Checklist for planning International Travel
*Please note that the details provided below are solely for informational purposes.
The scenario - You’ve decided you’re ready to finally use some of that PTO. Either you’ve researched some destinations where the flights and housing are in your budget or maybe you’ve been wanting to see a particular place and are finally ready to go. Then all of the uncertainties start creeping into your head…
For some people these thoughts help with the planning and for others they are terrifying or daunting issues and you’d rather have someone else walk through these with or for you!
Here are a list of things to think about as you start to plan your trip…
6+ months prior to departure:
Visa requirements - For U.S. citizens traveling on a U.S. passport, review the state department website and Embassy or Consulate websites specific to the country of entry. Each country has different requirements for citizens of different countries. Some countries do not require a Visa, others require a Visa but allow you to apply and pay upon arrival, others offer an eVisa (you must apply before arrival but may do so online), while others require that you apply in person at an Embassy or Consulate.
Passport - Review the state department website and Embassy or Consulate websites specific to the country of entry to know exactly how many blank pages are required in your passport at the time of entry as well as how many months must be remaining prior to your passport’s expiration date. For most countries, you need a minimum of 6 months remaining on your passport upon entry into the country.
New or Renewal Passport timeline: Be aware of the timelines associated with passport updates by reviewing the state department passport processing time website. The timelines listed are minimums and you should plan additional buffer to ensure you are able to receive your passport in hand prior to your planned departure.
Booking your flight(s) and layovers- Whether you choose to book flights that connect directly through the airline or individual flights, review the amount of time between your flights to avoid having a connection that is less than 60 minutes (ideally you have at least 120 minutes). This is particularly important if your connection is at a larger airport where you may need to change terminals (ie. LAX, ATL, DFW, etc) or at an international airport that you may not have flown through before.
This is also the time to research a 12+ hour layover in a place you have always wanted to see. Is the layover time long enough to leave the airport, travel downtown, see some sights and get back through security before your next departure? Will leaving the airport or having an extended layover change any of the medical requirements for entry into your next destination? All things to think about!
Does my credit card work overseas? - You will want to check to make sure that you have a credit card in hand that has no international or foreign transaction fees to avoid paying a premium every time that you use your credit card while outside of the United States.
Fees typically range from 1-3% of the total cost of the transaction and are paid every time that the card is used - these transactions are considered foreign if they pass through an international bank or in a currency other than U.S. dollars. There are countries (11 at the time of this posting), that use the U.S. dollar as their currency, however, since the transactions will be running through a foreign bank, you will still be charged the foreign transaction fee if you are not using an appropriate credit card.
Knowing if your medications need a doctors letter or are prohibited in the country - Some countries have specific lists of medications that they consider illegal and/or do not allow inside of their boundaries. There are also certain medications they may allow in but will require a doctors note, a copy of the prescription, or even a specific document filled out by the prescriber as well as official approval from the government you are traveling too, to allow you to legally carry the medication. Reach out to the embassy to get the most updated list of medications or to discuss your personal medications in more detail.
This list may include commonly used and/or prescribed medications in the U.S - some examples being: Adderal in Japan, Cannabis in Malaysia, certain psychotropics in Thailand.
These restrictions can also affect the amount of medication you may be allowed to bring into a country. For those who travel for longer periods of time this may affect you more acutely.
Traveler’s insurance - You never know what may happen when you are traveling. You could miss your flight, get sick prior to your departure and need to cancel your entire trip, get sick while abroad, or arrive to your destination but your luggage unfortunately does not. There may be emergencies that occur while you are overseas or political disruptions. To protect yourself, it is best to have traveler’s insurance so that you have assistance and coverage if you need it. Most plans require that you schedule them a minimum of 21 days prior to your departure, so it is best to think about buying your travel insurance when you buy your flights. There are many companies and coverage options that you can choose from, so make sure to do your research and understand what your plan is covering in detail prior to buying it. A few of brands that we like are Arch Roam Right, Allianz, Chubb and World Nomad but any travel insurance company will do.
Last minute travel insurance: We still recommend travel insurance even if you aren’t purchasing it early in the planning process. If you are less than 21 days or 30 depending on the company, you often can still get coverage but the options will be different. Reach out to your preferred travel insurance company to see what your options are.
Once you have purchased your insurance, make sure you have the details with you when you depart - you want to make sure you can access the company if anything comes up.
Driving in a foreign country - Do you plan to fly into the airport that is nearest to the city center and stay around that general area? Would you prefer to drive through countryside or around the country(s) on a road trip? Have you researched how the driving conditions (road conditions) are in the country you are visiting? Is it safe to drive at night? Do they drive on the same side of the road with the wheel on the same side of the car as you are used to? Do they primarily have automatic or manual cars? Are you comfortable if a manual is the only option to rent?
If you have decided that you would like to rent a car, do you know the insurance requirements for the country you are traveling to? Many countries require you to purchase local car insurance despite you having some insurance coverage from your credit cards.
Can you use your U.S. driver’s license if you decide to rent a car? Many countries do not accept a U.S. driver’s license but will accept an International Driving Permit or a specific permit for that country. Make sure you know the requirements that are specific to the country(ies) you are going to.
Can you drive from one country to the next if you are planning to cross borders? Some countries do not allow you to cross over, particularly with a rental car.
Figuring out transportation - If you decide against driving, then you will need to think about the other transportation options that are available. How comfortable are you with public transit - buses or subway? Can you take it from the airport to where you are staying? Would you feel more comfortable taking a taxi? Are the taxis honest with their fares with traveler’s - do you need to negotiate the fare before entering the vehicle? Would you be better off using Uber or any other rideshare service that may be available in the country? Are there shuttle services available from your hotel? How do you plan to get around the city/town while you are visiting? Have you researched hiring a driver?
Are there specific insurances needed? - One of the changes that occurred with COVID-19 was the requirement by certain countries that you carry in-country health insurance in case you were to get sick. Some of these requirements are still in place, so make sure to check the entry requirements for your destination(s).
We recommend you get travel insurance that covers you in case of illness. As mentioned above, a few of brands that we like are Arch Roam Right, Allianz, Chubb and World Nomad but any travel insurance company will do.
Balance between tourist/local attractions - What kind of things do you want to see and do? This will need to line up with your transportation options, so keep that in mind as you decide.
How long should you stay in a single location? - Are you a traveler who packs as much as possible into a short period of time, or do you tend to pick one thing per day to “see” and then keep the rest of the day unscheduled? Are you planning to work virtually for part of the time? Knowing the type of traveler you are will help dictate how long you should stay in a single location.
Keep up to date on what is going on politically and with crime in the country - Things can shift quickly in any country and it’s important to be aware of what is going on so you can keep yourself safe. We recommend you register with Smart Traveler Enrollment Program (STEP) to receive security messages as well as to make it easier to locate you in case of an emergency. Keep yourself up to date on what is happening politically in the country you are visiting by reviewing the local news and the Department of State’s Travel Advisories.
What medication and/or vaccinations are recommended or required? - This is where we can help! If you are California resident, fill out the Travel Medicine consult form and we can discuss your needs. If you are not a resident of California, you can reach out to a reputable travel clinic or your PCP for next steps.
2+ weeks prior to departure
Bring all required documents - Make sure you have your passport and any vaccination documentation you may need for entry (ie: Yellow Fever if it is required and proof of COVID-19 vaccination if needed).
If COVID-19 testing is required, be aware of the test type and the timing requirements prior to departure so you have the appropriate test results in hand (see below).
Do you need COVID-19 testing? - Although no longer a requirement in many countries, COVID-19 testing and/or proof of vaccination may be required for certain destination. Make sure to review the health ministry websites for each destination in detail to ensure you have the most up to date information. NOTE: these requirements can change quickly so make sure you are routinely checking prior to your departure.
Know the exact testing requirements and testing timeframes (ie: PCR, Rapid Antigen, etc).
Getting to your housing once you have landed can be stressful, even more so in a country where you do not speak the language - Research and plan ahead so you know whether public transportation is an option and know exactly where to go/what stops to take. If you are staying at a hotel, confirm whether a shuttle is available. If you plan to take a taxi, know how much you should expect to spend and whether it’s customary to negotiate the price prior to getting into the vehicle - are there certain verified taxi stands at the airport that you should expect to find reputable taxis? If you are planning to use a ridesharing app, know which apps are available and where to be so you can find your driver.
Know the operating hours for your planned type of transportation (ie, public transportation may not be available if your plane lands at 3am local time, hotel shuttles may not operate after 10pm).
Have a back-up transportation plan in case there are issues with your flights and you end-up arriving at a different time than originally planned.
Research your cell phone options while out of the U.S. - There are a few options for how to handle WIFI when outside of the U.S. Prior to your departure you can check with your home wireless carrier to see what the WIFI and phone call/text rates will be while you are overseas. For some carriers, there is coverage built into your plan for certain countries, for others you may have to pay a daily or monthly fee for coverage. Another option is to look into getting an eSim card. This is an embedded Sim card that does not require you to physically change out your current Sim and allows you to continue using your personal phone number. This is available for those with newer generation cell phones. If your phone is older or you struggle with technology, a better option may be to get a physical Sim card upon your arrival at your destination or have a country specific Sim card mailed too you prior to your departure (you can order one online). And of course, you can also choose to be far less connected and to depend on local businesses and use WIFI when you are at lunch, grabbing coffee or where you are staying.
Are you working while overseas? Will you need a VPN?
Look into international friendly communication apps such as Whatsapp which work over wifi and don’t have any cost associated with them. You can also make phone and video calls through many of these apps.
Know the currency - Know the current exchange rate from your home currency to your destinations local currency. This will help you understand how much you are paying for your goods and services.
Research what the average costs for typical goods and services are so you know how much you should expect to pay. This will help you avoid getting into situations where you are being overcharged because you are a tourist.
Do local businesses use cash or are credit cards accepted? - Research your destinations to determine whether credit cards are generally accepted or if cash is preferred. If cash is preferred, be prepared to visit the ATM locally a few times so that you aren’t carrying an excessive amount of cash on you at any given time. If credit cards are regularly used, confirm whether any cards other than Visa/Mastercard are accepted (in many countries American Express and Discover are not not widely accepted).
For instances where cash is preferred, have smaller bills or coins on hand (ie: the equivalent of a $20 USD bill in the local currency may be too large for many vendors).
Do research prior to your departure about ATMs and how easy they are to access. Check with your bank at home to determine what the fees will be to use an ATM overseas.
Childcare - Are you traveling as a family? Do you want to have the option to go out on a date or view sites at night while leaving your child asleep at your hotel or housing? In many areas there are babysitting services available, often with internationally certified nannies. If you are staying in a hotel, the concierge may also be able to help with hiring a reputable babysitter. Make sure to check reviews and do whatever vetting you need to do to feel comfortable.
Healthcare, clinics, and hospitals when in another country - It’s scary to get sick in the U.S. and need to go to the hospital but having it happen in a foreign country adds a greater level of complexity and anxiety to the situation. Hopefully this won’t happen to you, but in case it does, below are some important tips to keep in mind:
Know your rights to care in the country(ies) you are visiting
Do you need to pay for care up front in cash or will they accept a credit card?
Do you need to pay for the full price of care vs a portion?
Do you need to show proof of health insurance prior to receiving care?
Emergency contact info - Have an emergency contact back home that ha a full copy of your itinerary as well as the location and contact information for each of the places you are staying. Make sure they are aware that you are appointing them as your emergency contact, ensure they are aware of what they may need to be responsible for, and are OK with making decisions if needed.
Your emergency contact should also be registered when you sign up for Smart Traveler Enrollment Program (STEP) through the Department of State.
Children’s car seats - Car seat laws vary by country. Generally, if you are using a booster seat in the U.S. then you can also use a booster seat abroad, but it is best to check your destinations requirements prior to your departure.
Check with your airline for requirements for car seats and strollers as well as children’s baggage - requirements will be different for a ticketed child vs a lap-seat child.
Booking activities and making restaurant reservations - Are there any restaurants you have been told you must try, activities you have been wanting to do, or tours you have heard rave reviews about? Once you have booked your flights, start to look into things you want to do because many activities and restaurant reservations fill up quickly, particularly if you are traveling during peak season.
Staying organized - Make sure you have a place to keep track of any reservations or scheduled activities so you don’t double book or accidentally forgot to go to something you have booked. Some people work best with spreadsheets, others use calendars. Choose whichever option is best for you!
Check out “What to pack - Less than 1 week until departure…” next!
(c) 2023, TripMedRx, Inc.
