Once you’ve been accepted into your study abroad program, it’s time to get prepared for your trip abroad! From gathering important documents to packing the essentials, being well-prepared can make your experience abroad smooth and stress-free. Read on for our checklist of must-have items and tips to ensure you’re ready for an unforgettable experience!
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Things You'll Need To Prepare For Your Study Abroad Program
Pre-Departure Checklist
Prior to arriving at the airport to depart for studying abroad, you should have the following items and information in a secured, accessible location:
REQUIRED
- A Valid Passport
- Your Student Visa or Acceptance Letter / Documentation
- Your advisors will specify what you will need to bring based on your specific program!
- A Flight Booking Confirmation
- Proof of Return / Onward Travel or Funds
- Most countries require proof of how and when you will be leaving the country.
- Payment Method(s)
- You should always travel with form(s) of payment for incidental or emergency expenses. Options include:
- Credit Card
- Debit Card
- Cash (in the currency of the country you’re travelling to)
- You should always travel with form(s) of payment for incidental or emergency expenses. Options include:
STRONGLY RECOMMENDED
- Printed Copy of Your Flight Confirmation
- Printed Copy of Your Program Details Packet
- This will be provided to you by your StudyAbroad.com advisor.
- Printed Copy of Travel Medical Insurance Card
- This will be provided to you by your StudyAbroad.com advisor.
- Download Useful Apps—We Highly Recommend:
- Google Translate
- Moovit
- Airalo
- Your Airline’s App
- Uber, Lyft and/or Grab
How to get a passport
If you’re a U.S. student planning to study abroad, getting a passport is a crucial step towards your experience abroad!
The U.S. Department of State provides comprehensive guidance on obtaining a U.S. passport through its official website. This resource outlines the essential steps for first-time applicants and those seeking to renew an existing passport.
LEARN HOW TO GET OR RENEW YOUR US PASSPORT
THINGS TO KNOW
- IF YOU ALREADY HAVE A PASSPORT
- Make sure the expiration date of your passport is at least 6-12 months AFTER the end of your study abroad program. Different countries have different requirements for passport validity. You can check the country specific requirements here.
- If you need to renew your passport, make sure to renew it with enough time for processing. You should also consider deadlines and processing times for your student visa application, if applicable.
- IF YOU’RE APPLYING FOR A PASSPORT FOR THE FIRST TIME
- You will need to apply in person.
- You will need to submit the following documents and materials*:
- Passport Application Form
- Evidence of US citizenship
- A valid photo ID
- A passport photo
- Application fee
- Make sure to apply with enough time for processing. You should also consider deadlines and processing times for your student visa application, if applicable.
- TYPICAL PROCESSING TIMES**
- Routine: 4-6 weeks
- Expedited: 2-3 weeks and an extra $60 USD
- Mailing Time: It may take up to 2 weeks for applications to arrive at a passport agency or center. It may take up to 2 weeks for you to receive a completed passport after it’s printed.
- Processing time + mailing time = total time to get a passport.
*Documents and materials required must be verified on the official U.S. Department of State website.
**Processing times are approximate and must be verified on the official U.S. Department of State website.
To find passport requirements for a specific country, visit the official government website of your country’s passport or immigration authority. Travelers can also contact the nearest embassy or consulate for the most up-to-date information.
Applying for a passport as a citizen of any country generally follows a similar process, though specific requirements may vary by nation. Below are the typical steps to obtain a passport:
- Determine Eligibility: Most countries require applicants to be citizens or legal residents. Some countries also allow dual or naturalized citizens to apply.
- Gather Required Documents: Commonly required documents include:
- A birth certificate, national ID, or citizenship certificate
- A valid government-issued photo ID
- Passport-sized photographs meeting official specifications
- Proof of residency (if applicable)
- Complete the Application Form: Many governments provide online and paper forms. The application may ask for personal details, contact information, and travel plans.
- Pay the Application Fee: Fees vary depending on the country, type of passport (standard, expedited, or emergency), and applicant’s age. Payments can usually be made online, by bank transfer, or at designated government offices.
- Submit the Application: Applications can typically be submitted:
- Online (in some countries)
- In-person at a passport office, embassy, or designated application center
- By mail (if renewing an existing passport)
- Attend an In-Person Appointment (if required): Some countries require in-person verification, especially for first-time applicants or minors. This may involve providing biometric data (fingerprints or facial recognition).
- Track Application Status: Governments often provide tracking services to check processing status, either online or via helpline.
- Receive the Passport: Once approved, the passport is typically mailed to the applicant’s address or made available for pickup at a designated location.
Processing times vary by country and urgency of the request, ranging from a few days (expedited services) to several weeks. Some nations also offer emergency passport services for urgent travel needs.
Visa Information
Once you begin enrolling in a program, your StudyAbroad.com advisor will share information with you about the visa requirements for your destination and specific program. In most cases, you will be required to apply for a student visa, but not always! Be sure to talk with your advisor about the requirements for your program and the deadlines for applying.
How to Determine If You Need a Student Visa and How to Apply
Confirm Visa Requirements
- Check the Official Government Website – Visit the immigration or foreign affairs website of the country where you plan to study.
- Consult Your Advisor – StudyAbroad.com advisors will provide guidance on where to find student visa requirements.
- Contact the Embassy or Consulate – Reach out to the country’s local embassy or consulate for the most accurate and updated information.
Determine the Type of Student Visa
- Short-Term vs. Long-Term Visas – Some countries offer short-term study visas (for programs under six months) and long-term student visas for degree programs.
- Work and Residency Restrictions – Check if the visa allows part-time work or post-study residency options.
Gather Required Documents
Common documents include:
- A valid passport
- A letter of acceptance from a recognized institution
- Proof of financial support
- Visa application form
- Passport-sized photos meeting country-specific guidelines
- Proof of health insurance (if required)
- Criminal background check (for some countries)
Complete and Submit the Application
- Online or Paper Application – Some countries allow online applications, while others require paper submission at a consulate or embassy.
- Pay the Visa Fee – Fees vary based on country and visa type. Payments are typically made online or at designated centers.
- Schedule a Visa Interview (if required) – Some countries require an interview at the embassy or consulate.
Attend the Interview (if applicable)
- Be prepared to answer questions about your study plans, financial situation, and intent to return home.
- Bring all required documents in original and photocopy form.
Wait for Processing and Track Application
- Processing times vary from a few weeks to several months, depending on the country and application volume.
- Track your visa status online if available.
Receive the Visa and Prepare for Travel
- Check visa details for accuracy (expiration date, entry conditions).
- Arrange travel and comply with entry requirements (such as health screenings or registration upon arrival).
Booking Flights
After you have confirmed your passport and visa requirements, as well as your program dates, your StudyAbroad.com advisor will tell you when you should book your flights. Make sure to consult with your advisor before you book your flights!
Tips for Booking Flights for Study Abroad
1. Compare Prices Across Multiple Platforms
- Use flight comparison websites like Google Flights, Skyscanner, and Kayak to compare options.
- Check both airline websites and third-party booking platforms for price differences.
2. Look for Student Discounts & Flexible Fares
- Some websites offer student fares with discounts and flexible date changes (e.g., ScholarTrip, StudentUniverse).
3. Choose the Best Route & Layovers Wisely
- Direct flights are more convenient but can be expensive—consider one-stop flights if cost is a priority.
- Make sure your layover is long enough—try to choose layovers that are 90 minutes or more to avoid potentially missing your connecting flight!
- If you have a long layover, check if the airline offers free stopover programs (e.g., Qatar Airways, Turkish Airlines).
4. Be Mindful of Luggage Policies
- Baggage fees can add up if you’re not aware of what’s included in your ticket.
- Weigh your luggage before heading to the airport to avoid extra fees.
5. Check Visa & Entry Requirements Before Booking
- Make sure your student visa is approved before confirming non-refundable flights.
- Some countries require return tickets or proof of onward travel—confirm what’s needed.
6. Consider Trip Cancellation Insurance
- Decide if you want to purchase trip cancellation insurance (note that this is different from the Travel Medical Insurance included in your program).
- Pro tip: Many US credit cards have some trip insurance built in—check with your credit card company for details!
Travel Insurance
Every StudyAbroad.com program includes a comprehensive Travel Medical Insurance plan from a provider called VolunteerCard for the duration of your program. During your enrollment process, your StudyAbroad.com advisor will book your plan for the duration of your program and share the insurance card and plan details with you!
For some programs, your Home Institution, Host Institution, or destination may require a specific travel medical insurance plan. In these instances, StudyAbroad.com will book the required plan on your behalf.
What’s included in the Travel Medical Insurance Plan from VolunteerCard?
The plan includes coverage for*:
- Accident Medical Expense
- Dental
- Illness Medical Expense
- Emergency Evacuation
- Security Evacuation
- Repatriation of Remains
- Accidental Death & Dismemberment
- Missed Connection
- Trip Delay
- Baggage & Personal Effects Loss
- Baggage Delay
*Please consult your final insurance plan documents to verify all coverage that is included.
What is Travel Medical Insurance?
Travel medical insurance is a type of insurance that provides coverage for medical expenses incurred while traveling outside your home country. It is designed to cover unexpected health emergencies, such as illnesses, injuries, or accidents, that may occur during a trip.
What is Trip Cancellation Insurance?
Trip cancellation insurance is a type of travel insurance that reimburses prepaid, non-refundable travel expenses if a trip is canceled for a covered reason before departure. It helps travelers recover costs related to flights, hotels, tours, and other booked activities when unexpected events prevent them from traveling.
StudyAbroad.com does not provide trip cancellation insurance. If you are interested in purchasing this on your own, we recommend looking at these International Student Insurance plans.
TRAVELER GUIDE
Traveling abroad can be both exciting and overwhelming—this guide walks you through the entire journey, from leaving your home to arriving at your final destination. Being prepared will help ease any anxiety and help you have smooth and safe travels!
