Travel documents: what you need and how to keep them safe

Nothing spoils the start of a trip as fast as a missing or expired document. Yet it's easy to prevent with a bit of preparation. In this travel documents checklist we set out which papers you need, what to watch for with validity, and above all how to keep everything safe. That way you leave with peace of mind and not on a hunt for your passport.

Travel documents checklist: the basics in order

Start with the documents you need anyway, whatever the destination. These form the core of your travel papers. Go through them well before departure, because applying for a new passport takes time.

• Passport or ID card, depending on your destination.
• Flight tickets or other transport tickets.
• Booking confirmations for your stay.
• Travel insurance and the related policy details.
• A debit card and credit card, plus some cash.

Documents that differ per destination

Depending on where you're going, extra papers come into play. Travelling outside Europe, extra requirements often apply. Dive into the official information for your destination in good time, because rules change and differ per country.

• A visa or electronic travel authorisation if the country requires it.
• Proof of mandatory vaccinations where applicable.
• An international driving permit if you plan to drive.
• Proof of sufficient funds or a return ticket at some borders.

Think of your fellow travellers too

Travelling with children or pets adds specific documents that are easily overlooked. Sort these in time, because these in particular often face stricter checks.

• A separate ID for children, including babies.
• When travelling without both parents, sometimes a consent statement.
• A pet passport and vaccination record for pets.

Store smartly: digitally and on paper

Having the right documents is one thing, keeping them safely to hand is at least as important. The golden rule is: always make a backup. If you lose something, you don't want to be empty-handed.

• Take a photo or scan of every important document and store it safely in digital form.
• Print a paper copy of your most important papers and keep it separate from the originals.
• Email a copy to yourself or to someone at home you trust.
• Keep originals spread out, so not everything in the same bag.

Everything clearly in one place

Travel papers easily get scattered across emails, apps and your physical wallet. The moment you're at the check-in desk, you don't want to scroll through ten folders. Keep all your bookings and documents clearly on a timeline with a travel planner like Zuvy, then you have to hand each day exactly what you need, from your flight to your hotel confirmation.

• Link each document to the right travel moment, so you find it at the right time.
• Keep emergency numbers and your insurance details within reach too.
• The day before departure, check once more that everything is complete.

What to do in case of loss or theft

Despite all preparation, something can go wrong. A stolen bag or a lost passport is a nuisance, but with the right copies and details you're on your way again much faster. So know in advance what to do.

• Report it to the local police straight away, you often need this for a replacement.
• Contact the nearest embassy or consulate.
• Block lost payment cards immediately via your bank.
• Use your digital copies to prove your identity faster.

With this checklist and a bit of preparation you prevent most trouble around travel documents. Sort the basics in time, keep a copy of everything and hold it all clearly together. Then your trip starts as it should: relaxed and without surprises at the desk.