Documents to prepare before traveling: the ultimate checklist

When you're deep into planning a getaway (or letting someone else handle it 😉), it’s easy to daydream about colorful poolside cocktails, informative historical tours, and breath-taking views you’ll enjoy on your vacation.

But what’s often overlooked are the little details that can – let’s be honest – make or break your trip.

While I can take care of almost everything, I can’t renew your passport for you – but I can remind you to get it done!

Keep reading for a few tips to ensure a seamless 2025 travel season ✈️

Real ID

Mark your calendars: Starting May 7, 2025, domestic air travel in the United States enters a new phase. All passengers must be Real ID compliant to board any domestic flight. This federal requirement aims to enhance security measures at airports nationwide. To get ahead of the curve and prepare for travel within the US, visit your local DMV with the necessary documentation to obtain your Real ID-compliant license. Here are the steps to take – and when – to ensure you're ready for takeoff!

Passport Renewal

Here's a crucial detail many travelers overlook: most countries require your passport to be valid for at least six months beyond your planned return date. This means if your passport expires in August 2025, you might be denied entry to certain countries as early as February 2025.

The good news? Passport processing has become more efficient than ever. Many U.S. citizens can now complete their renewal process online, saving valuable time and effort. However, don't wait until the last minute – processing times can vary seasonally, and it's better to have your passport ready well in advance.

ETIAS

Planning a trip to Europe? You'll need to obtain approval and pay a fee before your trip. The European Travel Information and Authorization System (ETIAS) represents a significant change in how travelers enter European countries. While not technically a visa, this pre-travel authorization will be mandatory for visitors to many European destinations.

Here's what you need to know:

• The application process typically takes about 10 minutes

• You'll need to pay a fee for processing

• Apply before making any travel arrangements

• The system is still being implemented, so stay tuned for the official launch date

International Driving Permit (IDP)

Planning to drive abroad? Many countries don't recognize U.S. driver's licenses alone. An International Driving Permit serves as an official translation of your license and is valid in over 150 countries. Obtain yours through AAA at least a few weeks before your trip.

Travel Insurance Documentation

While not mandatory for all destinations, having travel insurance documentation is increasingly important. Some countries, like Schengen Area nations, require proof of travel insurance for entry. Keep digital and physical copies of your:

• Insurance policy number

• Emergency contact information

• Coverage details

• Claims procedures

Vaccination Records and Health Documents

Depending on where you are traveling, you may need to consider having certain health documents with you. It may also be a good idea to purchase some sort of travel or short-term health insurance, although you can find affordable healthcare in many countries.

• International Certificate of Vaccination (Yellow Card) if required

• COVID-19 vaccination records (as needed for specific destinations)

• Prescriptions and doctor's notes for medications

• Basic medical history for emergency situations

Smart Travel Planning Tips

To effectively prepare for travel in 2025, consider these additional recommendations:

1. Create a documentation checklist at least 3-4 months before your trip (but by working with a travel professional, you don’t have to keep track alone of all those things!)

2. Research specific visa requirements for your destination country

3. Keep digital copies of all your travel documents

4. Set calendar reminders for document expiration dates

5. Consider expedited processing services if you're short on time

The Bottom Line

While dreaming about poolside cocktails and breathtaking views is the fun part of travel planning, taking care of these essential documentation requirements ensures your dreams become reality. Whether you're planning domestic or international travel, staying ahead of documentation requirements will help you avoid last-minute stress and potential travel disruptions.

Remember: the key to smooth travels lies in preparation. Start gathering your documentation early, stay informed about changing requirements, and consider working with a travel professional who can help guide you through the process.

Need help figuring out if you need a visa to travel to your chosen destination? The best approach is to check your destination country's embassy website or consult with a travel professional who can guide you through the specific requirements for your nationality and destination.

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Use the link below to design your vacation together with us.

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Whitney Shindelar

Undiscovered Sunsets was a long time in the making, even if I myself didn’t realize it. During my time at the University of Northern Iowa, I studied abroad in New Zealand. Upon graduating, I bought a one-way ticket to France, lived with a French family and studied with classmates from Turkey, China, Russia, Germany, Italy, and everywhere in between. In 2010 I began teaching English as a foreign language. This job quickly took me to China, where English teachers were in high demand and within three years, I began working in a 5-star hotel, speaking Mandarin throughout most of my day. In total, I lived abroad for 7 years.

I consider Undiscovered Sunsets to be the perfect mélange of my personal experience traveling the world and my professional experience working in the hospitality industry.

I look forward to designing your next adventure!