How to Keep Copies of Your Travel Documents

To keep copies of your travel documents, make one paper set and one secure digital set before you leave. Scan or photograph your passport, visas, ID, insurance details and bookings, store the digital files in an encrypted or password-protected place you can reach offline, and leave a copy with a trusted person at home.

Copies will not replace your real passport, but they make it much faster to report a loss, prove who you are to your embassy or consulate, and get back on track. This guide covers which documents to copy, how to store them safely, and what to do with them if something goes wrong.

Key takeaways

Copy every document you would need to replace or prove: passport photo page, visas, driver’s license, insurance, bookings and emergency contacts.
Keep three layers: a paper copy packed separately from the originals, an encrypted digital copy you can open offline, and a copy with someone at home.
A copy is not a valid travel document. You still need the original passport to cross borders and, in many countries, to show on request.
Protect digital copies like the documents themselves: use strong passwords, two-factor login and avoid public computers.
Know the official steps for a lost passport before you travel, so your copies are ready to use if needed.

Why should you keep copies of travel documents?

You should keep copies of travel documents because they speed up replacement if originals are lost or stolen, help you report a theft to police, and give your embassy or consulate the details they need to confirm your identity. Copies also help you find booking numbers, insurance policy details and emergency contacts when your phone or bag goes missing.

Losing a passport abroad is stressful, and the first hours matter. With a copy, you already know your passport number, issue date and place of issue. That information is often requested when you report the loss and apply for a replacement or emergency travel document.

Copies help in other everyday situations too:

Checking in at a hotel when you do not want to hand over your passport for long.
Filing a travel insurance claim that asks for policy and booking details.
Contacting your bank to cancel a lost card using the number on the back.
Showing a visa or entry approval if a staff member asks for details you cannot recall.

The U.S. Department of State, the UK government and other official travel advice services recommend keeping copies of important documents separate from the originals. Check the official advice for your own country before you go.

Which travel documents should you copy?

Copy any travel document that would be hard to replace or that holds details you might need quickly. That usually means your passport photo page, visas or entry approvals, national ID or driver’s license, travel insurance policy, flight and hotel bookings, credit card contact numbers and a list of emergency contacts and medical information.

Use this table as a checklist when you prepare your copies:

Document	What to copy	Why it helps
Passport	Photo and details page, plus any page with a visa or entry stamp you may need	Speeds up reporting and replacement
Visas or entry approvals	Visa page or approval confirmation	Proves permission to enter or stay
Driver’s license	Front and back	Backup ID and for car rental issues
International driving permit	Front and inside pages	Proof if the original is lost
Travel insurance	Policy number, emergency assistance line, policy summary	Fast access in a medical or claim situation
Flight, train and hotel bookings	Confirmation pages with reference numbers	Rebooking and proof of reservations
Bank and card contacts	Issuer phone numbers, not full card numbers	Reporting lost or stolen cards
Health information	Prescriptions, allergies, vaccination records if required	Helps medical staff and pharmacies
Emergency contacts	Family contact, embassy or consulate details	Quick help when your phone is gone

If you are not sure which originals you need for your trip in the first place, start with our international travel checklist of documents to bring, then make copies of everything on it.

Tip: For bank cards, record the issuer’s international phone number rather than the full card number. That keeps your copy useful for canceling a card without creating a new security risk.

How do you make paper copies of travel documents?

Make paper copies of travel documents by photocopying or printing clear, full-size images of each page, then checking that every number, date and photo is readable. Pack one set in a different bag from your originals, and leave another set at home with someone you trust. Paper copies work when your phone is dead, lost or stolen.

Follow these steps:

Gather every original document on a table in good light.
Photocopy or scan each relevant page at full size, in color if possible.
Check that the passport number, names, dates and photo are sharp and readable.
Print two sets and label each page with the document name.
Pack one set in a separate bag from your passport, such as your checked luggage or a daypack pocket you use for other items.
Give the second set to a trusted person at home, in a sealed envelope if you prefer.

Keep the paper copies flat in a slim folder or zip pouch so they stay readable. If you travel with family, make a set for each person and keep them together in one folder, separate from the originals.

How do you store digital copies of travel documents safely?

Store digital copies of travel documents safely by saving them in an encrypted or password-protected location, protecting the account with a strong password and two-factor authentication, and making sure the files are available offline. A secure cloud folder, an encrypted note in a password manager or a protected file on your phone are common choices.

Here are the main options and their trade-offs:

Storage option	Strengths	Watch out for
Encrypted cloud storage	Reachable from any device, survives a lost phone	Needs a strong password and two-factor login
Password manager secure notes	Encrypted, easy to search	You must remember the master password
Phone photos in a locked folder	Quick to open offline	Lost if the phone is lost and not backed up
Email to yourself	Simple and familiar	Inbox is a target if your account is hacked
USB drive	Works without internet	Easy to lose, should be encrypted

To set up a secure digital copy, take these steps:

Scan or photograph each document in good light, flat and fully in frame.
Save the files in an encrypted or locked location rather than your general photo roll.
Turn on two-factor authentication for the account that holds them.
Make the files available offline on your phone, since you may not have data when you need them.
Share access with one trusted person at home, if your service allows it securely.
Delete copies from shared or public devices and avoid opening them on hotel or library computers.

For a wider view of the tech you rely on during a trip, our guide to travel tech essentials covers keeping devices charged so you can reach your files when it matters.

Where should you keep copies while traveling?

Keep copies of travel documents in a different place from the originals, so one theft or lost bag does not take both. Many travelers keep the passport in a secure inner pocket or hotel safe, a paper copy in their luggage, and digital copies on their phone and in cloud storage. Spread them out on purpose.

A practical split looks like this:

Original passport: with you in a secure pocket on travel days, or in a hotel safe if local rules allow you not to carry it.
Paper copy one: in your main luggage or a separate daypack pocket.
Paper copy two: with a trusted person at home.
Digital copies: on your phone, available offline, and in secure cloud storage.
Travel partner: if you travel with others, each person can carry a copy of the group’s key pages.

Rules about carrying ID differ by country. In some places, police or officials may expect you to show your original passport or another form of photo ID, and a copy may not be accepted. Check your government’s travel advice for the country you are visiting before you decide where to keep the original.

What should you do if you lose your passport abroad?

If you lose your passport abroad, report it to local police if it was stolen, contact your nearest embassy or consulate, and follow its steps to report the loss and apply for a replacement or emergency travel document. Your copies speed this up because they show your passport details and help confirm your identity.

The exact process depends on your citizenship, but these steps are common:

Search your bags and accommodation carefully, then report a theft to local police and ask for a written report.
Find your nearest embassy or consulate on your government’s official travel website.
Report the passport as lost or stolen, which cancels it so no one else can use it.
Bring your copies, any other ID, passport photos if requested, and your travel plans.
Ask about emergency travel documents if you need to fly home or continue soon.
Contact your airline and insurer about any changed bookings or extra costs.

Where to look for official steps: U.S. citizens can start at travel.state.gov. UK citizens should use gov.uk, which explains how to get an emergency travel document. Canadians can check travel.gc.ca, and Australians smartraveller.gov.au. Steps and fees change, so always use the official site for current guidance.

If you are still planning, read our guide on how to get a passport for the first time for the basics of applying and timing.

How do copies help with travel insurance claims?

Copies help with travel insurance claims because insurers usually ask for policy details, proof of travel dates, booking confirmations and reports from police or airlines. Having those documents saved before you leave, and adding receipts and reports as you go, makes a claim easier to file, especially if your originals were lost along with your bag.

Keep a digital folder for your trip and add to it as you travel:

Your policy document and the insurer’s emergency assistance number.
Booking confirmations for flights, rail and accommodation.
Photos of receipts for any extra costs, such as a replacement passport or hotel nights.
Police reports, airline reports and medical documents if something happens.

Coverage varies a lot between policies, so read the terms before you buy. Our guide on how to choose travel insurance explains what to compare, and travel insurance explained covers what policies typically include and leave out.

How do you protect copies from identity theft?

Protect copies of travel documents from identity theft by limiting where they live, encrypting digital files, never sharing them on social media or with unverified contacts, and deleting them from devices you do not control. A passport copy holds enough personal data to be misused, so treat it with the same care as the original.

Use these habits:

Do not post photos of your passport, boarding passes or visas online, since they can reveal names, numbers and booking references.
Avoid public computers and shared printers for viewing or printing copies when possible.
Watermark if you must share: if a hotel or agency asks for a copy by email, consider adding a note across the image with the date and purpose.
Use secure channels: send copies only to verified contacts through a secure service.
Shred old copies after the trip if you no longer need them.

Tip: Before you leave, write down where every copy is stored. If you lose your phone, you will know exactly which account or person to contact.

Common mistakes when keeping copies of travel documents

The most common mistakes are keeping copies in the same bag as the originals, saving digital files only on a phone, storing them where anyone can open them, and forgetting to update copies after renewing a passport or changing bookings. Each one can leave you without help at the moment you need it most.

Watch for these:

One location only: If the copy and original are together, a single theft takes both.
No offline access: Cloud files are useless without data or Wi-Fi if you have not downloaded them.
Unclear scans: Blurry photos may hide the passport number or dates.
Outdated copies: A copy of an old, canceled passport causes confusion.
Forgetting visas: Many travelers copy the passport but not the visa or entry approval. Our guide on how to check visa requirements before you travel explains which approvals you may need.
Treating a copy as ID: A copy is a backup, not a replacement for the original document.

When should you make copies of your documents?

Make copies of your travel documents once your bookings and visas are confirmed, ideally a week or two before departure, so everything is in place but still current. Update them if you change flights, renew a passport or receive a new visa. Making copies the night before you leave often means rushed, blurry scans.

Add document copies to your pre-trip plan alongside insurance, packing and money tasks. If you like working through a full checklist, our guide on how to plan a trip step by step shows where this fits in the order of trip preparation.

Frequently asked questions

Is it legal to make a copy of your passport?

Making a copy of your own passport for personal backup is commonly recommended by official travel advice services. A copy is not a valid travel or identity document, so you cannot use it to cross borders. If you are unsure about local rules on carrying ID, check your government’s travel advice for that country.

Should you carry your passport or a copy while sightseeing?

It depends on local rules. Some countries expect visitors to carry their original passport or another photo ID, while in others a hotel safe may be the safer place for it. Check your government’s travel advice for the destination, and always carry at least a copy of the photo page.

Is it safe to store passport copies on your phone?

Storing passport copies on your phone is reasonably safe if the phone has a strong passcode, the files are in a locked or encrypted location and they are backed up to a secure account. Avoid leaving them in a general photo roll, and keep another copy elsewhere in case the phone is lost.

Will a copy of my passport get me home if I lose the original?

A copy will not get you through border control on its own, but it helps your embassy or consulate confirm your identity and issue a replacement passport or emergency travel document faster. Contact the nearest embassy or consulate as soon as possible, and bring your copies and any other ID you have.