Travel and trips · TT-05

Travel Document and Insurance Record

A free printable travel document record — passports, visas, licences, insurance and breakdown cover with numbers, expiry dates, where the copy is kept and the line to ring.

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One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.

Print it and write on it

A4 44 kB US Letter 44 kB

Fill it in type and save

A4 103 kB US Letter 103 kB

The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.

What this sheet is for

Have the numbers to hand when a document is lost or a claim starts, instead of trying to remember a passport number from a photograph you cannot open.

Who it is for

Families travelling together, anyone driving abroad, and anyone who has had to replace a document away from home and does not want to do it twice.

How to use it

Write one row per person per document, straight from the document itself.
Record where the copy is kept — on a phone, at home, with someone else.
List every policy that might apply: travel, motor, breakdown, medical, gadget.
Write in the assistance line for each policy, not just the policy number.
Check the expiry column before you book anything, not after.

What is on the sheet

One page, top to bottom:

Printed under the title: Passports, visas, licences, insurance and breakdown cover written down once — number, expiry, where the copy is kept and the line to ring if it goes wrong.

What you hold, not what you need. This sheet does not say what anyone needs to travel. Entry requirements, licence rules and what cover is sensible differ by country, by nationality and by the year — check the rules where you are going, and record here what you actually hold.

Write-on lines: Trip or year · Travelling · Sheet kept by

Documents — one row per person per document — passport, visa, licence, permit

Table, 6 rows: Person · Document · Number · Issued · Expires · Where the copy is · Notes

Insurance, cover and the numbers to ring — travel, motor, breakdown, medical — whatever you hold

Table, 4 rows: Cover · Provider · Policy number · Covers who · Valid to · Line to ring · Notes

Questions

Does this tell me what documents I need?

No, and deliberately so. Entry requirements, visa rules and what a licence lets you drive differ by country, by nationality and by year. Check the rules for where you are going; this sheet records what you actually hold.

Is it safe to carry a sheet with passport numbers on it?

It is a judgement you make. Many people keep it apart from the documents themselves, or leave the filled-in sheet at home and carry a photograph. Write only what you would be comfortable finding in someone else's hands.