The Documents Every Traveller Should Have Copies Of — and Where to Keep Them

Which Documents to Copy Before You Leave

Most travellers pack their original documents without making a single backup — and then discover how costly that gap is the moment a wallet goes missing or a bag is stolen. Before any international trip, take copies of these core items:

• Passport (data page): The page showing your photo, name, passport number, and expiry date. This is the single most important copy to have.
• Visa(s): Any stamped or printed visa, including e-visa confirmation emails with authorization numbers.
• Flight itinerary and boarding passes: Confirmation numbers help airlines locate your booking even without a printed pass.
• Travel insurance policy: Include the emergency assistance phone number — it's often needed in a hurry.
• Accommodation confirmations: Hotel names, addresses, and booking reference numbers for each stop.
• Driver's license or ID: Required for car rentals and useful as secondary identification.
• Vaccination records or health documents: Some destinations require proof of specific vaccinations at entry. Always verify current entry requirements with official government sources before you travel, as requirements can change.
• Emergency contacts list: Include your country's embassy or consulate number in each destination.

For a broader pre-departure checklist, see Your First International Trip: Everything You Need to Know Before You Go, which walks through passports, visas, and money basics in one place.

Where to Keep Your Copies — Digital and Physical

The golden rule is the 3-location method: keep one copy on your phone, one in secure cloud storage, and one physical copy stored separately from your originals. Here's how each layer works:

Digital Copies

• Encrypted cloud storage: Upload scans or clear photos to a password-protected cloud account (such as a personal email folder or a cloud drive with two-factor authentication enabled). This is accessible from any device worldwide if yours is lost or stolen.
• Offline phone storage: Keep a copy in a dedicated, locked folder on your phone as a backup for situations without internet access. Make sure your device itself is secured — keeping your devices secure is just as important as what's on them.
• Email yourself the documents: A simple, accessible fallback — search your inbox from any browser if everything else fails.

Physical Copies

• Travel wallet or money belt: Carry one set of photocopies here, kept separate from your actual passport.
• Packed into checked luggage: A second physical set in your suitcase means you still have access if your carry-on is lost.
• Left with a trusted contact at home: Give a family member or friend a full copy set. They can read you key numbers over the phone in an emergency.

Travelling light? Living out of a carry-on becomes much smoother when your document copies are digital — freeing up physical space while keeping you covered. For money-related documents, also see Keeping Your Money Safe While Travelling for guidance on protecting cards and cash abroad.