How to Prepare Your Documents for an International Move

Relocating abroad is an exciting and transformative experience, but it comes with its own set of challenges—chief among them is organising and preparing your personal and professional documents. Whether you are moving for work, study, or family reasons, having the right paperwork in order is crucial for a smooth transition. This guide will walk you through the essential steps to properly prepare your documents for an international move, helping to avoid stress, delays and unexpected hurdles.

Disclaimer: Please note that the content of this article is for informational purposes only and not intended to serve as personal career counselling. While our team comprises certified career counsellors, the insights presented are generalised and may not apply to every individual’s unique circumstances. We encourage you to seek personalised career counselling for advice tailored to your own situation.

1. Make a Comprehensive Document Checklist

Begin by creating a detailed checklist of all documents you will need in your new country. Requirements vary depending on your destination and the purpose of your move, but generally include:

• Passport(s) and any previous passports
  
• Visa(s) and work or residence permits
  
• Birth, marriage and (if relevant) divorce certificates
  
• Academic qualifications, diplomas and transcripts
  
• Professional licenses and certifications
  
• Driver’s license (and International Driving Permit if necessary)
  
• Medical records and vaccination certificates
  
• Financial statements and tax records
  
• Insurance documents (health, travel, property, etc.)
  
• Employment contract or admission letters

Check your destination’s official immigration website for country-specific requirements—some documents may need to be translated, notarised, or apostilled.

2. Get Documents Translated and Apostilled

Many countries require official documents (like birth certificates or degrees) to be translated by an accredited professional translator—sometimes even notarised. In addition, apostille certification or consular legalisation may be needed, particularly if you are moving to or from a country that is a party to the Hague Apostille Convention. Arrange these services well in advance, as processing times can vary.

3. Organise Originals, Copies and Digital Backups

For maximum security and convenience, prepare the following:

• Originals: Carry the most critical documents (passport, visas, certificates) with you in your personal luggage—never in checked bags or shipping boxes.
  
• Certified Copies: Have several certified hard copies of important papers, which can be left with family or taken as backups.
  
• Digital Copies: Scan all documents and store them in a secure, password-protected cloud storage (Google Drive, Dropbox, etc.). You might also email yourself key files for easy access during travel.

4. Medical and Insurance Documentation

Obtain recent medical records, vaccination cards and prescriptions. If you have a chronic condition or require regular medication, carry a doctor’s letter explaining your treatment (preferably translated). Research health insurance options in your destination and bring policy details. For families, include children’s vaccination records and pediatrician contact info.

5. Proof of Finances and Employment

Some border or immigration authorities will ask for proof of employment, admission to an educational institution, or evidence of sufficient funds to support yourself. Prepare recent bank statements, pay slips, tax returns and official letters from employers or educational institutions. These documents can be the difference between swift entry and unwanted delays.

6. Driving and Vehicle Documents

If you plan to drive in your new country, check if your home country’s license is sufficient or if you’ll need an International Driving Permit or a local conversion. Bring vehicle ownership documents, insurance and—if shipping a vehicle—import permits and customs paperwork.

7. File Everything for Easy Access

Invest in a sturdy, waterproof document organizer or folder. Separate sections by category (personal, medical, education, financial, etc.) and keep clear, labeled tabs. This system helps during travel, immigration checks, or the frantic first days after arrival.

8. Check Expiry Dates and Plan for Renewals

Double-check that all critical documents (passports, visas, licenses) are current and won’t expire during your initial months abroad. If renewal is needed soon, take care of it before you travel—renewals from abroad can be slow and complicated.

Conclusion

Moving internationally is an adventure best enjoyed without paperwork woes. Thoughtful preparation of your documents will save you time, minimise anxiety and ensure a confident start in your new home. Begin early, stay organized and keep backups—your future self will thank you!