How to organize documents for traveling with children

Short answer: to travel with children, gather each child's identification (and passports, if going abroad), the travel authorizations required when a child travels with only one guardian or with third parties, certificates proving the relationship, health and insurance information, and make physical and digital copies. Rules vary by country and carrier, so confirm with official sources. This text is general and is not legal advice.

Step by step

1. Confirm the rules ahead of time. Check the official bodies of your country and the destination, and the carrier, about documents required for minors. Requirements change often.
2. Each child's identification. A valid ID or passport, with an expiry date that meets the destination's rules.
3. Passports and visas. On international trips, check whether they are required and how long they take to issue.
4. Certificates and relationship. Bring the birth certificate or another document proving the link to the accompanying adult, especially if surnames differ.
5. Travel authorization. Many countries require written authorization, notarized or in a specific format, when the child travels with only one parent, with third parties or without guardians. Check the accepted format.
6. Custody documents or court decisions, where applicable.
7. Health. Vaccination card, prescriptions and medical reports for relevant conditions, allergies and medicines.
8. Travel insurance that covers children and emergency contact information.
9. Copies. Make physical and digital copies of all documents, kept separately from the originals.
10. Useful contacts. Phone numbers of the absent guardian, the embassy or consulate and the insurer.
11. Organize in a single folder, easy to reach, to present quickly at airports and borders.

Tips

• Start preparing weeks or months ahead.
• Check names and dates on all documents, since spelling errors can cause problems.
• Also bring the accompanying adults' documents.
• Explain to children, according to their age, what will happen at checkpoints.

Counterpoints

Not all destinations require the same documents, and following one country's list may not be enough in another. When in doubt, seek guidance from the consulate or carrier.