The short answer
- Carry: passport (or a national ID card where it’s accepted), any visa or electronic travel authorisation, travel insurance details, your GHIC for Europe if you’re a UK resident, your driving licence and an IDP if the country needs one, and prescriptions for regular medicines.
- For the Schengen area, your passport must have been issued less than 10 years before you arrive and expire at least 3 months after the day you plan to leave. Many other countries want 6 months left. Always check the destination.
- Checked on 25 September 2026: ETIAS isn’t running yet (€20 once it launches, no date announced); a US ESTA costs $40.27; a UK ETA costs £20. All three are tied to one passport.
- Copies: a paper copy packed apart from the originals, an encrypted digital copy you can reach without your phone, and one trusted person at home who knows where everything is.
- Lost or stolen passport abroad: police report if stolen, then your embassy or consulate. A passport reported lost and later found can no longer be used.
The checklist
Not every item applies to every trip. A weekend in Dublin on a British passport is a different job from three weeks in Portugal with a hire car. Start from the full list and cross out what you don’t need.
- Passport with enough validity for every country on the route
- Visa or electronic authorisation (ESTA, ETA, later ETIAS) where required
- Travel insurance policy number and the 24-hour assistance line
- UK GHIC or EHIC for state healthcare in the EU (UK residents)
- Driving licence, plus an International Driving Permit if the country asks for one
- Flight, hotel and car hire confirmations
- Prescriptions or a doctor’s letter for regular medicines
- Extra documents for children if the destination asks for them (the FCDO says to check)
- A paper copy of each document, in a different bag from the originals
A few details worth knowing:
- Photo ID as a backup. The FCDO’s foreign travel checklist tells British travellers to sign their passport, fill in the emergency contacts page, and take an extra form of photo ID besides the passport. The advice works for anyone.
- The UK GHIC gives UK residents necessary state healthcare in the EU and some other countries on the same basis as locals. It’s free, lasts up to 5 years, and every family member needs their own card. Apply through the NHS website; unofficial sites charge a fee. It doesn’t replace travel insurance, and the FCDO notes it never covers repatriation.
- Driving. With a UK photocard licence you don’t need an IDP in the EU, Switzerland, Norway, Iceland or Liechtenstein. Elsewhere it depends on the country, and there are three types of IDP (1926, 1949, 1968). In the UK you get one in person at certain shops with PayPoint for £5.50. US drivers should check with the embassy of the destination.
- Medicines. If a medicine contains a controlled drug, GOV.UK says to check the destination’s rules with its embassy and carry a prescription or a letter from your doctor. For anything about the treatment itself, talk to your doctor or pharmacist.
Passport validity: the rules that catch people out
A passport that’s valid on the day you fly can still get you turned away if it’s not valid long enough for where you land.
| Trip | Rule | Where to check |
|---|---|---|
| UK or US traveller to the Schengen area | Issued less than 10 years before arrival; expiry at least 3 months after you leave | GOV.UK travel advice; Your Europe |
| EU citizen within the EU | Valid passport or national ID card on the day of travel | Your Europe |
| Visitor to the US under the Visa Waiver Program | Valid for your whole stay, plus an ESTA | GOV.UK travel advice; CBP |
| Many other destinations | Often 6 months left on the passport | The FCDO page for that country |
UK or US traveller to the Schengen area
RuleIssued less than 10 years before arrival; expiry at least 3 months after you leave
Where to checkGOV.UK travel advice; Your Europe
EU citizen within the EU
RuleValid passport or national ID card on the day of travel
Where to checkYour Europe
Visitor to the US under the Visa Waiver Program
RuleValid for your whole stay, plus an ESTA
Where to checkGOV.UK travel advice; CBP
Many other destinations
RuleOften 6 months left on the passport
Where to checkThe FCDO page for that country
The 10-year rule is the one that trips up British travellers. GOV.UK warns that if you renewed your passport before 1 October 2018, its date of issue might be more than 10 years ago, which makes it invalid for entry to the Schengen area even when the expiry date looks fine. For the Schengen area, the issue date matters as much as the expiry date.
Electronic authorisations: ESTA, ETA, ETIAS and EES
Four acronyms, four different systems. Fees and status were checked on the official sites on 25 September 2026.
ESTA (United States). Visa Waiver Program travellers, including British visitors, need an approved ESTA before travelling. The official FAQ gives the fee as $40.27 per application. CBP says approvals are typically valid for 2 years or until the passport expires, whichever is sooner. A new passport, a name change or a new nationality means a new application. CBP suggests applying as soon as you start planning the trip.
ETA (United Kingdom). Most visitors who don’t need a visa, including Americans and Europeans, need an ETA. It costs £20, lasts 2 years or until the passport expires, and lets you visit as often as you like for up to 6 months at a time. Every traveller needs one, babies included. You’ll usually get a decision within a day, but it can take up to 3 working days, and there are no refunds. Apply on GOV.UK or the official UK ETA app; other websites charge more. British and Irish passport holders don’t need one.
ETIAS (Europe). When it launches, visa-exempt travellers such as British, American and Canadian citizens will need it for 30 European countries. The official site says ETIAS is not in operation yet and no applications are being collected; the EU will announce the start date several months in advance. Once live: €20, free for under-18s and over-70s, valid 3 years or until the passport expires. A new passport will need a new ETIAS. Ignore any site that offers to sell you one today.
EES (Europe). The Entry/Exit System replaces passport stamps for non-EU short-stay visitors. It rolled out gradually from 12 October 2025 and has been fully operational since 10 April 2026. It records a facial image and, except for children under 12, fingerprints, along with the date and place of each entry and exit. It’s free and there’s nothing to do in advance, but GOV.UK tells travellers to allow extra time at the border and at departure gates.
Copies: paper, digital, and who knows where they are
A copy never replaces the original at a border. What it does is prove what you had and speed up the replacement. The US Embassy in Estonia, for instance, lists a copy of the lost or stolen passport among the accepted proofs of citizenship, and GOV.UK’s cancellation service says a photocopy or photo helps you answer questions about the passport.
Set up three layers:
- Paper. Copy the passport photo page, visas, insurance certificate and GHIC. Pack them in a different bag from the originals. One adult can carry the whole family’s copies.
- Encrypted digital copies you can open from any device, not only your phone, since phones tend to disappear along with wallets. Our guide to a digital vault for important documents covers choosing one and securing it with MFA.
- A trusted person at home. The FCDO suggests having a backup plan for your accommodation, flight and passport details, contact numbers and insurance policy, and sharing it with friends or family. Give that person your itinerary and your insurer’s name.
A passport scan left in a camera roll or an old email thread is an identity-theft risk. Our guide on how to organize paperwork covers what to shred and what to delete. When you’re back, clear out any copies you sent around in a hurry.
If your passport is lost or stolen abroad
The steps differ by nationality, but the pattern is the same.
- 1Report theft to local policeGet a copy of the report. Some US embassies require one when a passport is presumed stolen.
- 2Cancel the passportBritish nationals cancel online on GOV.UK, or as part of an emergency travel document application. US citizens complete Form DS-64.
- 3Contact your embassy or consulateUK: an emergency travel document costs £125 and is usually ready 2 working days after you apply. US: urgent travellers can get an emergency passport valid for one year or less.
- 4Call your insurer’s assistance lineAsk what they can cover, such as extra nights or a new ticket.
- 5Replace everything tied to the old passportNew passport, then a new ESTA, and check your ETA and any visas.
Don’t book travel on an emergency document until the embassy confirms it’s ready: GOV.UK says your travel plans may be printed on it, and if they change you pay the £125 again.
Numbers and sign-ups before you go
- 112 is the free emergency number everywhere in the EU, from landlines and mobiles. It also works in some countries outside the EU, such as Switzerland and South Africa.
- UK travellers: read the FCDO travel advice for your destination and sign up for its email alerts. If something happens to a relative abroad, the FCDO in London answers 24 hours a day on 020 7008 5000.
- US travellers: enroll your trip in the free Smart Traveler Enrollment Program (STEP) at step.state.gov. You get the embassy’s safety alerts, and the embassy can use your details to contact you in an emergency. The Office of Overseas Citizens Services call center is 1-888-407-4747 from the US and +1-202-501-4444 from overseas.
- Write down the address and phone number of your embassy or consulate at the destination, on paper as well as on your phone.
Where Binome360 helps
To repeat what we said about digital vaults: Binome360 isn’t a document vault, and it isn’t the place for your passport scan. Its job here is to remember the facts you tell it and to remind you of the dates that ruin trips.
- Expiry reminders. A rule of thumb: set a reminder 9 months before each passport expires. That covers destinations that want 6 months left, plus time to renew.
- Application dates. A reminder to apply for the ESTA, ETA or visa well before departure, and one to check the GHIC’s expiry date.
- Memory. “Remember that…”: where the paper copies are, the travel insurance policy number and assistance line, the consulate address. Ask for them when you need them.
- Family trips. In a shared assistant, everyone adds reminders from their own phone, and anyone can tick them off: one ETA per child, one GHIC per person.
Remind us on 1 February to apply for ESTAs for all four of us, we fly on 12 April. And remember that the travel insurance policy is TRV-208814 and the paper copies are in the red folder in Sam’s carry-on
Here’s what I’ve prepared in the Family assistant: a reminder on 1 February “Apply for 4 ESTAs (flight 12 April)” and a memory “Travel insurance TRV-208814, paper copies in the red folder, Sam’s carry-on”. Save them?
Fictional example. Save the insurer’s assistance number from your own policy too.
Try Binome360 for freeNothing is saved until you confirm, and later you can ask “what’s our travel insurance number?”. If you’re still choosing a tool for reminders in general, see how to choose a reminder app.
Frequently asked questions
How much validity do I need on my passport to travel?
For the Schengen area, a non-EU passport must be less than 10 years old on arrival and valid for 3 months after you leave. For the US, it must be valid for your whole stay. Many other countries ask for 6 months. Check the FCDO or official page for each country on your route, including transit stops.
Is a photocopy of my passport enough to travel?
No. Only the original, or an emergency document from your embassy, gets you across a border. The copy helps you report the loss and prove your identity and citizenship when you apply for a replacement.
Do I need ETIAS to visit Europe in 2026?
No. As of 25 September 2026, ETIAS isn’t operating and no applications are collected. You will need the EES biometric registration at your first Schengen border crossing if you’re not an EU citizen, but there’s nothing to do in advance.
Do I need a new ESTA or ETA if I get a new passport?
For ESTA, yes: CBP requires a new application for a new passport. A UK ETA is linked to the passport you applied with and ends when that passport expires, so check your status on GOV.UK after renewing.
In short
Travel documents come down to dates: when the passport was issued and when it expires, when to apply for authorisations, when the GHIC runs out. Carry the originals, keep paper and encrypted copies apart from them, and leave someone at home able to help.
First action: open every passport in the house today, note the expiry dates, and set a reminder 9 months before each one.
Sources
- GOV.UK, FCDO, “France: entry requirements” (Schengen passport rules, EES), accessed 25 September 2026: gov.uk/foreign-travel-advice/france/entry-requirements.
- GOV.UK, FCDO, “USA: entry requirements” (ESTA, validity for the length of stay, 6-month rules elsewhere): gov.uk/foreign-travel-advice/usa/entry-requirements.
- GOV.UK, FCDO, “Foreign travel checklist”, last updated 5 June 2026: gov.uk/guidance/foreign-travel-checklist.
- Your Europe (European Union), “Travel documents for non-EU nationals” and “Travel documents for EU citizens”: europa.eu/youreurope.
- European Commission, Travel to Europe, “What is ETIAS” and “What you need to apply” (not in operation, €20 fee, exemptions, validity), accessed 25 September 2026: travel-europe.europa.eu/etias.
- European Commission, DG Migration and Home Affairs, “Entry/Exit System (EES) is fully operational”, 10 April 2026: home-affairs.ec.europa.eu.
- France Diplomatie, “EES: The new European border Entry/Exit System goes live on 10 April 2026” (rollout since 12 October 2025, fingerprints except under-12s): diplomatie.gouv.fr.
- U.S. Customs and Border Protection, Official ESTA Application Website, FAQ (“new fee of $40.27 per application”), accessed 25 September 2026: esta.cbp.dhs.gov/faq; CBP, “Frequently Asked Questions about the Visa Waiver Program and ESTA”: cbp.gov.
- GOV.UK, “Get an electronic travel authorisation (ETA) to visit the UK”, accessed 25 September 2026: gov.uk/eta.
- GOV.UK, “Get healthcare cover abroad with a UK GHIC or UK EHIC”: gov.uk/global-health-insurance-card.
- GOV.UK, “Driving abroad: international driving permit”: gov.uk/driving-abroad/international-driving-permit.
- GOV.UK, “Travelling with controlled drugs”: gov.uk/travelling-controlled-drugs.
- GOV.UK, “Cancel a lost or stolen passport”: gov.uk/report-a-lost-or-stolen-passport; “Travel urgently from abroad without your UK passport” (£125, 2 working days): gov.uk/emergency-travel-document.
- U.S. Embassy in Estonia, “Report and Replace Lost/Stolen Passport (DS-64 & DS-11)”: ee.usembassy.gov; U.S. Embassy and Consulates in Japan, “Emergency Passport Services”: jp.usembassy.gov.
- U.S. Embassy in Iceland, “Emergency Contact Information for U.S. Citizens” (Overseas Citizens Services numbers): is.usembassy.gov; U.S. Embassy in Haiti, “Register Your Trip With the Smart Traveler Enrollment Program (STEP)”: ht.usembassy.gov.
- GOV.UK, FCDO, “France: getting help” (FCDO London, 020 7008 5000, 24 hours): gov.uk/foreign-travel-advice/france/getting-help.
- European Commission, “112, the European emergency number”: digital-strategy.ec.europa.eu/en/policies/112.
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