Guides › Travel
Sort passports, visas and insurance before you travel
Get a pre-trip admin checklist with dated reminders, so passport expiry and entry rules don't catch you out.
When to use it
As soon as you book a trip abroad
Step by step
Gather your details
Note each traveller's nationality, passport expiry date, destination, travel dates and any medical needs. Don't paste passport numbers.
Ask for an admin checklist
Paste this prompt into your AI assistant.
Prompt to copyI'm travelling from [home country] to [destination, including any stopovers] from [date] to [date]. Travellers: [nationalities, ages, passport expiry dates]. Make a pre-trip admin checklist covering: passport validity, visas or travel authorisations, travel insurance, health requirements, driving licence or permits if hiring a car, money and cards, phone roaming, and documents for children travelling with one parent. For each item, say what to check, the official source to check it on (for example my government's travel advice site or the destination's embassy), and how many weeks before travel to do it.Check each item officially
Go through the checklist using official government and embassy websites only, as entry rules change and AI may be out of date.
Add dated reminders
Put each task in Google Calendar or Outlook Calendar with a reminder, working back from your departure date.
What you get
8 weeks before: check passports - Mia's expires Aug 2027, check the destination's validity rule. 6 weeks: check if an electronic travel authorisation is needed (government site). 4 weeks: buy travel insurance, check it covers Sam's asthma. 1 week: tell bank, check roaming.
Tips
- Only trust official government and embassy websites for entry requirements and visas.