Advice: Family Travel Details - A Family Vacation Document Checklist. When it comes to documentation, it is true now more than ever that the details count. They really count when traveling with children out of your country of residence. I am not discouraging world travel with kids, on the contrary, but certain rules are in place to protect children and now they are actually being enforced.

Basically the rules apply to parents traveling solo with their child or children and adults traveling with children not their own. In either case specific documentation is needed and there may be variances by country. For complicated travel the best way to lower stress is to seek out a trusted travel agent. They have the resources to easily master the checklist and make sure all visas and certifications are up to date. But for the simple stuff the following short list is essential to keep travel stress at a minimum.

Who do these kids belong to and can you prove it?

For a parent traveling solo with the kids:

1. Permission. Obtain a notarized letter from the other parent granting permission for the child or children to travel with you. Make sure to state in the letter the particulars of the trip and the departure as well as return date and the names of the children. Use the names on the birth certificates not nicknames.

In addition to the above, make sure that you have a passport or certified copy of the children’s birth certificates if you are traveling out of the country.

2. Proof. This proof must match the information on the permission paper. Make sure that the child has a current passport or in some cases certified copy of the child’s birth certificate will work. The child will likely need a photo ID if he or she is not an infant. A school photo ID will do but it must match the birth certificate.

3. In an emergency.  Make sure your children’s immunizations are current and list any allergies on a separate piece of paper. If you anticipate a communication barrier in case of emergency translate to terms ahead of time. Make copies of medical insurance cards and information. I know from experience if you have them you will not need them. Know what if anything your insurance company covers when you are away from home.

4. Contacts. Leave at least one contact number at home along with trip details, including travel schedules, flights or ground transpiration information. Know where to find the 800 number of your airline or your travel agent.

5. Copies. Keep a copy of contact information in your luggage as well as near your passport. The adult in charge needs to keep a photocopy of the passports of each member in the travel party. In case of loss or theft, replacement will go much faster.

If you are a grandparent, aunt, uncle or close friend but you are traveling with children other than your own, you will need paper proof to avoid hassles.

1. Permission. You will need a notarized letter from both parents granting permission for the children to travel with you. Be as detailed as possible to avoid delays. Make sure to state in the letter the particulars of the trip and the departure as well as return date and the names of the children. Use the names on the birth certificates not nicknames. Take more than one copy because sometimes foreign officials ask to keep your paper. (I have no explanation for this.)

2. Proof. This proof must match the information on the permission paper. Make sure that the child has a current passport or in some cases certified copy of the child’s birth certificate will work. The child will likely need a photo ID if he or she is not an infant. A school photo ID will do but it must match the birth certificate.

3. In an emergency. When an unexpected emergency occurs, swift concise communication is essential. Just in case the stress of the situation is high make sure you have a fall back plan in place. Secure a  “limited medical power of attorney” from the parents just in case any or any health problems occur on the trip. Carry a copy of the child’s immunization record and a list of any allergies to medication. Have a copy of the insurance card and a contact number if the coverage works in the area. If the emergency occurs and a hospital visit is required the parental proof paper will be kept by the hospital. That's why the need for an extra copy.  

4. Contacts. Leave at least one contact number at home along with trip details, including travel schedules, flights or ground transpiration information. Secure specific contact numbers for the parents of your young companions. Know where to find the 800 number of your airline or the number of your travel agent.

5. Copies. The designated adult in charge needs to keep a copy of contact information in his or her luggage as well as with the passport. Keep a photocopy of the passports of each member in the travel party. In case of loss or theft, replacement will go much faster. 

Other Resources

The American Society of Travel Agents has an extensive site filled with additional family travel advice as well as a convenient travel agent search. www.astanet.com/travel/childtips.asp

Depending on your country of origin the best source of document details may be your own government site. For USA try www.state.gov and for Canada try http://travel.state.gov/Canada.html