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Smart Preparation: Securing Your Family’s Travel Documents Ahead of Time

Setting foot in a new country is like stepping into a world of possibilities, but that first step can quickly turn into a stumble if you’re not prepared with the right paperwork. Securing travel documents is often viewed as one of the less glamorous parts of traveling, yet it’s crucial. 

Whether you need to renew your passport, ensure your visa is approved, or safeguard copies of your important documents, taking care of these essentials well in advance can mean the difference between a smooth airport experience and a trip derailed before it even begins. 

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How to Secure the Documents You Need Before Traveling 

Going on a journey soon? Take a moment to dive into the indispensable task of securing your essential travel documents, ensuring nothing holds you back from exploring the globe with ease.

Step 1: Know What Documents You Need Before Traveling

The documents you’ll need to travel will depend on where you’re going. As part of your preparation, you’ll need to check out the official government website for a full list of the documents you’re required to obtain. Your home country can also give you a rough list of what you may need across the border. For example, the U.S. has a Traveler’s Checklist you can use.

Passport and travel documents

With that said, most countries require very similar documentation. For example, you’ll always need a passport and photo I.D. to even board the plane to another country.

Here’s a list of what you’ll likely need before your travel

  • Photo ID: Usually a driver’s license or a personal identification card. 
  • Passport: Required to travel across the border of your home country.
  • Travel or Work Visa: Required if you’re working or staying for a long period of time.
  • International Driving Permit: Necessary if you plan on driving in another country.
  • Medications and Vaccine Information: May be required for some countries. 
  • Consent for Travel with Minors: Some countries require custody documents.
  • Travel Insurance Plan Details: Peace of mind if you get injured in another country.
  • Travel Itinerary Details: Peace of mind if you can’t access this info electronically. 

This process can be expedited if you use technology. If you have access to a computer, either from your home or via the library, use it to print a list of what you need. And if you’re traveling abroad with children, make sure they also have most of the documents listed above.

Step 2: Check Requirements For Documentation Early

When you’re planning a trip, especially abroad, it’s vital to start sorting out your travel documents as early as possible. According to the U.S. Department of State, about 24 million passports were issued in 2023 alone, and this number rises yearly. This means there could be lengthy processing times, sometimes up to eight weeks for standard applications!

Depending on your needs, you may need to have your documents translated. Fortunately, looking for a document translation service is easy if you search online, but this process can add a lot of time to your schedule. Factor this time in for every document you plan to get. 

You should also consider the time it takes to get your documents online vs. in person or if you have the option to complete a process online at all. For example, most countries allow you to renew your passport online, but you have to go to a government office to get a new one.

If a picture is required, consider how long it will take you to wait in line to get your photo taken. Typically, booking an appointment means you’ll get seen sooner. With most documents, you can expedite the process if you pay a fee, but it’s much cheaper to complete the process ASAP.

Step 3: Speak to the Non-Government Bodies First

Certain requirements make it necessary for you to collaborate with a partner/ex-partner, medical professional, friend/family member, or employer. If it’s possible for you to complete some of the process without their help but not all of it, don’t continue the process until you have them on board. Otherwise, you may hit a roadblock or be unable to submit your documents.

Not only that, but you’ll typically need to plan your schedule around when they can see you. For example, if you need a friend to sign a paper or a doctor to give you a vaccine or medication.

Here are some examples of documents that require help from a non-government body:

  • Passport: A new passport requires multiple guarantors and their signatures.
  • Work Visa: Requires your employer to start the visa process.
  • Medication or Vaccine Information: Requires documentation from a doctor.
  • Travel Insurance: May require permission from ex-spouse or spouse if for a child.
  • Consent for Travel with Minors: Requires permission from ex-spouse or spouse.

If you’re a single parent who requires a Letter of Parental Consent for a Minor Child to Travel, be sure to speak to your ex-spouse or spouse months ahead of the travel date, if possible. 

Step 4: Ensure Your Children’s Documents are Valid

Even if your documents allow you to get past the border, you won’t be going anywhere if your children’s documents aren’t up-to-date. Did you know that children’s passports are only valid for 5 years, as opposed to the 10 years granted to adult passports? This means it’s pretty easy to lose track of their expiration dates amidst the chaos of parenting.

Statistics show that families make up a significant portion of travelers, with a notable 30.8% of travelers taking their outbound vacations as a family. That’s a lot of kids on planes and across borders! Just like adults, every child needs appropriate documentation when traveling abroad. 

This includes accurately dated passports and any requisite visas. Keep in mind that some countries have specific stipulations concerning minors, such as requiring birth certificates or visa requirements different from those of their accompanying adults.

Moreover, if your child is traveling with one parent or without either parent, additional paperwork might be needed. This could mean notarized permission from the absent parent(s), which demonstrates consent for the child’s travel itinerary. Get our free minor travel consent form here.

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Step 5: Make Copies of Important Documents

Imagine being in a foreign country and realizing your passport has gone missing. A staggering number of travelers find themselves in similar situations, with about 300,000 U.S. passports reported lost or stolen each year. This alone should serve as a cautionary tale.

Before embarking on your journey, take the proactive step to photocopy each critical travel document you’ll be carrying. This includes not just passports but also driver’s licenses, visas, and birth certificates—basically anything that would prove to be a nightmare if lost.

But don’t stop at physical copies. Scan these documents and upload them onto a cloud service or email them to yourself. It’s recommended by travel experts to have an electronic backup ready for access anywhere with internet connectivity. Around 70% of international travelers now “always” carry smartphones when traveling, which can store these valuable digital copies safely. I like to store mine on both an iCloud folder and Google Drive folder.

Keep one set of physical copies on your person (separate from the originals), and stash another set somewhere safe, like in your hotel room. As an extra layer of preparedness, leave a third set with someone trustworthy back home, too—just in case the worst happens.

Don’t Be Caught Unprepared When Traveling 

When it comes to what travel documents does my family need for an international trip, get a jump start on organizing those essential items today and turn the focus back to the excitement of planning your journey. Remember, with every passport photo snapped and visa stamped, you’re one step closer to creating lasting memories in far-flung destinations. 

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About Nicky Omohundro

Nicky Omohundro is a travel and active family lifestyle blogger and social media influencer based out of Oklahoma City, Oklahoma. She shares stories, destinations, and ideas on food, family, health, and outdoor recreation to help families find their own adventures. Her spirit animal is a caffeinated squirrel fueled by coffee, real food, and the desire to seek new adventures.

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