Legal documentation: what to pack, verify, and keep handy

Moving or working abroad brings excitement — and a pile of paperwork. Missing or poorly prepared documents can cost time, money, or even your visa. This page gives a straight, practical checklist and step-by-step actions you can use right away.

Essential documents for international moves

Start by collecting these originals and certified copies. Check specific embassy or employer lists too, but these cover most situations:

• Passport: Valid for at least six months beyond planned travel; add blank pages if required.
• Visa and work permit: Print approval letters, appointment receipts, and stamped pages.
• Birth and marriage certificates: Certified copies and translations if not in the destination language.
• Educational documents: Degrees, transcripts, and any credential evaluations required by employers or immigration.
• Apostille or attestation: Many countries require apostilled or embassy-attested documents for legal use abroad.
• Police clearance / character certificate: Needed for many long-term visas and job clearances.
• Medical records and vaccination certificates: Recent reports, prescriptions, and internationally recognized vaccination proof.
• Employment contract and pay slips: Signed contract, offer letters, and recent salary slips or tax returns.
• Bank statements and financial proofs: Recent statements, fixed deposit proofs, or sponsor letters if needed.
• Proof of address: Utility bills, rental agreement, or government IDs showing your current address.
• Driver’s license and international driving permit: Carry both if you plan to drive abroad.
• Power of attorney and a simple will: Helpful if you need someone to act on your behalf at home.

How to prepare and verify documents

Follow a clear sequence to avoid last-minute stress.

First, make originals easy to find and create at least three certified copies of each key paper. Get documents notarized and apostilled or embassy-attested well before travel; some processes take weeks.

Second, if documents are not in the destination country’s language, get certified translations. Keep the translator’s stamp and signature with the translated copy.

Third, scan high-quality copies and save them in two secure places: an encrypted cloud folder and an external drive. Label files clearly (example: 30-Passport-Name-2025.pdf4) so you can find things fast.

Fourth, check expiry dates now: passports, police certificates, vaccination records, and drivers licenses can all expire and invalidate applications. Renew anything with less than a year left.

Fifth, confirm requirements with the embassy, employer, or immigration website. Rules change — rely on official sources rather than forums.

Finally, pack a travel folder: originals you must carry (passport, visa, contract) and a second set of certified copies in your checked luggage. Keep digital copies accessible but protected with strong passwords.

Quick checklist: originals, 3 certified copies, apostille/attestation, certified translations, scanned backups, and confirmed expiry dates. Do these steps a month before moving to avoid rush fees and stress.