Preparing Travel Documents: Full Checklist

Contingency Documents

When traveling, travel documents and information are synonymous with security and mobility.  Having a good understanding of the world and having access to information such as border rules, visa requirements, laws and culture undoubtedly streamlines the travel process.

Because of this, having backups of important travel documents improves the journey considerably.  Below is a list of excellent emergency information which can help a person overcome any issues while traveling with minimal hassle. 

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Digital and Physical Documents Backups

Traveling with emergency travel documents usually means that some of the information is sensitive and shouldn’t be revealed to the public casually.  Therefore, it’s a good idea to protect your information somewhat, even while carrying it on your person.  

One method for this is getting physical printouts of important travel documents, securing them inside fireproof and waterproof folders.  These folders can be locked and are hidden easily in a backpack or suitcase.  

Secondly, it’s wise to travel with a micro-USB containing digital copies of important information and keeping this in the same location as your passport.  Place the USB in a Ziploc bag to prevent water damage, and encrypt it with password protection.  It’s also possible to buy special USB sticks for an extra layer of security.  

Information:

Here are the following traveler documents everyone should have with them during their journey around the world:

• Your name, a email address and phone number
• An Emergency Contact’s name, email and phone number
• Scans of your passport, driver’s license and other official documents
• Scans or photos of your visa
• Copies of your insurance information and travel insurance
• A document or series of cards outlining First Aid Procedures
• Relevant medical documents (list of allergies, previous medical procedures,  blood type etc.)
• List of local emergency numbers for services such as police, hospitals, and local embassies
• A List of Consulates and Embassies either in your visited country or the closest locations available.  Include addresses in both your native language and the local dialect to show drivers and consulate phone numbers.
• A short list of emergency phrases written in the local language with translations into your own language (Help, I need a doctor.  Help, there’s a fire. etc.)

Your Name, Email Address and Phone Number

This document may seem obvious, but it is the first step for confirming your identity.  Having a business card with this information is extremely helpful, since you don’t have to worry if it’s lost.  This simple document can help people contact you in case of emergencies.  Always get cards which have a matte finish on the back, since these are easy to write on, providing additional information if needed.  

Emergency Contact Card

An emergency contact card is extremely helpful for contacting family members or close friends in the event of an emergency.  This is especially useful if you’re in a situation where you can’t speak, such as a medical emergency.  An emergency contact should be a close friend or family member who has agreed to be an emergency contact before you set out on your journey.  This information should be kept in an obvious location, such as in a purse, wallet or top interior pocket of a backpack.  

Scans of Vital Documents

Traveling requires a passport, passport card, driver’s license, international driver’s license and visa.  It’s highly recommended to have a passport card in the event of a lost passport.  Additionally, a passport card can be used to rent vehicles without giving up your main passport.

All these travel documents should have a physical paper copy and an additional digital scan.  If you lose any of your documents, the scans and copies can be used to replace them and verify your identity.  

An additional scan (or simply a cell phone photo) should be taken of your visa document when entering a country.  This can provide proof of legal entry if a passport is lost.  

Copies of Insurance

Insurance is the ultimate bulwark against Murphy’s Law.  Having travel insurance guarantees a greater level of safety, protection of valuables and the promise of medical attention in the event of an emergency.   

Always travel with insurance. With any luck, you’ll never have to use it.  But the world is not renowned for being predictable.  Taking the extra step to be safe is always wise.  

First Aid Cards

All the tools in the world can’t help a person if they don’t know how to use them.  Having a set of cards with relevant emergency first aid knowledge can be helpful for you if you need to take action, or if someone else needs to take action to help you.

First aid cards are simply picture-directions depicting proper life-saving procedures.  These can be found online, printed off, laminated or wrapped in packaging tape and stored inside your medical kit. 

First-Aid Knowledge:

• Airway, breathing and circulation verification
• CPR
• Heimlich Maneuver 
• First Aid for Puncture Wounds
• First Aid for Burns
• Food Poisoning Treatment
• Blister Treatment
• Altitude Sickness Treatment
• First Aid for Broken Bones and Fractures
• First Aid for Sprains
• First Aid for Nosebleeds
• First Aid for Frostbites 
• First Aid for Bee Stings

In all cases, remember practice is what defines capabilities.  Having first aid cards are a good emergency measure.  They’re light, easy to review, picture-guided, durable and free.  But practice is what actually ensures a person can act in an emergency. Consider taking a class and getting certified in basic first aid procedures for your own safety and the safety of those around you.

Relevant Medical Documents

In the event of a medical emergency, make sure to have copies of important medical documents on hand.  From an information standpoint, this includes your medical insurance, your travel insurance and your primary care physician’s contact information.

However, in an emergency, some other documents can aid the treatment process.  Have a list of allergies, your blood type, previous procedures and a list of prescriptions you currently use.  Have this information printed out, so it can easily be handed to a medical provider in the event that you’re unable to communicate clearly.  

List of Local Emergency Numbers

These numbers can easily be saved on your phone or listed on a small card.  All countries have different emergency service numbers, but they’re not obvious to those who grew up outside a culture.  911 is used for all emergency services in the United States. The United Kingdom primarily uses 999.  The European Union universally uses 112 for general emergency services.  Some emergency services are service specific.  For example, China uses 119 for firefighter emergencies and 120 for ambulances.  

In every case, know the emergency number before entering a country.  Keep in mind that many countries have operational emergency numbers even in the absence of a cell phone plan.  This means that even without a paid phone service or SIM card, you can still call emergency services.  

Consulate and Embassy Address List

In a true emergency, such as an international incident, political change, lost passport or natural disaster, it’s very important to know where your country’s nearest embassy or consulate is.  These locations are political bastions designed to protect citizen interests abroad.  

Have a full list of the addresses and phone numbers of embassies in the country you’re visiting.  This information can be found for publicly online.

Emergency Phrases

While it is generally better to learn a bit of language prior to arrival, sometimes there isn’t enough time to make this practical.  Write down a dozen emergency phrases, plug them into a translator and copy them into a document.  This can be used to communicate important information in a country where you don’t speak the language.

Phrases such as “Help, I need a doctor” or “There’s a fire” or “I’m lost, where’s a police station?” are all helpful.  Select the most urgent phrases and have a physical copy kept inside your document folder.

Practice Your Actions

While emergency travel documents are helpful, action is even better.  Make sure to act out the proper actions in emergency situations. 

This can include taking classes to be more prepared, practice mock conversations regarding emergencies in a second language or simply imagining, step by step, what you would personally do in an emergency. 

Sometimes acting out these mock-scenarios feel a little silly, but running through the motions can help a person react smoothly when the actual circumstances occur.  This preparation, in conjunction with the travel documents you have backed up for security, can allow you to take immediate, practical and correct action in the event of an emergency. 

Overall, it’s habits which keep people safe, aware and prepared. But part of those habits involve keeping track of vital documents, allowing them to be safe and useful anywhere in the world.

Organize the tools you need before your journey and your adventure will be far more streamlined and stress-free.

Best regards and excellent trails,

Old Sean

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Fireproof/ Waterproof Doc Case

When carrying around important documents such as visa paperwork, medical documents and more, protection is needed. This case fits snugly in suitcases and backpacks while halting heat and water damage.