Essential Documents for International Moves: The Complete Checklist
Important Disclaimer: Document requirements, apostille procedures, and administrative processes vary significantly by destination country and change over time. Information reflects general practices as of early 2025 but may not be current or applicable to your specific situation. Always verify current document requirements with official government sources, consulates, and relevant authorities in your destination country. Apostille fees and procedures vary by state. This article provides general guidance only. International Van Lines is a moving company and cannot provide legal advice about document requirements - consult appropriate authorities and legal professionals.
Three months into his new life in Berlin, James needed to register his US-issued driver’s license to get a German license. The local office required a certified copy of his US birth certificate with an apostille. James had his birth certificate but not an apostille version.
Getting an apostilled copy while living in Germany meant:
- Requesting a new certified copy from his birth state ($25)
- Having it mailed to his parents in the US (10 days)
- Parents sending it to the Secretary of State for apostille ($8 + time)
- Parents mailing the apostilled copy internationally to Germany ($30 and 2 weeks)
Total time: 5 weeks. Total hassle: immense. Cost: $63 plus his parents’ time.
James wished someone had told him to get apostilled copies of important documents before leaving the US. That single piece of advice would have saved weeks of delay and significant frustration.
Let’s walk through every document you should gather and prepare before your international move.
Passports and Travel Documents
These seem obvious but warrant emphasis.
Passports
Ensure everyone’s passport is valid for at least 6 months beyond your planned return date. Many countries require 6-month validity for entry.
Check expiration dates now. Renewing passports takes 6-12 weeks for routine service, 2-3 weeks for expedited service.
If children’s passports are expiring soon, renew before moving. Renewing US passports from abroad is possible but more complicated.
Make color copies of passport information pages. Keep copies separate from originals. Store digital copies in cloud storage.
Visas and Work Permits
Your visa or work permit is essential. This sounds obvious, but keep multiple copies:
- Original in safe place
- Copy with your travel documents
- Copy in your phone
- Digital copy in cloud storage
Some countries require you to carry proof of legal status always. Know your destination’s requirements.
Civil Status Documents
These documents prove your identity and relationships. Many administrative processes require them.
Birth Certificates
Obtain multiple certified copies of your birth certificate from your birth state. Not photocopies—certified copies with raised seals.
Get at least 3 certified copies for each person. They cost $15-35 each depending on state.
Why multiple copies? Different agencies require original certified copies, not photocopies. You’ll need them for:
- Driver’s license conversion
- Registering births of children born abroad
- School enrollment
- Some visa applications
- Residency applications
- Marriage abroad
Marriage Certificates
If married, obtain multiple certified copies from the state where you married.
Get 2-3 certified copies minimum.
Needed for:
- Dependent visa applications
- Banking and insurance
- Registering marriage abroad if required
- Name change documentation
- Estate planning
Divorce Decrees
If divorced, certified copies of final divorce decrees prove your civil status.
Needed for:
- Remarriage abroad
- Visa applications listing marital status
- Financial accounts
- Legal matters
Death Certificates
If widowed, certified death certificate of spouse.
Needed for:
- Proving single status for visa applications
- Estate and insurance matters
- Legal documentation
Apostilles: The Critical Step
Here’s what trips people up: certified copies aren’t enough for international use. Most countries require apostilles.
What is an Apostille?
An apostille is a special certification that authenticates the origin of public documents for use in foreign countries. It’s added to your certified document by government authority.
The Hague Convention Abolishing the Requirement of Legalization for Foreign Public Documents (the Apostille Convention) allows documents apostilled in one member country to be accepted in other member countries.
Without an apostille, your US documents aren’t officially recognized internationally.
What Documents Need Apostilles?
Common documents requiring apostilles:
- Birth certificates
- Marriage certificates
- Divorce decrees
- Death certificates
- Diplomas and transcripts
- Professional certifications
- Medical records
- Criminal background checks
- Power of attorney
- Court documents
Basically, any official US document you’ll use for legal or administrative purposes abroad needs an apostille.
How to Get Apostilles
Apostilles come from the Secretary of State in the state where the document was issued.
Process:
- Obtain certified copy of the document from issuing authority
- Submit certified copy to Secretary of State for apostille
- Pay fee ($8-20 depending on state)
- Wait for processing (1-3 weeks typically)
Each state has different procedures. Some allow mail-in requests. Some require in-person or online applications.
Third-party services handle apostilles for a fee ($50-150 per document) if you don’t have time to do it yourself.
When to Get Apostilles
Before you move. Handling this from the US is infinitely easier than trying to get apostilles after you’ve relocated.
Get apostilles on at least:
- Birth certificates for all family members
- Marriage certificate if applicable
- Educational diplomas (undergraduate and graduate degrees)
- FBI background check if you’ll need one
Even if you’re not sure you’ll need them, having apostilled documents is insurance against future hassle.
Educational Documents
Your education credentials matter for work, professional licensing, and children’s school enrollment.
Diplomas and Degrees
Obtain official sealed transcripts and diploma copies from your university.
Get multiple sets:
- Sealed official transcripts (2-3 sets)
- Copy of diploma(s)
- Grade verification if needed
Have at least one set apostilled.
Needed for:
- Credential evaluation for work
- Professional licensing abroad
- Visa applications for some countries
- Children’s school applications (parents’ education sometimes required)
Professional Licenses and Certifications
Certified copies of professional licenses: medical licenses, CPA certification, bar admission, teaching credentials, etc.
Get these apostilled if you’ll practice your profession abroad.
Many professions require recertification or credential evaluation in your new country. Having properly authenticated US credentials expedites that process.
Children’s School Records
Request official records from children’s schools:
- Transcripts
- Report cards
- Immunization records
- Standardized test scores
- IEP or special education plans if applicable
- Letters of recommendation from teachers
International schools need these for enrollment and grade placement.
Medical and Health Documents
Healthcare information travels with you.
Medical Records
Request copies of medical records from your doctors:
- Primary care physician notes
- Specialist reports
- Surgical records
- Chronic condition management records
- Allergy information
Digital format is ideal. HIPAA allows you to request your medical records.
Immunization Records
Official immunization records for all family members.
Many countries require proof of vaccinations for:
- Visa applications
- School enrollment
- Healthcare registration
- Employment in healthcare or education fields
Prescriptions
Written prescriptions from your doctor for maintenance medications.
Having prescriptions helps:
- Bringing medications through customs
- Getting equivalent medications abroad
- Providing medical history to new doctors
Eye Prescriptions
Current eyeglass and contact lens prescriptions.
Needed to order new glasses or contacts abroad.
Dental Records
X-rays and treatment records from your dentist.
Helps new dentists understand your dental history and ongoing treatment needs.
Financial and Legal Documents
Tax Returns
Copies of last 3-5 years of tax returns.
Needed for:
- Visa applications requiring proof of income
- Mortgage applications
- Financial documentation
- Tax planning with accountants
Store digital copies securely.
Bank Statements
Recent bank statements proving financial resources.
Some visa applications require 3-6 months of bank statements showing minimum balances.
Investment and Retirement Account Statements
Documentation of investment and retirement accounts.
Titles and Deeds
Property deeds if you own real estate.
Vehicle titles if shipping a car.
Insurance Policies
Copies of insurance policies:
- Life insurance
- Health insurance
- Home/renter’s insurance
- Auto insurance
- Umbrella policies
Contact information for all insurance companies.
Wills and Estate Documents
Copies of wills, powers of attorney, living wills, and other estate planning documents.
Consider updating these before moving since your situation changes.
Marriage Prenup or Postnup Agreements
If you have prenuptial or postnuptial agreements, bring certified copies.
Driver’s License and Vehicles
Driver’s License
Your US driver’s license serves multiple purposes:
- Driving in many countries (temporary periods)
- Converting to local license
- Proof of identity
Get an International Driving Permit (IDP) before leaving the US. AAA issues these for $20. It’s a translation of your US license valid for one year.
Vehicle Documentation
If shipping a vehicle:
- Clean title in your name
- Registration
- Insurance documents
- Maintenance records
- Recall clearance letters from manufacturer
Employment Documents
Offer Letter and Employment Contract
Copies of your offer letter and employment contract from your new employer.
Reference Letters
Letters of recommendation from previous employers.
Useful for job applications, visa applications, and networking.
Resume/CV
Updated resume documenting your experience. International CVs differ from US resumes—research format expectations for your industry and destination.
Housing Documents
Lease or Property Documents
Copy of your lease for your new home if you secured it before arriving.
Copy of property deed if you bought a home.
US Housing Documentation
If you’re keeping your US home:
- Mortgage documents
- Property management agreement if renting it out
- Insurance documents
- Property tax records
Miscellaneous but Important
Pet Records
If bringing pets:
- Veterinary records
- Vaccination certificates (especially rabies)
- Microchip documentation
- Health certificates
- Import permits
Membership and Loyalty Numbers
Account numbers and information for:
- Airline frequent flyer programs
- Hotel loyalty programs
- Credit card rewards
- Professional organizations
- Gym memberships you might suspend
Emergency Contacts
List of emergency contacts with phone numbers:
- Family members
- Close friends
- Lawyers
- Accountants
- Doctors
- US embassy/consulate in your destination country
Organization Strategy
Having documents is useless if you can’t find them. Organization matters.
Physical Organization
Create a document binder with sections:
- Travel and immigration
- Civil status
- Education
- Medical
- Financial
- Employment
- Housing
- Miscellaneous
Store original documents separately from copies. Keep originals in a safe. Travel with copies.
Digital Organization
Scan everything. Create a digital archive with:
- High-resolution scans of all documents
- Organized folder structure mirroring your physical binder
- Cloud storage (Google Drive, Dropbox, etc.)
- Local backup on external hard drive
- Encrypted if highly sensitive
Being able to access documents from anywhere is invaluable.
Multiple Copies
For critical documents:
- Original in safe/secure location
- Certified copy for use
- Regular photocopy as backup
- Digital scan in cloud storage
Never travel with your only copy of essential documents.
Making Your Move Smoother
Document preparation takes time but prevents major headaches. Start gathering documents 3-4 months before your move.
When you’re ready to relocate internationally, having proper documentation makes customs clearance, settling in, and administrative tasks so much easier.
Get Your International Moving Quote
Frequently Asked Questions
How long do apostilles take?
1-3 weeks typically, depending on the state. Some states offer expedited service for additional fees. Plan ahead—don’t wait until the week before moving.
Can I get apostilles while abroad?
Yes, but it’s complicated. You need someone in the US to request documents, get them apostilled, and mail them to you. Much easier to handle before leaving.
Do all countries accept apostilles?
Most countries party to the Hague Convention accept apostilles. Some countries not party to the convention require different authentication (legalization). Research your specific destination.
How many copies of each document should I get?
At least 2-3 certified copies of birth certificates, marriage certificates, and diplomas. One apostilled set and spare regular certified copies.
What if I discover I need a document I don’t have?
You can request documents from abroad, but expect delays. Having family in the US who can help coordinate expedites the process. This is why preparing thoroughly before moving matters.
Do I need to translate my documents?
Some countries require official translations of documents not in their language. Research your destination. Get translations before leaving or immediately after arriving.
