What Documents Will I Need for an International Move?

By International Sea and Air Shipping / January 21, 2020

Planning for an international move is one of the most exciting and, at the same time, daunting adventures you can undertake. Before you begin packing or booking flights, it’s important to understand what documents are required for an international move, as paperwork forms the foundation of a smooth relocation.

While the focus is often on finding a new home and settling in, the true foundation of a successful moving overseas process lies in documentation.

Proper paperwork is the key that unlocks borders, facilitates legal residency, and ensures your personal belongings – and even your pets – follow you without issue.

This definitive guide breaks down every document you’ll need into manageable categories, providing in-depth information to transform this complex process into a structured, achievable plan.

International Moving Document List 1: The Golden Trio – Your Passport, Visa, and Work Permit

These three documents are non-negotiable. They form the core of your legal identity and permission to be in your new country.

Your Passport: Your Global Identity Card

A passport is the most fundamental document for any international traveler. It is an official government-issued document that certifies your identity and nationality, serving as your primary form of identification across borders.

• Validity is Paramount: The number one rule for a passport is its validity. Many countries enforce the “six-month rule,” which requires your passport to be valid for at least six months beyond your intended date of departure. An expired or soon-to-expire passport can lead to denied boarding by the airline or denied entry at your destination.
• The Application Timeline: For new applicants, the process should begin at least 4-6 months before your move. Standard processing times can take 10-13 weeks, with expedited processing taking 7-9 weeks, but these can lengthen during peak travel seasons. Don’t leave this to the last minute.
• The “Where” and “How”: In the U.S., you apply at a local passport acceptance facility, often found in post offices, libraries, or county clerk offices. You will need:
  • A completed Form DS-11 (for new applicants).
  • Proof of U.S. citizenship (an original or certified birth certificate or a certificate of naturalization).
  • A government-issued photo I.D. (e.g., a driver’s license).
  • A compliant passport photo that meets the U.S. Department of State’s strict guidelines.
  • The applicable fees for a passport book.

Your Visa: The Key to Legal Residency

A visa is an official endorsement from your destination country, granting you permission to stay for a specific purpose and duration. It can be a stamp in your passport, a sticker, or a separate document.

• Understanding Visa Types: Applying for the correct visa is critical. The main categories are:
  • Short-Stay Visas: For temporary visits like tourism, business meetings, or transit. This is often what you would use for a pre-move “scouting trip.”
  • Long-Stay/Residence Visas: For individuals intending to live in the country long-term. This is typically a prerequisite for obtaining a more permanent residence permit after you arrive.
  • Purpose-Specific Visas: These include work visas, student visas, family reunification visas, and retirement visas. Each has its own stringent requirements.
• The Application Process: Visas are issued by the embassy or consulate of your destination country in your home country. The process is often complex, requiring an in-person appointment, biometric data (fingerprints, photos), and an extensive portfolio of supporting documents. Crucially, never assume you can get a visa upon arrival. Always secure it beforehand unless official government sources explicitly state otherwise.

Your Work Permit: Your Authorization to Earn a Living

A work permit is a specific legal document that authorizes a foreign national to be employed in a country. It is often tied to a specific job, employer, and sometimes even a location.

• The Sponsorship Hurdle: Most countries operate on a sponsorship system. This means you must first secure a formal job offer from an employer based in that country, who will then act as your sponsor and initiate the work permit application process.
• Labor Market Tests: To protect local workers, some governments require employers to prove that no suitable local candidate could fill the position before it is offered to a foreign national. This makes obtaining a permit in low-skill or saturated fields significantly more difficult.
• Dependent Spouse Restrictions: This is a critical point often overlooked. If your spouse is entering the country on a visa tied to yours (a dependent visa), they may not automatically have the right to work. They will likely need to apply for their own separate work permit, which may have its own restrictions. When completing your own application, be careful not to list a working spouse as a “dependent” if this could jeopardize their future application.

International Moving Documents List 2: Building Your Personal & Administrative Record

Beyond the core trio, you need a portfolio of personal documents to prove your identity, family structure, and history. For these, always obtain multiple official, certified copies. Many countries also require these documents to be authenticated with an Apostille or through a chain of certification from the consulate.

Personal & Family Status Documents

• Birth Certificates: Required for every family member, especially for school enrolment and family visa applications.
• Marriage Certificate: Or divorce decree, if applicable.
• Child Custody or Adoption Papers: If relevant. These are critical to prevent any issues when traveling internationally with children.
• Death Certificate of a Spouse: May be required for pension or benefit claims.

Medical & Educational Records

• Medical Records: Request comprehensive summaries from your family doctor and any specialists. Include vaccination history, a list of current medications, and any ongoing conditions.
• Dental Records: Include X-rays and a summary of recent treatments.
• Immunization Certificates: Especially for school-age children. Some countries have mandatory vaccination requirements for entry and school registration.
• School Records & Transcripts: Essential for enrolling children in a new school. For university students or professionals, these may be needed for credential recognition.
• Vision Prescriptions: A copy of your eyeglass or contact lens prescription.

Financial & Legal Documents

• Tax Records: Keep at least 2-3 years of tax returns from your home country. You may need them for securing a mortgage, renting a property, or for compliance with tax treaties.
• Social Security Card or equivalent national insurance documentation.
• Driver’s License: You will likely need an International Driving Permit (IDP) alongside your home country license for the initial period after arrival. After that, you will typically need to pass a test to acquire a local license.
• Professional Licenses: If you are in a regulated profession (e.g., medicine, law, engineering), start the process of having your qualifications recognized early, as it can be lengthy.
• Wills and Power of Attorney: It is wise to have these documents reviewed and updated before a major international move. A Power of Attorney can be crucial for managing affairs back home.

International Documents List 3: Papers for Your Belongings and Furry Family Members

A significant part of the relocation process involves getting your possessions and pets through customs.

Customs & Shipping Documentation

To clear your household goods and personal effects without costly delays or fines, you will need to work closely with your international mover to prepare:

• Detailed Valued Inventory: This should be a comprehensive, room-by-room list of all shipped items, written in English and preferably also in the language of your destination country. It should describe each item and its approximate value.
• Copies of Receipts/Invoices: Particularly for high-value items like electronics, jewelry, art, and antiques. This helps customs officials verify value and proves ownership.
• Customs Forms: Your mover will guide you, but common forms include the U.S. CUSTOMS FORM 3299 for goods being exported. Your destination country will have its own import forms.
• Power of Attorney (POA): It is common practice to grant a limited POA to your moving company, allowing them to act on your behalf during the customs clearance process in the foreign port.
• Air Waybill (AWB) or Bill of Lading (B/L): These are the contracts between you and the carrier (airline or shipping line) and are essential for tracking and claiming your shipment.

Pet Relocation Documents

Moving a pet involves navigating a web of strict regulations designed to prevent the spread of disease.

• Microchip: Most countries require an ISO-compliant 15-digit pet microchip.
• Veterinary Health Certificate: In the U.S., this is the APHIS Form 7001. It must be completed by a USDA-accredited veterinarian within a strict timeframe (often 10 days) before travel.
• Up-to-Date Vaccination Records: The rabies vaccination is almost universally required, with specific rules on timing and validity. Other vaccinations may also be mandatory.
• Import Permit: Some countries require an import permit for pets, which must be applied for weeks or months in advance.
• Blood Titer Tests: For rabies-free countries, a rabies antibody titer test (like the FAVN test) is often required months before entry.

International Moving Documents List 4: Digital Preparedness and Final Checklist

In our digital age, physical copies are not enough

• Create Digital Backups: Scan every single important document—passports, visas, birth certificates, medical records, inventory lists, and pet paperwork. Save these scans in a secure, password-protected cloud storage service (like Google Drive or Dropbox) that you can access from anywhere. Also, keep a copy on a secure USB drive.
• Carry a Physical “Essentials Kit”: Carry all original critical documents (passport, visa, driver’s license, birth certificates) in your carry-on luggage in a secure, waterproof document holder. Also, include several sets of certified copies. Never pack these in checked baggage.

The Most Crucial Overseas Moving Documentation Step: Consult the Experts

Before you do anything else, your first action should be to contact the embassy or consulate of your destination country. They are the ultimate authority on entry requirements, required documentation, and current processes.

Regulations change frequently, and relying on third-party blogs or outdated information can be a costly mistake. Getting information directly from the source is the single most important step you can take to ensure a successful and compliant international move.

Contact the Consulate/Embassy Before planning your international move, speak with an official from your destination country’s consular office located in your home country to receive more detailed and accurate information about the necessary documents for your relocation. You can get a list of all foreign consular offices’ locations and phone numbers in the United States at the U.S. Department of State website, or simply visit your destination country’s embassy website.

FAQ’s