which vaccinations are required or recommended for your destination countries, please consult any of the following websites:

💠 NHS Fit for Travel

💠 Travel Health Pro

💠 CDC

Travel Insurance

Travel insurance is essential when travelling. And, it should be taken right after you know your destination and travel dates.

Trying to reduce holiday costs by skipping travel insurance is a mistake that you may regret.

Depending on the country, travel insurance may be mandatory for obtaining a visa. This ensures coverage for potential health expenses and injured individuals.

It is not a matter of contracting anything, but the insurance world can be convoluted with complex clauses and fine print, making them difficult to understand.

I have created an article on How to Choose Your Travel Insurance to simplify the process. It outlines all the essential factors to consider when purchasing travel insurance to ensure you make an informed decision.

Train Tickets, Boarding Passes, Activity Bookings, etc.

I think this is pretty obvious, but I’ll mention it anyway. The documents you should never forget to bring with you on your trip are the tickets for the means of transport and attractions or activities you have booked in advance.

Here, I refer to all tickets that cannot be shown via mobile phone, although nowadays, they are rare.

Travel Itinerary Details

Accessible copies of your itinerary and booking information on flights, accommodations, etc., are essential for a more leisurely trip, especially when visiting multiple locations.

In addition to bringing printed copies, I suggest saving them in the cloud or email. This way, you will still have access to them, even if you lose the paper ones.

It’s an easy tool to assist you at the airport or hotel check-in, as well as keep track of your travel plans.

Likewise, they are necessary when filling out the entry form (on the plane), which is mandatory in many countries. The form typically requires flight information and the addresses of the accommodations where you will stay.

International Driving Permit (IDP)

An international driving permit is a document that contains the official translation of your national driving licence.

If you plan to rent a vehicle, you can check the need for an international driving permit:

🅰️ With your rental company
🅱️ On www.gov.uk (Driving Abroad)

If you need it, it’s straightforward to get. Here are some examples of how to do it in various countries:

🟣 In Spain, you have to go to one of the Traffic offices with the necessary documentation:

Valid driving licence
ID card or passport
A recent colour photo (32 × 26 mm)
The official application form
The processing fee (10.51 euros in 2024)

They will give it to you immediately. You can also request it online, and in a couple of days, you can pick it up.

🟣 In the UK: Apply at the Post Office by presenting:

Valid and complete UK driving licence
A passport-size photograph
The application fee (£5.50 in 2024)
Valid original passport as proof of identification if the old paper version of the driving licence is presented.

🟣 In the US: You can apply directly at an AAA Travel office by providing:

The application form
Two original passport photographs
Valid US driving licence
Payment of the processing fee (about $20)

You can also request it by mail.

For more details on renting a vehicle, I recommend reading my article Car Rentals (Complete Guide).

Arrival Card or Incoming Passenger Card

It is a legal form provided on the plane before landing in many countries, with various fields to fill out and questions to answer.

Some requested information includes full name, nationality, date of birth, passport information, flight number, reasons for the visit, and accommodation details.

You will need to present it with your passport at customs upon arrival. The purpose is to register your entry into the country and your intentions.

Clarification

As COVID-19 travel restrictions were lifted, many countries required passengers to fill out Passenger Locator Forms (PLFs) to help contain the virus.

They had to be completed 24–96 hours before arrival and presented when check-in and at passport control. The information required was basic, such as name, address, last countries visited or dates of entry and exit.

We know the virus is still present, but fortunately, almost all countries have eliminated the requirement. I mention this to avoid confusion with the arrival card from above.

Finally, Don’t Forget

In addition to all those already mentioned, other documents may be required. That’s why you should always:

Check what you need for your trip when planning your holiday.
Recheck the requirements closer to your departure date because the entry rules and regulations could have changed.

For a complete overview of entry requirements for each country, see the IATA Travel Center. It offers all the necessary information about passports, visas, and health.

Or, you can also check the UK Foreign Travel Advice website.

I hope you liked this post and found it helpful 😊

If you have any questions or concerns, please don’t hesitate to contact me. You can leave a comment below or fill out the contact form, and I’ll gladly assist you.

Now that you know the travel documents you require, you can return to the Travel Logistics page to continue preparing for your trip.