travel waiver letter

How to Write a Waiver Letter (Samples Included)

A waiver letter is a letter that is written to let someone know you’re waiving your rights to something or to ask them to waive a right for you. Waiver letters are important letters and as such, should not be written without proper thought. In this article, we’re going to explain what a waiver letter is, how to write a waiver letter, and include some samples to help you write the perfect waiver letter. 

What is a Waiver Letter?

A waiver letter or a waiver agreement document is a document that confirms that a party in any involvement waives or has surrendered their rights. This document gives up rights or claims and frees the other party from any liability. There are two types of waiver letters. 

• To inform someone that you’re waiving your rights to something. This could be your right to sue, the right to a prize you don’t want, etc. 
• This is a letter written to ask someone to waive their rights for you. This could be the right to pay a fee, etc. 

While the format of writing both letters is similar, they also have some distinct differences. 

How to Write Authorization Email to Collect Documents and Samples

How to Write a Waiver Letter

Writing a waiver letter can be a crucial skill when you need to request the exemption of certain rights, requirements, or obligations. Whether you’re seeking a waiver for a fee, a legal requirement, or any other formal request, a well-structured and persuasive waiver letter can increase your chances of a favorable response. Here’s a step-by-step guide on how to write a waiver letter:

Understanding the Purpose:

Begin by clearly understanding why you need a waiver. Is it for a fee, a legal requirement, a contractual obligation, or something else? Understanding the purpose will help you tailor your letter appropriately.

Format and Style:

Use a professional and formal format for your letter. Ensure it is well-organized, concise, and free from grammatical errors. Use a business letter format, including your name and address, the date, the recipient’s name and address, a salutation (e.g., “Dear [Recipient’s Name]”), and a closing (e.g., “Sincerely”).

Introduction:

Start with a clear and concise introduction. Briefly explain the purpose of your letter and why you are seeking a waiver. Mention any relevant dates or deadlines.

State Your Request:

Clearly state the specific waiver you are requesting. Be specific and direct in your language to avoid ambiguity.

Justify Your Request:

Provide a compelling reason or justification for why you should be granted the waiver. This may involve explaining your circumstances, financial hardship, medical reasons, or any other relevant factors. Use facts and evidence to support your request. Be honest and transparent in your explanations.

Offer a Resolution:

Suggest a reasonable solution or compromise that would be acceptable to both parties if applicable. This shows your willingness to cooperate.

Attach Supporting Documents:

Include any necessary supporting documents such as medical records, financial statements, or other evidence that strengthens your case.

Everything You Need to Know Before Writing a Waiver Letter

Deciding to waive rights for whatever reason is a serious decision. So, before waiving your rights, ensure you’ve given it proper thought. 

When writing waiver letters, ensure to:

• Write it professionally. A waiver letter is a professional letter, this means it should carry a professional undertone. Do not write it casually. If you have an official letterhead, you can use it. If not, ensure the letter starts with your address, date, recipient’s name, title, company, and a formal greeting.
• Be concise. This is a tricky guideline as most waiver letters have the tendency to be long. Making a waiver letter concise does not mean it has to be short. Your waiver letter should be as short as it can be, but should also be as long as you need to list out your points effectively and convey your message. 
• Explain your purpose succinctly. When writing this letter, it should begin with a clear explanation of what you’re writing about and what you hope to gain. An example of this is, “I’m writing this letter to waive my rights to sue for the defective product.”

In your next paragraph, you can explain the thoughts or actions that made you come to this conclusion. 

• Bring your letter to a close. After clearly stating your points, your letter should come to a natural and short close. If you’re asking for something to be waived, your closing should be a final consideration in your regard. Such as, “I would be elated if the fee is waived for me.” When closing, also remember to include that if they have further questions or inquiries, they can reach out to you. 

Listed above are some of the most important things you need to know about writing waiver letters. When writing one, it is most important that you explain your points and reasons carefully without going overboard. 

Waiver Letter Samples

In this section of this article, were going to give some samples of different waiver letters to serve as a guideline to help you write the perfect letter. 

Waiver Letter Sample – Workplace

Here’s a word document you can edit to suit your needs: Waiver Letter Sample – Workplace

Waiver Letter Sample – School Fees Waiver Request

Here’s a word document you can edit to suit your needs: Waiver Letter Sample – School Fees Waiver Request

Waiver Letter Sample – Waive Auto Loan Payment

Here’s a word document you can edit to suit your needs: Waiver Letter Sample – Waive Auto Loan Payment

Waiver Letter Sample – Waive Interest

Here’s a word document you can edit to suit your needs: Waiver Letter Sample – Waive Interest

Waiver Letter Sample – Waiver of Criminal Records

Here’s a word document you can edit to suit your needs: Waiver Letter Sample – Waiver of Criminal Records

When writing a waiver request letter, it is important to ensure that you’re within your rights and that your requests are not unreasonable. Doing this helps to ensure that your request gets granted. We’ve included some samples to help you write the perfect waiver letter. 

Check out more Waiver Letter Templates and Samples

About The Author

Jim Blessed

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A consent form is a signed document that outlines the informed consent of an individual for a medical study, clinical trial, or activity. Whether you’re looking for a way to gather model releases, activity waivers , parental consent, or medical consent forms, you can start by selecting one of our 400+ Consent Form Templates. Once you’ve chosen a consent form and customized its terms and conditions, all that’s left to do is embed the form on your website , send the link via email, or let participants fill out the form in person on your tablet or computer — you’ll then be able to securely collect consent forms online! You can even link your custom form to one of our Consent Agreement PDF Templates , to automatically turn form submissions into professional PDF documents .

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Frequently Asked Questions

1) what is a consent form.

Consent forms, also commonly referred to as release forms, are documents designed to inform participants on the details of an event, procedure, or activity. If participants choose to sign a consent form, they’re agreeing to the conditions specified and confirming that they understand the risks, benefits, and rules of their participation.

Health care providers commonly use these forms to ensure they’re compliant with HIPAA regulations and that they secure informed consent for medical procedures, clinical trials, studies, and other activities. HIPAA consent forms typically authorize the provider to send and receive protected patient health information. However, any document that secures approval and consent can be considered a consent or release form.

2) What are the different types of consent forms?

Consent forms vary depending on your industry, audience, and the services you provide. While there are hundreds of different types of specific consent forms, some common use cases include

• Informed consent forms
• Medical consent forms
• Travel consent forms
• Release forms
• Client contracts
• Liability waivers
• Parental consent forms

These consent forms are designed to fit the specific needs of your business or organization. Using a consent form template allows you to customize an existing form to match your branding and services.

3) What’s included in a consent form?

Consent forms vary depending on the circumstances they cover. For example, according to the Department of Health and Human Services Office of Human Research Protections , an informed consent form for medical research must contain the following information:

• Information on why you’re conducting research
• The length of time you’ll expect the individual to participate
• Expected procedures, especially those that are experimental
• Any risks or potential discomfort the participant might experience
• Any benefits the participant can reasonably expect to get from the research
• An explanation of any potential alternative methods or treatments
• A statement on the confidentiality of the information gathered
• Rules on compensation or recovery due to injury
• A list of contacts if participants have questions about the research or their rights or need to report an injury
• A statement on the voluntary nature of participation

While a more general consent form might not include all of these details, it should include a clear, detailed explanation of what the person is agreeing to, along with fields to indicate consent, such as date and signature fields or checkboxes.

4) How do you write a consent form?

Whether you build a consent form from scratch or use a consent form template, your form needs to be comprehensive and easy to understand.

Here are a few tips on how to write the best consent form possible:

• Use language that makes sense to your audience. Be conversational and direct, and avoid industry jargon.
• Write in the second person. Consent forms should directly address participants, using “you,” “your child,” etc.
• Minimize passive voice. Passive language leaves room for interpretation and misunderstanding. Clearly indicate which parties are responsible for specific actions.

Using these tips will keep your businesses protected and help your participants or customers feel more comfortable giving consent.

5) Who uses consent forms?

Consent forms are commonly associated with the healthcare industry. However, any business or organization that requires authorization for an activity can use consent forms.

For example, some other entities that use consent forms include

• Photographers
• Event planners
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• Travel agencies
• Beauty salons
• Sports teams

Each of these entities may conduct services or activities that include some type of risk to participants, whether physical or financial, which is why it’s important to ensure participants understand the details of their involvement and indicate that they accept the risk.

Acquiring consent not only reassures your customers by giving them the information they need to make a decision, but it also protects your business from legal action. This makes consent forms an important asset for any business performing a service.

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Travel Waivers: Protect Your Travel Agency

There are a lot of things you learn when you’re a travel agent. One of the most common lessons is that having clients sign a travel waiver form is essential to protect yourself, your clients, and your agency. And sadly, that’s a lesson often learned the hard way. No matter how great a travel agent you are, misunderstandings happen. Accidents happen. Things happen. 😬

How will a waiver protect you? Take it from travel attorney Chun T. Wright:

A waiver can help:

• Educate travelers and participants about the risks of travel (and screen out travelers who are not suited to the trip), and
• Protect you and your business from legal claims that range from minor mishaps (e.g. small injuries) to catastrophic events (e.g., death).

With Wright's expertise, we're going to walk you through everything you need to know about travel waivers. And we're even going to give you a free travel waiver you can add to your website that just needs to be customized to your agency. That's right! We've done all the hard work for you. You just need to put in your travel agency name and logo, and it's ready to go!

Having clients sign a travel waiver form is essential to protect yourself, your clients, and your agency

Below is a list of items to consider including in your travel waiver(s). If you already know what you want, use the links below to fast-forward to the types of waiver verbiage you're looking for!

⭐️ HAR ARTICLE HIGHLIGHTS: ⭐️

8 waiver terms & disclaimers to protect your agency, 5 items to consider for your liability waiver.

• Pre-Booking Disclaimers
• 5 Components to Travel Agency Waviers
• [FREE DOWNLOAD] Trip Confirmation Form
• Create A Personalized Online Waive for Your Agency
• Working with a Travel Attorney to Customize Your Waivers & Disclaimers

Below is a list of terms and disclaimers that you could include either in one of your waivers or in your terms and conditions. The best way to figure out what works best for your agency is to consult with a travel attorney . Here's what to consider!

1. Pre-Booking Disclaimers:

Prices and costs can change and your client needs to understand that possibility! A pre-booking disclaimer will help.

2. Waiver to Verify Trips Details are Correct :

This section discusses which trip details your clients need to sign off on (even though you went over your client's itinerary with a fine-tooth comb).

3. Waiver to Verify Client has Documents they Need:

How incredibly sad would it be if your clients sailed into port of a cruise destination only to realize they didn't have the proper visa to disembark? According to Wright, "This waiver will ensure the clients know that it is their responsibility to ensure that they have the proper documents (passports, visas) and vaccinations and that they meet all other entry requirements."

4. Waiver to Verify You Offered Travel Insurance :

It's your client's prerogative if they decline travel insurance, but it's your prerogative to make sure they verify that

• You offered travel insurance in the first place or encouraged them to purchase it, and
• Whether they secured travel insurance or not.

5 . HAR's Free Trip Confirmation Form:

A free client-facing form making sure you've got your bases covered. Copy it over to your site with a click of the mouse!

6 . DIY Waivers:

Here's a list of programs you can use to create free waivers for your agency.

7. Waiver to acknowledge that you charge fees:

If you charge fees, mentioning it in your waiver or disclaimer will save any misunderstandings between you and your client. Wright adds that "If a portion of the trip cost is for your fees, say so. Otherwise, this could complicate refund claims."

8. Liability Waiver that limits your risks

The next one is so important that it necessitates its own section with a legal take from Wright.

Below, Wright breaks down the importance of a liability waiver and what it may include.

1. A list of the representative inherent risks and any special risks of a trip and activities that are included. Risks of travel may include venturing into remote areas with lack of access to medical facilities, having to be quarantined, getting a virus or illness, encountering roads and other infrastructure that may not be to the same standards as the traveler's home country, and so on.

2. A responsibility statement that you are not responsible for the actions/inactions of your suppliers.

3. A release clause in which the participant or travelers expressly releases your business from claims for damages related to the risks of their trip and/or activities. This clause often begins with this or similar language: "I, the traveler RELEASE, DISCHARGE, COVENANT NOT TO SUE AND HOLD HARMLESS Business A and its [list of all who are released]." Be sure to categorically identify all individuals and entities that should be included in the release, e.g., owners, officers, employees, agents, representatives, related entities, independent contracts/sales representatives, volunteers, successors and assigns. "Successors and assigns" are often missing in liability waivers but if you change your business entity or sell your business, a liability release that omits "successors and assigns" may not cover the new entity or successor business. This clause should stand out; use bolded language, larger type and/or a different font to ensure that the traveler/participant's attention is drawn to it.

4. An express voluntary assumption of the risk clause that states that the traveler understands and voluntarily assumes the risks, both known and unknown, associated with the trip or activity.

5. A forum selection, venue, and choice of law provision. This provision sets out where disputes will be brought (your location will typically be preferred), what forum (e.g., state or federal court or arbitration), and what law will govern.

Pre-Booking Disclaimers—Quoted Prices May Change!

We’ll start from the beginning: It’s a best practice to state on your quote that you can’t guarantee your pricing and costs (unless of course, you have locked in rates).

While I can’t think of why (or how) someone would sue you for sending a quote and then having that quote change, I think it's important to mention it to avoid having an angry client. "And while they might not sue you," warns Wright, "they could report you to your local consumer protection agency which will in turn ask you to explain why your actions were not deceptive."

If you’re giving prices over the phone, best practice is to send a follow-up email with the pricing and disclaimer. Set the relationship up for success by making sure you’re all on the same page.

Mention that prices are subject to change in the email body or add something similar to below in your email signature:

**** Please Note: All prices are subject to change and are based on availability. ****

The email signature is especially nice because you won’t ever forget to mention it; it’s already written for you every time! 1

This is a side note, but also worth mentioning. Seller of Travel regulations in certain states dictates in certain situations that the SOT number must be listed on certain items (quotes, marketing materials, etc.). Seller of Travel Laws can be a real doozie, so make sure you read up on Seller of Travel Requirements here .

5 Components to Travel Agency Waivers

You’ve got them booked, congrats! Now is where you need to be extra careful to make sure you’ve given the client all necessary information and to leave a paper trail showing you did so. This is where the rubber hits the road folks. Get your racing gear on!

Once you've made that booking, let's go over the information that needs to be double/triple/quadruple checked to make sure it's accurate and that you've disclosed everything to your client.

1. Correct names/dates/times/flights/car/hotels

Whoops. Stephanie with a ‘y’ when it was an 'ie'. Or you booked them on the wrong dates. These are all things that can cause headaches later on if you haven't stressed to your client the importance of looking over their itinerary to make sure everything looks okay.

In your travel waiver, let clients know they are responsible for looking over their itinerary and making sure everything is correct.

Sample verification reminder from a real travel agency:

Please check the attached information upon receipt and verify all information is correct. [YOUR AGENCY NAME] will not be responsible for omissions or errors if not brought to my attention immediately. Payment must be received by the due date to avoid vendor cancellation.

2. Documentation

It goes beyond checking the itinerary to make sure everything is correct. Visas; passports; taking kids out of the country without both parents; documents for getting married outside the US. Knowing this stuff and communicating it to your client is part of your job as a travel agent.

If you're not exactly sure what your responsibilities are to your clients, you might find it helpful to read this article by travel attorney Mark Pestronk discussing  your duties to clients . Canadian agents may find this article helpful,  TICO regulations  by Pestronk.

Sample documentation waiver from a real travel agency:

"DOCUMENTATION: U.S. citizens traveling to any destination outside of the United States will be required to present a valid U.S. passport. Passports must be valid for 6 months past the return date. Some countries require a visa for transit or entry. Passengers are responsible to ensure that they have all the proper documents for entry. All names on documents must match the legal name on your photo I.D., and travel document information must match tickets. Please check the State Department website at https://travel.state.gov for further information. Immunizations may also be required. Failure to comply with these regulations may result in denied boarding, denied entry, and/or government-imposed fines. If you are a citizen of another country, there may be additional requirements. Check with the nearest consulate or embassy of the destination you are traveling to and find out the entry requirements for non-U.S. citizens."

3. Travel insurance was offered

Veterans agents, you know this, but newbies, make sure you offer travel insurance to every. single. client.

At my previous host agency, I worked with agencies that hadn’t offered travel insurance (or didn’t have documentation proving they had) and the unhappy clients were suing the agent to get their money back. Best case scenario, Errors & Omissions (E&O) insurance covers the legal fees to fight the lawsuit.

Worst case scenario? You end up with a very hefty legal bill because you didn't have documentation that you offered travel insurance to your client.

You are the travel expert; that’s your value. Part of being the expert is letting clients know travel insurance exists and the risks involved if they decline insurance.

Sample travel insurance waiver from a real travel agency:

"I assume and understand that there is a risk involved with my travel and my travel activities and/or excursions. I acknowledge that I was informed about my options but I declined the insurance."

Even better yet, email a quote through the insurance company's website so you have an electronic paper trail insurance was offered. Since they usually have an option to send reminder emails, it increases not only your paper trail but also the likelihood they'll purchase insurance.

And here's some words of advice from travel insurance companies that want to protect you against travel insurance licensing problems : When communicating (verbal or written) with clients,  offer/recommend  travel insurance; do not  sell  travel insurance.

Repeat after me: I am a travel expert, not an insurance expert. 

4. Fee DISCLOSUREs

Next up? Fees!

Making sure your clients understand what fees are involved in working with you is key to the client having a positive experience. Whether they're your fees or a supplier's fee, ensure your client understands when those fees kick in and what the amount is.

Cancellation and change fees may vary based on when they cancel and other factors, so listing specific amounts may not be a possibility. But, you should alert the traveler to the possibility of fees for changes or cancellations to the booking.

If it’s a group, you may already have the specific fees in the contract. Even then, it’s important to have a waiver for each booking since the person who signed the contract may not have shared that information with the group.

Sample fee disclosure from a real travel agency:

5. Legal Jargon (AKA: Blanket statement)

Our last component to your travel wavier? This one is the blanket statement.

Sample travel waiver from a real travel agency:

"[YOUR AGENCY] offers retail travel services to customers, which are provided by separate and independent vendors of travel services. [YOUR AGENCY] does not operate, control, or otherwise provide the services of the independent travel vendors. Hence, customer agrees that [YOUR AGENCY] acts only as agent for the client in acquiring transportation, hotel accommodations, sightseeing, and other privileges, or services for the clients’ benefit, and on the express condition that [YOUR AGENCY] shall not be responsible for any loss, accident, injury, delay, defect, omission or irregularity which may occur or be occasioned, whether by reason of any act, negligence or default of any company or person engaged in or responsible for carrying out any of the arrangements, or otherwise in connection there with."

HAR's Free Travel Waiver: Trip Details Confirmation Form

That wasn't so bad was it? :) But we can do even better. Let's whip a travel waiver form for you right now!

The icing on the cupcake is that we've already made a Trip Details Confirmation Form for you! It makes it easy for clients to verify crucial details of their upcoming trip and goes over all the travel waiver points we just discussed.

• Travelers' legal names spelt correctly? ✔️
• Dates of travel and departure/arrival city correct? ✔️
• Passport good for 6 months after they return home? ✔️
• Travel insurance was offered? ✔️
• Disclosed to clients visa/vaccination requirements? ✔️
• Made sure your clients have read and signed that they understood all of this? ✔️

You can brand our trip confirmation details form to your agency and share it with your clients in a jiffy! The form includes a signature field for your clients to verify that all the above information is accurate so you can have it on file! Check it out, below!

There's more where that came from, too. We have a few other Free Travel Agent Forms  and a couple of tutorials about customizing them to reflect your unique brand!

Where to Create Your Online Travel Waiver Form

Okay, I hope this isn't the case anymore, but if you are sending out paper travel waiver forms for your clients to sign, let's stop that. Having clients sign paper forms is sooooooo 2012. ;)

Our free travel waiver form from the previous section shows you how handy and professional an online waiver can be. But . . . if you're more of a DIY-er and want to build your travel waiver from the ground up, no problem! (But ours is pretty darn good so make sure to check it out.)

Here's our recommendation for online form creators:

• Jotform - My personal fav and the one we use at Host Agency Reviews. It's the one I highly recommend because it is a zillion times more powerful than any other form builder out there. And it does everything you'll need (including getting client signatures)... for free!
• Cost: Free Plan (downside? Very little. The free plan comes with everything the paid plans offer as well as unlimited fields. It even includes e-signatures and payment integrations for clients!) The next plan up is the Bronze Plan: $24/month (annual plan). We used JotForm to create all of our form templates for our Free Travel Agent Forms article.
• Wufoo - Another option out there. I did use Wufoo but changed over to JotForm because of its features and lower price point. As of July 2020, Wufoo doesn't have an electronic signature option without you having to use a third party.
• Cost: Free (downside? No e-signature option so it's not an option for forms where you need the client's signature). Ad Hoc Plan: $14.95/mo ($129/yr) gives you more forms and fields, but still no e-signature.

We have used Cognito Forms in the past (before we discovered Jotform), but had a pretty terrible experience with their customer service and no longer recommend them.

If you know of any other options or have thoughts on the above, I'd love to hear them in the comments below!

Working with a Travel Attorney to Customize Waivers and Disclaimers for Your Agency

Now, we spoke with multiple travel agencies on how they protect themselves with travel waivers. There is A TON of value in the cumulative knowledge from agencies that have already ‘been there, done that.’ In the end, though, they're travel advisors and not travel attorneys.

The needs of an adventure-focused travel advisor will not be the same as those who focus on student group travel. Who can help you finetune your travel waivers and disclaimers? A travel attorney. So just to be safe, I’d recommend getting a travel attorney to look at your final waiver .

According to Wright "Travel attorneys will customize the waiver to your locale, ensure that it is complete, and advise you on issues that are important that you may not have thought about (e.g., “forum selection,” “venue, and “choice of law”). An experienced travel attorney will be an invaluable part of your advisory team. They can help you avoid issues and respond to any problems that do come up."

The Icing on the Cake: 40+ Travel Checklist and Tips

Julie, the owner of an agency specializing in Europe, shared the amazing "Overseas Travel Checklist and Tips" form she sends to clients. It’s an amazing source of information and exactly how you can show your value as a travel agent, by giving them a little extra.

The best part? You create it one time and clients continue to be thankful for the extra resources you're providing to them for all eternity! Win-win.

And heck, we like lots of icing on our cake! So here's some more:

Sending waivers is helpful, but a signature of acknowledgement is your best defense.

Travel attorney Jonathan Howe says that simply sending the waivers is helpful if you ever need to defend yourself, but a signature of acknowledgment is really your best defense. He also recommended sending an acknowledgment with a copy of the waiver. It doesn’t need to be complex, just a “Thank you we received your waiver, a copy of which is attached”.

One of the advantages of signing up for an online form maker like JotForm is that they can send auto-emails to you and the client, acknowledging you've received the form.

And you know, we just can't help ourselves. Here are more awesome legal resources for your travel biz:

• Creating online waivers with electronic signatures is a great way to actually get your clients to fill out your waivers. Here's how to do that plus loads of other free travel agent forms (for free).
• If you want more formal advice, we have a list of travel industry lawyers , which includes free legal documents for agencies.
• Lastly, HAR's resources page is great for finding our most popular articles and other travel agents' resources-- check it out!  
• Check out Travel Lawyer Mark Pestronk's free legal document templates here
• Here's a fantastic guide by Managed Insurance Services on limiting your agency's liability . This baby is written in plain English. *high five* (Thanks to Joe Matteis for sharing)

Wow. Thank You!

A huge and humbled thank you to Chun T. Wright who offered her legal expertise in the latest update of this article. We also offer major trophies to the advisors who let us take a peek behind the curtain for their excellent waivers. Jodie Swartz Jones, Nyla Bridges, and Julie Lay Conway shared their various waivers, disclaimers, and checklists for this article.

How amazing is it that agents shared their travel waivers to help other agencies be better protected? If you want to give them a shout-out, if we missed something important in this article, or if you want to pass along the kindness and share your travel waiver, let us know in the comments below!

If you still have questions, drop us a line , join the conversation in the comments below, or connect with me on  Facebook and  Twitter .

Editor’s Note: This article was originally published in January 2013 and was completely updated and revamped on publish date listed. Enjoy!

•  Speaking of covering yourself, I need an obligatory disclaimer here! I am not an attorney.  I aggregated this info from first-hand experience and other industry sources to create a resource that would help agents gain base knowledge. It does not guarantee protection against lawsuits from clients. All info is accurate to my knowledge but the information given should be fact-checked and never be considered legal advice. ↩

About the Author

Steph grew up in the travel industry. She worked with thousands of agents in her role as a former host agency director before leaving in 2012 to start HAR. She's insatiably curious, loves her pups Fennec and Orion, and -- in case you haven't noticed -- is pretty quirky and free-spirited.

If you’re looking for Steph, she leaves a trace where ever she goes! You can find her on Facebook, Instagram, LinkedIn and Pinterest as 'iamstephly'. 🙂 She doesn't do TikTok as no one would ever see her again.

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• Admission Forms

Form I-192: Application for Advance Permission to Enter as Nonimmigrant

What is the purpose of this form.

Form I-192 allows inadmissible nonimmigrant aliens to apply for advance permission to temporarily enter the United States.

Grounds of inadmissibility can be found in the Immigration and Nationality Act (INA) section 212(a). The statutory and regulatory basis for this form can be found in INA section 212(d)(3)(A)(ii) and Title 8 Code of Federal Regulations (CFR), part 212.4(b); and INA section 212(d)(13) and (14); 8 CFR 212.16 and 17, and 8 CFR 214.11 and 214.14 for T and U visa applicants.  

Who should file this form?

Form I-192 should be filed if you are an inadmissible alien in one of the following categories:

• Inadmissible nonimmigrant already in possession of appropriate documents;
• Applicant for T nonimmigrant status; or
• Applicant for U nonimmigrant status.

Note: If you are seeking admission under the Visa Waiver Program (VWP) under INA section 217, you should NOT file this form. Aliens from VWP countries who are inadmissible must apply for a nonimmigrant visa at a U.S. Embassy or consulate for authorization to travel. You should contact the appropriate U.S. Embassy or consulate if you have any questions regarding your admissibility under VWP.

Note: Do not file this form if you are a T visa applicant who is inadmissible under INA section 212(a)(4)(Public charge) because you are exempt from this ground of inadmissibility.  

Where to file?

• Inadmissible Nonimmigrant Already in Possession of Appropriate Documents: File the application with U.S. Customs and Border Protection (CBP) in advance of the date of intended travel to the United States. Filing of this application is generally done in person at a CBP - designated port of entry or a CBP - designated preclearance office . At this time, CBP-designated Preclearance & Offices are no longer accepting Form I-192 and Form I-212 applications for processing.
• Special Instructions for Citizens of Palau, the Federated States of Micronesia, or the Marshall Islands: You may contact the nearest consulate of the U.S. Department of State to receive instructions on where and how to submit this form. You may also receive filing instructions by e-mailing the CBP/Admissibility Review Office (ARO) at [email protected] . Attorneys should address their inquiries to: [email protected] . Beginning Mid-2019 you will be able to file and pay for your Form I-192 application online using the Electronic Secured Adjudication Forms Environment (e-SAFE) . Nonimmigrants who electronically filed via e-SAFE and completed biometrics at ports of entry will receive a confirmation email when the application is submitted to CBP. e-SAFE will allow you to check the status of your application, receive electronic communications, and receive electronic notification of a decision. Processing times will range from 90 to 120 days from the day the biometrics are completed.
• Applicant for T Nonimmigrant Status: If you are an applicant for T nonimmigrant status but you are inadmissible, you must file Form I-192 with U.S. Citizenship and Immigration Services (USCIS) at the Vermont Service Center. The address is: USCIS-Vermont Service Center, 75 Lower Welden Street, St. Albans, VT 05479-0001.
• Applicant for U Nonimmigrant Status: If you are an applicant for U nonimmigrant status, regardless of whether you are currently present in or outside the United States, and if you are inadmissible, you must file Form I-192 with USCIS at the Vermont Service Center. The address is: USCIS-Vermont Service Center, 75 Lower Welden Street, St. Albans, VT 05479-0001.

What must be submitted with the application?

The Form I-192 application package must include the following documentation:

• Evidence of your Citizenship.
• Completed Form I-192 signed and submitted by you (no copies).
• A properly executed Form G-28 must be included with the application if you have retained an authorized person to represent you on this specific application.
• U.S. Fingerprint card FD-258 or an electronically captured fingerprints that will be completed by a U.S. CBP Officer at the time of submission of your application.
• Form G-325A is not needed when filing the most recent version of the Form I-192. However, the ARO will continue to accept older versions that still require a Form G-325A completed and signed by you.
• If you have a criminal record in any other country's court system, you must obtain a copy of the applicable record or an official letter from the court of jurisdiction stating the reason why a copy of the record is not available.
• Canadians: To obtain verification of your criminal record or evidence of a lack thereof from the Royal Canadian Mounted Police (RCMP) by submitting your fingerprints on Form C216C. The returned Civil Product and any accompanying records must be dated and endorsed by the RCMP within 15 months of submission with your Form I-192. For instructions, addresses and payment information, please visit the RCMP website . Do not submit the Form I-192 application until you have obtained the documents from the RCMP. Incomplete packages will not be processed.
• A copy of the official court record from the actual court of conviction indicating plea indictment, conviction and disposition for each and every crime committed anywhere in the world.
• If you are inadmissible to the United States because of a criminal conviction, you should submit a statement in your own words, signed by you, explaining the circumstances of each arrest, conviction, and sentence or fine imposed. In addition, you should submit any evidence or explanation of your reformation of character or rehabilitation such as counseling or rehabilitation programs completed, current employment, marital status, community service etc. or any other information you wish to be considered and you believe strengthens your request.
• If you are inadmissible for one of the Health Related grounds identified in the INA, e.g., drug user or addict, you will need to provide evidence of treatment/rehabilitation. Such evidence shall include, but may not be limited to, the following: A recent drug test; credible, verifiable evidence related to rehabilitative history; statement from the applicant making clear his/her commitment to refrain from unlawful use of controlled substances, credible, verifiable evidence outlining subject's program for substitution therapy/treatment and/or continued care relative to his/her drug use/addiction if allowed to enter the United States.
• Current foreign employment.
• Previous U.S. employment.
• Family members presently living in the United States.
• Past and current United States and/or foreign business investments.
• Any and all ties you have to your present foreign country/residence.

Application Filing Fee

Bank drafts, cashier's checks, certified checks, personal checks and money orders must be drawn on U.S. financial institutions and payable in U.S. funds. The fee should be made payable to U.S. Customs and Border Protection (CBP). CBP accepts credit cards at all CBP ports of entry that accept payment. Accepted cards include Visa®, Mastercard®, American Express®, and Discover® Network. Updated application fee information can be found at U.S. Citizenship and Immigration Services website or by contacting the port of entry or preclearance office where you will be submitting your application.  

Application Status Inquiries

The CBP Admissibility Review Office (ARO) is currently receiving a high volume of applications. Please allow at least 180 days from the date of submission of your Form I-192 before making an inquiry about the status of your application. A full review of your circumstances can take up six months or longer. You may ask for an update by emailing [email protected]. Attorneys or a properly designated representative may ask for an update by emailing [email protected] . Be sure to provide your full name, DOB.  

Address Changes

Please note that CBP decisions and requests for evidence or additional information will be sent to the address you provide on your application. Failure to respond to a CBP request can result in an application being denied. Hence, if you change your address while a Form I-192 application is pending with CBP, you should inform CBP of your new address. You can accomplish this update by sending a letter with your biographic information and both your old and new addresses to U.S. Customs and Border Protection, Admissibility Review Office, 22685 Holiday Park Drive, Suite 10, Sterling, Va. 20598-1234. You can also email updated information to [email protected]. Attorneys and other accredited representatives can notify the ARO on behalf of their clients by regular mail or by e-mail via [email protected] .

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COVID-19 Flight Waivers and Refund Policies by Airline

See recent posts by Ricky Radka

With uncertainty surrounding the novel coronavirus (COVID-19) situation stateside, many U.S.-based carriers are relaxing ticket restrictions to give passengers a little peace of mind when booking flights for future travel. Flexible policies on flight cancellations and change fees have been applied to select tickets, and most airlines have temporarily waived fees on new itineraries. Here are all the major U.S. carriers’ current change and cancellation rules as they relate to travel during the ongoing COVID-19 situation.

All policies have the most up-to-date info as of: March 31, 2020 .

To see if your upcoming travel has been affected click here for a full list of coronavirus flight suspensions by region and airline .

Coronavirus Waiver Policies by Airline:

American Airlines

Delta air lines, united airlines, alaska airlines, hawaiian airlines, sun country.

• International Carriers

Which US Airlines Are Offering Free Ticket Changes Amid Coronavirus (COVID-19) Concerns?

American Airlines has continued to expand on its initial change fee waiver to offer passengers more flexibility. Currently, any ticket (both domestic and international) purchased between March 1 and April 30, 2020 , including restrictive Basic Economy tickets, will be granted a one-time change without incurring the standard $200 change fee.

American has broadened its waiver policy to include all itineraries purchased before March 1 with upcoming departure dates through May 31, 2020. Customers with previously issued tickets may now have their trips rebooked before December 31, 2020, or 12 months from the original ticket date, whichever is earlier.

Newly purchased tickets must include travel between today and January 30, 2021, and rescheduled trips must be completed within a year of the original issue date. Itineraries may be changed online or by calling reservations, but keep in mind that although the change fee is waived, any difference in the fare price will apply.

It remains unclear if AAdvantage awards are excluded from the waiver policy, (they previously were), so reaching out directly to an AA representative is the best course of action regarding tickets booked with miles.

For all domestic and international travel originally scheduled to depart through May 31, 2020 , all change fees are waived, and you can rebook your trip to the same destination for travel departing before May 31, 2020, with no difference in fare applied. Trips rebooked to the same destination for travel departing between June 1 and December 31, 2020, no change fees will be assessed but a difference in fare may apply. 

Delta has put forth a blanket waiver on all tickets (domestic and international) purchased between March 1 and April 15, 2020 , allowing for multiple alterations free of change fees. Tickets purchased during this travel window are permitted changes for up to a year from the date of original purchase.

In all instances, ticket changes can be made online under the My Trips section of Delta.com, a change fee may initially display, but after selecting the new travel dates, it will disappear on the checkout page. Like all other carriers, a fare difference may apply.

Alternatively, if you choose to cancel your trip outright, the value of your ticket may be credited on a future Delta flight up to one year from the original purchase date.

SkyMiles award ticketed during this period are not clearly listed as part of the policy, so reaching out to a Delta representative is the cautious approach. For more information on travel regarding other affected regions, view Delta’s policy here .

Related: COVID-19 Flight Cancellations by Region and Airline

Customers can book confidently knowing that change fees on United flights will be waived for all itineraries purchased between March 3 and April 30, 2020, no matter the fare class. Tickets booked during this period are eligible for a one-time change to a flight of equal or lesser value valid over a period of one year from the original issue date of the ticket. For example, a ticket purchased on March 29, 2020, can be rescheduled through March 29, 2021. If the future flight is less in price, no residual value will be given; however, if the price is higher, customers will be required to pay the difference in cost.

Additionally, United has extended its waiver policy to include all itineraries purchased on or before March 2 with upcoming departure dates from today through May 31, 2020. Customers with previously issued tickets may now have their trips rebooked before December 31, 2020, or 12 months from the original ticket date, whichever is earlier. 

Customers who decide to cancel tickets booked in the listed purchase period can do so with no additional charges. Ticket values will be apples in the form of credit for use on future United flights within 12 months of the ticket’s original issue date.

It has now been reported that United is redepositing award tickets free of charge and taxes being refunded on most award tickets. Contacting United directly and asking them to waive redeposit fees is the best plan of action until exact guidelines are stated on the United site.

Epidemic or not, Southwest has never charged change or cancellation fees . Customers who would like to change a flight itinerary on Southwest will only be liable for any fare difference (customers with travel through April 30, 2020, may now change their tickets without paying a fare difference) . Southwest even offers a credit if the price drops after you have booked.

If you opt to cancel your reservation altogether, Southwest will issue a credit to your “travel fund” for use on a future flight within one year of the date of issue. Customers with funds that have expired or are set to between March 1 and May 31, 2020, will now expire on June 30, 2021.

After issuing the first fee waiver policy among major U.S. airlines, JetBlue has expanded its policy to passengers with existing itineraries with upcoming departures scheduled to commence through May 31, 2020, are now included in JetBlue’s fee waiver program. Flights may be rebooked for travel through October 24, 2020.

Additionally, customers who purchased tickets between now and April 30, 2020, may cancel or change flights free of charge for travel through October 24, 2020. Tickets purchased between March 6 and March 26, 2020, can rebook through September 8, 2020.

Cancellations will be refunded in the form of a credit toward the passengers JetBlue’s Travel Bank, and valid for one-year on future JetBlue travel. Refunds apply to all fares, even JetBlue’s most restrictive Blue Basic fares and also JetBlue Vacation Packages booked with the carrier. Changed tickets will still be subject to the cost of the fare difference, and only one rebooking is permitted.

Flights purchased with TrueBlue points will be redeposited free of charge. However, taxes paid on award tickets will be credited to the customer’s Travel Bank.

Related: 7 Must-Pack Items to Keep You Healthy While Traveling

Alaska Airlines has revamped its initial “peace of mind” policy to include a larger travel window for all tickets purchased between February 27 and April 30, 2020 . Select tickets purchased between those dates may now make a one-time change or cancel through February 28, 2021 .

Customers holding an itinerary with upcoming travel through May 31, 2020, now qualify for Alaska’s no change or cancellation fee policy, regardless of the booking date.

However, the previous separate restrictions still apply to Saver Fares.

Saver Fares purchased before April 30, 2020, for travel through February 28, 2021, are only eligible to cancel and redeposit funds into Alaska’s My Account wallet. Changes not permitted.

All other fares, including non-refundable First Class or Main fares booked before March 31, 2020, are entitled to a one-time date change at no extra cost (a fare difference may apply). Or free cancellation in which the value of the ticket will be deposited into a My Account travel wallet.

Mileage Plan award tickets qualify for Alaska’s updated cancellation policy and will be refunded and redeposited free of charge.

Hawaiian Airlines policy allows for waived change fees for new flights purchased between March 1 and May 31, 2020 . Itineraries purchased during the window are entitled to a one-time date change to a future flight beginning before December 31, 2020. A fare difference will be collected for the price of the new trip, and customers must contact Hawaiian at least 24-hours before departure for waived fees.

Customers with any existing booking made prior to March 9 with upcoming departure dates between today and May 31, 2020, are now included in Hawaiian most updated policy. Guests holding previously issued tickets may now have their trips rebooked for travel commencing no later than December 31, 2020.

Award flights ticketed with HawaiianMiles may be redeposited without any fees. Other location-specific information about fee waivers to Asia, French Polynesia, Australia, and New Zealand can be viewed here .

Related: Strategies to Get a Refund on a Non-Refundable Airfare

In the wake of other low-cost carriers introducing flexible travel policies, Spirit has released a program allowing customers that need to alter their travel plans a one-time free modification. Fare differences will apply, and the best method to make these changes is to call or text Spirit’s Guest Care lines listed below:

• Call (801) 401-2222
• Text: 48763
• Text via WhatsApp to (801) 401-2222 with “Hello”

Customers wishing to cancel their trips altogether have the option to receive a reservation credit for the full value amount of their ticket. Credits are valid for up to 6 months from the issue date.

Flights to select destinations in Latin America and the Caribbean served by Spirit have imposed travel restrictions on incoming passengers. If you have upcoming travel to Aruba, Colombia, Costa Rica, Dominican Republic, Ecuador, El Salvador, Guatemala, Haiti, Honduras, Jamaica, Panama, Peru, or St. Maarten, view each country’s travel restriction and code to contact Spirit about refunds or changes.

As a standard policy throughout the year , change fees are waived for Frontier passengers as long as they make alterations to their itineraries at least 60 days or more before departure. But amid concerns of the epidemic and travelers wishing to change travel plans on shorter notice, Frontier has implemented increased flexibility to the current policy . Passengers with tickets issued prior to March 10, 2020, with upcoming travel scheduled between today and May 20, 2020 , are granted a one-time change to their itinerary without incurring change or cancel fees.

Customers booking new tickets between today and April 15, 2020 , will also qualify for the one-time waiver to change or cancel free of charge.

On flight changes, travel must be completed before November 9, 2020, and will be subject to a price difference. If the flight is lower in price, no residual value will be returned to the customer. Passengers who prefer to cancel an itinerary will receive the full cost of the ticket to be used toward the purchase of another Frontier flight within 90 days of the cancellation. All changes must be made at least 24-hours before the flight’s scheduled departure time, and the easiest way to make adjustments to tickets is by dialing Frontier directly at (801) 401-9000.

Related: New No Change Fee Policy on Frontier Airlines

COVID-19 situation or not, Sun Country allows customers to change their trip reservation online free of charge as long as the departure date is 60 days out or more. However, due to the current situation, Sun Country will permit passengers with flights scheduled through May 31, 2020 , to change or cancel tickets without fees . Flyers holding itineraries that qualify should call Sun Country directly at (651) 905-2737 between the hours of 6:00 am – 11:00 pm CDT, to make alternative travel plans. Passengers with international travel onboard Sun Country should view this page to view location-specific information about final flight operations and border closings.

There are no set waiver dates listed by Allegiant regarding which tickets may be changed or canceled, just simply that customers are allowed a one-time change without incurring additional fees. Passengers who wish to make changes to existing reservations are asked to call Allegiant’s Customer Care Center (702) 505-8888, email, or reach out via Twitter or Facebook; further instructions can be read here .

Related: The Travel Insurance You Need to Buy and the Kind You May Already Have

Coronavirus waiver policies on international carriers.

• Air New Zealand
• British Airways
• Cathay Pacific
• Copa Airlines
• KLM Royal Dutch Airlines
• LOT Polish Airlines
• Norwegian Air
• Porter Airlines
• Singapore Airlines
• TAP Air Portugal
• Turkish Airlines
• Virgin Atlantic

Those who are traveling in the near future can monitor the spread of Covid-19 in real-time using this map provided by the World Health Organization .

You can find more information on how this virus is transmitted as well as protective measures you can take to stay safe .

Featured image: Shutterstock

All products are independently selected by our writers and editors. If you buy something through our links, Jetsetter may earn an affiliate commission.

This story originally appeared on our sister site airfarewatchdog.com .

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Free Parental Consent Forms for Minors Traveling Alone

While children between the ages of five and 18 can fly by themselves, younger children in this range usually must participate in an airline's unaccompanied minor program (specific age requirements vary per airline).

If your minor child will be traveling domestically, you will typically need to fill out paperwork through the airline's unaccompanied minor program. But if your minor child will be traveling out of the country alone, with one parent, or with someone other than a parent or legal guardian, he will likely need to carry a notarized letter of consent (and perhaps a medical letter of consent) signed by his parents in addition to the unaccompanied minor program paperwork. Use this guide as a helpful jumping off point regarding such letters of consent, but we advise referring to airline and government websites for more specific information. 

What Is a Child Travel Consent Form?

Because of increasing instances of child abduction in custody cases and a growing number of children who are the victims of trafficking or pornography, government and airline personnel are now more vigilant about traveling children. Therefore, your child will likely be asked by an immigration officer or airline staff member will ask for a letter of consent if he or she is traveling without both parents.

A Child Travel Consent Form is a legal document that allows a minor child to travel without both parents or legal guardians present. It can be used when a child is traveling as an unaccompanied minor, or with another adult who is not the legal guardian, such as a grandparent , teacher, sports coach, or friend of the family. It is advisable for all travel and is particularly important when a minor is traveling outside the country .

The document should include:

• Minor's name, birthplace, and passport information
• Permission from the non-traveling parent or guardian, including his or her contact information
• Relevant information about the traveling parent or guardian, including name, custody information, and passport details
• Travel information, such as the destination and start and end dates for the trip. Note that the consent is temporary and specific to this one trip
• Allergy and special needs information pertaining to the child
• Signature of the non-traveling parent who is giving permission for the child to travel

Be aware that specific rules about documentation can differ substantially from country to country, so you should check the U.S. State Department International Travel website for information about the requirements for your destination country. Find your destination country, click the tab for "Entry, Exit, & Visa Requirements," then scroll down to "Travel with Minors."

What Is a Child Medical Consent Form?

If a minor child is traveling without a parent or legal guardian, a Child Medical Consent Form grants authority to a chaperone to make medical decisions. The form grants temporary medical power of attorney to another adult in case of a medical emergency. You've probably filled out such a form in the past for your child's daycare or school, or for field trips, sleepover camp, and other situations.

• Minor's name and birthplace
• Authorized medical treatments
• Health information about the child
• Identity of the person being granted responsibility
• Health insurance information

There are a number of websites that offer free templates for travel forms. Here are some reliable options:

Free Child Travel Consent LetterFrom LawDepot.com

This form takes five to 10 minutes to complete. Answer a few simple questions and then choose to to print or download.

Free Child Travel Consent Letter From eForms.com

This five-step fill-in-the-blank template is straightforward and easy to complete. The user can select his or her home state from a pulldown menu.

Free Child Travel Consent Letter From RocketLawyer.com

Build your document, print it out, sign it and get it notarized to make it legal.

Free Child Travel Consent Letter From LegalTemplates.net

Follow the directions on the site to complete the form. Then e-sign, download, and print your legally binding document.

Required Documents for International Travel With Minors

Southwest Airlines Unaccompanied Minor Policy

Does My Child Need ID to Fly?

How the Airlines Handle Unaccompanied Minors

Parent Authorization Letter for Minors Traveling to Mexico

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Reference letter: Tips for your US Entry Waiver Application

by AllCleared | Mar 3, 2017

Updated April 4, 2022

Applying for a US Entry Waiver requires a character reference letter. This component is a very important part of your application because it helps show the US government that you are a reputable and upstanding citizen who will abide by the laws of the US and it will help convince the border that they should trust you.

It’s best to have three character references to show:

• Evidence of good character
• Gainful employment
• That others trust you

How to write a character reference letter for your US waiver?

A character reference letter helps define your character, so it is imperative that you ask your reference to describe your character in a positive light. Be sure to inform your reference as to why you need this letter to help them write to your strongest attributes and contributions.

Introduction

How the person knows you: In this section, the person will describe your relationship. For example, they may say they know you from work, school, volunteering, community groups, or place of worship. They could also be a friend. It’s best not to use a spouse or family member as a character reference. You want them to appear unbiased. If they know you professionally or through an organization, school or business, have them give their title or role.

How long they have known you: This will help establish that they have some knowledge of your character for a certain period of time.

Body of the letter

In this part of the reference letter, they will give their impression of your character. It’s essential that they give examples of your character and why they feel that way. For example, if your reference says that you are reliable, they could say things like:

• “He is always punctual.”
• “She watches my house and feeds my cat when I’m on vacation.”
• “He hasn’t missed a shift.”
• “She babysat my kids when I had to go to hospital.”

Other qualities they could mention:

• Conscientious
• Hardworking
• Entrepreneurial
• Trustworthy

When you ask your reference to write the letter, make sure to mention some of these words and ask them to use whichever ones best describe you in their write-up.

Sometimes the person will have known you for some time and will know about your arrest. In this case, they may describe how you have changed since that time, but their statements should show a positive transformation. They should not try to deny or minimize what happened.

At the end of the letter, the reference could include some kind of complimentary statement in conclusion. For example,

• “I would not hesitate to recommend Ms. ___________.”
• “I have complete trust in Mr. ___________.”

Who should write the reference letter for US waiver?

These letters are in addition to your employer letter, so you will have to pick people who are not your current employer. For example, you could ask:

• Family friends
• Past employers
• Leaders in your religious community
• Leaders of organizations where you volunteer

Avoid people who may also have criminal records. The more recent the conviction, the harder you should work at finding a person with a good reputation, such as a doctor or other professional.

How should the reference letter be formatted?

Some people will not ask their character references to put their phone and address on their letter. This is because they are afraid the US government will contact the reference. However, a phone number and address can greatly add to the credibility of a reference. In fact, often a reference will include their address or letterhead without being asked as this is proper business style. Don’t worry too much about this. We have never heard of a US official contacting a waiver reference.

It’s preferable for the letter to be typed, but, if not, the reference should write or print as neatly as possible. A date and ink signature is essential. The letter should be short. One or two pages are enough. It does not need a separate envelope as you will be bringing all these documents to the border or airport as one package.

Whatever you do, do not try to fake a reference. Though the US government may not always contact your references to verify, they will figure out quickly that you are trying to deceive them.

If you need help preparing your US Entry Waiver, contact us at 1-866-972-7366 or book free consultation today

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International travel documents for children

See what documents a child needs to travel to or from the U.S. alone or with a parent or relative.

Children traveling to the U.S.

All children, including infants, must have their own travel documents such as a passport or document from a Trusted Traveler Program to enter the U.S. If you travel or are going to travel with a child, consider taking the following documents:

• If the child is traveling with only one of their custodial parents, they must have a letter of consent, preferably in English and notarized, from the other parent or signed by both parents. The letter should say "I acknowledge that my son/daughter is traveling outside the country with [the name of the adult] with my permission."
• If one parent has sole custody of the child, a copy of the custody document can take the place of the other parent's letter.
• Parents who frequently cross the border by land with a minor must always carry a letter of permission from the other parent.

U.S. citizen children traveling abroad

Ports of entry in many countries have security measures to prevent international child abduction . If you are traveling alone with your child, you may be required to present documentation proving you are the parent or legal guardian. You may also need a letter of permission from the other parent for your child to travel. 

If your child travels alone, depending on the country, they may be required to present a notarized letter from both parents or their legal guardian. If a minor is traveling abroad and is not accompanied by both parents or a legal guardian, contact the embassy or consulate of the country you will be visiting and ask about entry and exit requirements for that country.

LAST UPDATED: December 6, 2023

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Update April 12, 2024

Information for u.s. citizens in the middle east.

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The Secretary of State, following consultations with the Department of Homeland Security, has determined that the following categories of interview waivers are in the national interest.  Changes based on that determination are implemented by consular officers, who now have the authority and discretion to waive the in-person interview for:

• First time H-2 visa applicants (temporary agricultural and non-agricultural workers); and
• Were previously issued a nonimmigrant visa in any classification, unless the only prior issued visa was a B visa; and
• Are applying within 48 months of their most recent nonimmigrant visa’s expiration date.

In all cases, applicants must meet certain legal requirements to qualify for an interview waiver.  Implementation of this authority begins January 1, 2024, and will be reviewed annually.  This authority is in place until further notice.

As a reminder, applicants renewing a nonimmigrant visa in the same classification within 48 months of the prior visa’s expiration date continue to be eligible for interview waiver until further notice. 

To be eligible for an interview waiver, applicants must also meet certain criteria, including that they:

• apply in their country of nationality or residence.
• have never been refused a visa (unless such refusal was overcome or waived).
• have no apparent or potential ineligibility.

Consular officers may still require in-person interviews on a case-by-case basis or because of local conditions.  We encourage applicants to check embassy and consulate websites for more detailed information about visa application requirements and procedures, and to learn more about the embassy’s operating status and services. 

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International Certificate of Vaccination or Prophylaxis (ICVP)

How to fill out an icvp, how to reissue an icvp, vaccine exemptions (medical waivers), contraindications to required vaccines, where to order icvp.

International Health Regulations (IHR) allow countries to require arriving travelers 1 to provide proof of vaccination against certain diseases. The International Certificate of Vaccination or Prophylaxis (ICVP), also referred to as the “yellow card,” is the official, internationally recognized document that travelers use to document proof of vaccination for diseases included under the IHR.

Currently, vaccination against yellow fever, and in some instances, polio, must be documented using the ICVP. Travelers should check CDC’s webpage for their destination to learn if vaccination is required before entry.

There are currently no requirements to use the ICVP to document vaccination(s) against coronavirus disease 2019 (COVID-19).

Yellow Fever Vaccine

Some countries require all travelers to show proof of yellow fever vaccination before entering the country. Other countries require proof of vaccination from travelers arriving from countries with a risk of yellow fever virus exposure; for people visiting multiple countries, the order of travel may be important. Travelers should check CDC’s webpage for their destination to learn if yellow fever vaccination is required or recommended before entry.

Yellow fever vaccination (travel) clinics  administer yellow fever vaccine and issue ICVPs to vaccine recipients. The ICVP must be validated with the Uniform Stamp of the center where the vaccine was given. CDC does not issue ICVPs.

ICVPs are valid beginning 10 days after the date of vaccination. Travelers who do not provide a valid ICVP may be denied entry, quarantined, or asked to get revaccinated at the point of entry to a country.

Travelers who received the yellow fever vaccination after December 15, 2007, must provide proof of vaccination on the new ICVP. If a person received the vaccine before December 15, 2007, their original ICVP card is still valid as proof of vaccination against yellow fever.

For more information, visit the CDC Yellow Book chapter: Yellow Fever .

Inactivated Polio Vaccine (IPV)

Travelers should check CDC’s webpage for their destination to learn if polio vaccination is recommended before entry. Even previously vaccinated travelers might need a one-time booster shot before traveling to countries with a risk of infection with polio virus . Travelers visiting a country with a high risk for polio may be required to show proof of vaccination against polio on their ICVP when departing that country.

For more information, visit the CDC Yellow Book chapter Polio and the Polio Vaccine for International Travelers webpage.

Meningococcal Conjugate Vaccine (MenACWY)

Some countries require travelers to provide proof of vaccination against meningococcal disease. Some people who received a previous dose of meningococcal vaccine might need a booster shot. It takes 7–10 days after a person has been vaccinated before they have maximum protection against the disease.

Travelers aged 2 years or older visiting Saudi Arabia for Hajj or Umrah are required to submit proof of vaccination against meningococcal disease administered no less than 10 days and no more than 5 years (or 3 years for polysaccharide vaccine) before their arrival. This proof of vaccination can be documented on an ICVP, but can also be documented elsewhere. For more information, visit CDC’s Yellow Book chapters: Meningococcal Disease and Saudi Arabia: Hajj/Umrah Pilgrimage .

For all required vaccines

(1) Print the traveler’s name exactly as it appears on their passport.

(2), (5), (7) Enter all dates as shown: day (in numerals), month (in letters), year. In the example above, the traveler’s date of birth is correctly entered as 22 March 1960. Do not use DD/MM/YY or MM/DD/YY format.

(3) This space is reserved for the traveler’s signature.

(4) Write the name of the vaccine (yellow fever, polio, meningococcal) in this space. Other vaccinations can be listed on the other side of the ICVP card.

(5) Enter the date of vaccine administration, as shown.

(6) This space is reserved for the clinician’s handwritten signature. A signature stamp is not acceptable.

For Yellow Fever Vaccine

(4) Print “Yellow Fever” in both spaces.

(6) The clinician signing the ICVP can be the yellow fever vaccine Uniform Stamp owner, or another healthcare provider authorized by the stamp owner to administer or supervise the vaccine administration.

(7) The certificate of yellow fever vaccination is valid beginning 10 days after the date of primary vaccination. Add that date to this box along with the suggested wording “life of person vaccinated,” as shown.

(8) Imprint the Uniform Stamp of the vaccinating center in this box.

For Polio Vaccine

(4) Print “Polio” (or “Poliomyelitis”) in both spaces and the specific vaccine that the traveler received in the box.

(6) The clinician administering the polio vaccine should sign their name and indicate their professional status. If transcribing the record of a polio vaccine administered by another clinician in the past 12 months, the transcribing clinician should clearly record the administering clinician’s name and professional status and sign their own name.

(7) The certificate of polio vaccination is valid from the date of vaccination for 1 year.

For Meningococcal Vaccine

(4) Print “Meningococcal” in both spaces and the specific vaccine that the traveler received in the box.

(6) The clinician administering the meningococcal vaccine should sign their name and include their professional status. If transcribing the record of a meningococcal vaccine administered by another clinician in the past 5 years (3 years for polysaccharide vaccine), the transcribing clinician should clearly record the administering clinician’s name and professional status and sign their own name.

(7) For Hajj and Umrah pilgrims, the vaccine must have been administered between 10 days to 5 years (3 years for polysaccharide vaccine) before arrival to Saudi Arabia.

Clinicians may reissue a replacement ICVP to the traveler if they can confirm that the traveler’s vaccine information is accurate.

For All Vaccines

In addition to following all directions in the How to Fill Out an ICVP section, follow these steps to ensure certain sections of the replacement ICVP are correctly filled out

• Date: Enter the date of the original vaccination, not the date of reissuance.
• Signature and professional status of supervising clinician: The clinician who has confirmed the traveler’s information and is reissuing the ICVP should sign.
• Manufacturer and batch no. of vaccine or prophylaxis: Print manufacturer name and lot number.
• For Yellow Fever Vaccine Only: Official stamp of the administering center: The Uniform Stamp of the vaccinating center reissuing the ICVP card should appear in this box.

For international travelers with a medical contraindication to a required vaccine, it is up to the discretion of the clinician to provide them with a medical waiver. Advise the traveler that the destination country might not accept a medical waiver. Acceptance of the medical waiver is at the discretion of the destination country.

To improve the likelihood that border officials at a travelers’ destination will accept a medical waiver and approve entry, travelers should

• Obtain specific and authoritative advice from the embassy or consulate of the destination country or countries.
• Request documentation of requirements for waivers from embassies or consulates and present these, along with the completed Medical Contraindication to Vaccination section of the ICVP.

How to Fill Out an Exemption (Medical Waiver)

Complete and sign the “Medical Contraindications to Vaccination” section of the ICVP. Reasons other than medical contraindications are not acceptable for exemption from vaccination. Yellow fever vaccine providers should validate medical exemptions to yellow fever vaccine using the Uniform Stamp of the yellow fever vaccination center.

Clinicians should also provide the traveler with a signed and dated exemption letter on letterhead stationery, clearly stating the contraindications to vaccination (e.g., age, diagnosis of an immunocompromising condition, allergic reaction). For medical contraindications to yellow fever vaccine, include on the exemption letter an imprint of the Uniform Stamp used by the yellow fever vaccination center to validate the ICVP.

Yellow Fever

Yellow fever vaccine is contraindicated for people with certain underlying health conditions because of the increased risk for serious adverse events. Visit CDC’s Yellow Book chapter: Yellow Fever or the Yellow Fever Vaccine Recommendations webpage.

Do not administer IPV to people who have experienced a life-threatening allergic reaction after a dose of IPV or a severe allergy to any part of this vaccine. For moderately or severely ill people, delay vaccine administration until they recover. Visit the CDC Yellow Book chapter: Polio or the Polio Vaccination webpage for more information on who should not get the polio vaccination.

Meningococcal

MenACWY vaccines should not be administered to people who have experienced a life-threatening allergic reaction after a previous dose of the meningococcal vaccine or a severe allergy to any part of the vaccine. Pregnant people and people who are moderately or severely ill should talk with their healthcare provider before receiving the vaccine. Visit the CDC Yellow Book chapter: Meningococcal Disease or the Meningococcal Vaccine webpage for more information on who should not get the meningococcal vaccine.

ICVPs are available for purchase from the Government Printing Office bookstore. Individual copies are not available. To order, please visit U.S. Government Bookstore or call toll-free (866) 512-1800. Packages of 25 are available for $25 for the United States and $35 for international. Delivery time for orders varies based on shipping options. To have orders mailed via a shipping service, please place your order by phone.

1 Arriving travelers include people in transit on connecting flights.

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Travel Waivers

Process to obtain a Travel Waiver for your organization's event:

Organizations who wish to obtain a waiver of overnight travel expenditures for those attendees who wish to participate in a multi-day conference can do so by writing to the Commissioner of Education and include the details of the event as indicated in N.J.A.C. 6A:23A-7.11.

Upon review of the information submitted, waivers will be granted for those who demonstrate that the conference will offer content that will be broad and multi-disciplinary in scope, incorporate content offerings from numerous specialty areas, and includes important professional development opportunities and/or required training.

Please note that if a waiver of the prohibition on overnight travel is granted pursuant to this section, it shall permit reimbursement for travel expenses for only those individuals whose home to convention commute exceeds 50 miles.

Requests can be sent to:

Commissioner New Jersey Department of Education P.O. Box 500 Trenton, NJ 08625 [email protected]

Please allow sufficient time for proper review by the Department.

N.J.A.C. 6A:23A-7.11

(c) The Commissioner shall be authorized to grant waivers for overnight travel for school board members and school district employees to attend in-State conferences. Such waivers will be granted in only extremely limited circumstances, where the sponsoring organization can demonstrate that the conference is broad and multi-disciplinary in scope, incorporates content offerings from numerous specialty areas, and includes important professional development opportunities and/or required training. In addition, the sponsoring organization must demonstrate that the conference's content, structure, scheduling and anticipated attendance necessitate that it be held on multiple consecutive days with overnight lodging. When such waivers are granted, individual school districts or individuals will not be required to submit waiver requests for attendance at these conferences.

1. Sponsors of conferences may submit to the Commissioner a request for a waiver of this prohibition by providing information regarding the conference as follows:

i. The name and dates of the event; ii. Justification for the length of the conference and the necessity to hold events for each day beyond the first day of the conference; iii. Identification of all other conferences sponsored or co-sponsored by the organization (whether single or multi-day) in the previous year; iv. A description of the target audience by position title and/or educational certificate and endorsement; v. Justification of the importance of the target audience attending the event; vi. The cost of registration; vii. A detailed list and description of any activities to be charged to the participants by the sponsor separate from the registration fee such as luncheons, work shops, entertainment, etc., including:

(1) The cost of the activity; (2) Whether participation is mandatory or voluntary; and (3) The purpose such as social, guest speaker, working session, etc.;

viii. A copy of agenda or program for the event; ix. A brief statement that includes the primary purpose of the event and the key issues that will be addressed at the event and their relevance to improving instruction or the operation of a school or school district; x. For training events, whether the training is needed for a certification required for continued employment, continuing education requirements, or requirements of Federal or State law; and xi. In the case of annual events, total attendance and registration cost for previous year.

(d) If a waiver of the prohibition on overnight travel is granted pursuant to this section, it shall permit reimbursement for travel expenses for only those individuals whose home to convention commute exceeds 50 miles.

(e) Overnight travel within the State shall not be eligible for subsistence reimbursement if travel is on the day prior to the start of the conference. Reimbursement shall be prohibited for lodging prior to checkin time for the first day of the event or after check-out time on the last day of the event.

Decisions Issued by the Commissioner on Requests for Waivers

A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

American Orff-Schulwerk Association - Music and Movement Education 7/29/16

Art Educators of New Jersey (AENJ) 8/28/23 | 3/30/22 | 6/12/19 |  8/7/18  |  5/12/17  |  10/4/16

Association of Mathematics Teachers of New Jersey (AMTNJ) 9/18/19  |  9/21/18

Association of Student Assistant Professionals (ASAP) 12/15/23 | 01/13/23 | 12/18/19  |  12/18/18  |  12/8/17  |  12/14/16

Athletic Trainer's Society of New Jersey (ATSNJ) 12/15/23 | 01/23/23

Autism New Jersey 06/22/23  | 07/11/22 |  6/12/19 |  8/15/18  |  5/31/17 |  5/31/16

Advancement Via Individual Determination (AVID) 10/18/19

Capital Area Intermediate Unit (CAIU) 8/23/19  |  11/2/18

Center for Government Services 12/7/18

Children’s Success Foundation 5/10/19

Directors of Athletics Association of New Jersey (DAANJ) 12/01/23  | 12/09/22 | 02/02/22 | 02/05/21 | 11/25/19  |  11/21/18  | 12/8/17  |  12/14/16  |  1/29/16

Future Ready Schools 9/25/17  |  12/23/16

Governmental  Purchasing Association of New Jersey (GPANJ) 5/15/23 | 8/3/22 | 10/13/21 |  2/24/20  | 2/15/19 |  1/12/18  |  1/30/17  |  2/11/16

Law Enforcement Against Drugs, Inc. (LEAD) 12/15/23 | 02/03/23 | 03/17/21 | 02/12/21 | 12/23/19 |  2/19/19  |  1/12/18  |  2/14/17  |  1/19/16

Learning Forward New Jersey 4/6/18

Learning Sciences International 7/17/18  |  7/17/18  |  6/15/17

New Jersey Association for College Admission Counseling (NJACAC) 01/17/23 | 4/14/22 | 2/19/19 |  2/20/18 |  3/2/17

New Jersey Association of Educational Leaders (NJAEL) 04/16/24

New Jersey Association of Health, Physical Education, Recreation and Dance (NJAHPER) 10/20/23  |  10/11/19  |  10/11/18  |  12/19/17

New Jersey Association of School Administrators (NJASA) 11/06/23 | 10/20/23 | 10/2/23 |  10/2/23 |  12/15/22 | 10/27/21  | 8/20/21  | 2/12/21  | 10/1/20  | 8/23/19  | 5/10/19  |  4/23/19  | 11/15/18  | 10/11/18  | 9/5/17  | 8/3/17  | 3/2/17

New Jersey Association of School Business Officials (NJASBO) 9/18/23 | 6/30/21 | 8/23/19  | 8/3/17

New Jersey Association of School Librarians (NJASL) 8/23/23 |  8/3/22 | 8/6/21 |  7/17/19 |  10/17/18  |  8/25/17  |  8/29/16

New Jersey Black Issues Convention 9/27/19

New Jersey Charter Schools Association 7/17/19 |  9/5/17 |  3/3/16

New Jersey Edge 12/8/17

New Jersey Library Association 3/8/17

New Jersey Music Educators Association (NJMEA) 10/20/23 | 8/12/22 | 10/28/21 | 10/29/19 |  1/15/19  |  1/11/17

New Jersey Principals and Supervisors Association (NJPSA) 2/26/24 | 3/1/23 |  8/2/22  | 12/10/21 | 12/4/19  |  7/17/19  |  4/20/18  |  5/3/17  |  5/31/16

New Jersey School-Age Care Coalition (NJSACC) 2/26/24 |  3/16/23  | 2/16/22 |  9/27/19 |  10/23/18 |  9/21/17 |  10/28/16

New Jersey School Boards Association 3/2/22 | 3/8/19 | 1/30/17 |  1/18/17

New Jersey School Buildings and Grounds Association (NJSBGA) 10/20/23  | 9/7/22 |  11/29/21 | 11/8/19 |  12/18/18 |  12/8/17 |  12/14/16

New Jersey School Nutrition Association (NJSNA) 10/21/22 | 7/17/19 |  8/7/18 |  7/28/17  |  7/27/16 | 6/5/23

New Jersey Science Convention (NJSC) 9/6/23  | 8/31/22 | 6/29/21 | 3/20/19 |  4/30/18 |  6/15/17

New Jersey Science Education Leadership Association and New Jersey Science Teachers' Association 8/23/16 |  4/1/16

New Jersey Speech Language Hearing Association (NJSHA) 2/9/24 | 03/16/23

New Jersey State School Nurses Association (NJSSNA) 01/31/24

New Jersey Teachers of English to Speakers of Other Languages/New Jersey Bilingual Educators (NJTESOL/NJBE) 10/20/23 | 10/7/22 |  01/3/22 | 12/9/19 |  10/17/18 |  12/23/17 |  3/23/17

New Jersey Turf Grass Association 11/24/17

Office of Career Readiness 6/13/16

Partners for Connections in Education 2/8/19

Power Schools Users Group - NJ 12/20/18 | 12/8/17 | 1/8/16

Project Lead the Way (Rowan University) 4/30/18 |  5/3/17  |  6/8/16

Rutgers Center for Effective School Practices 6/24/16

Rutgers Center for Government Services 2/26/24 | 03/1/23 | 03/15/22 | 02/28/20  | 1/6/20 |  2/22/19 |  12/18/17 |  12/8/17 |  3/8/17 |  12/14/16

Rutgers University Continuing Studies 2/11/16

School Transportation Supervisors of New Jersey (STSNJ) 11/6/23 |  2/15/23 |  2/2/22 | 1/6/20 |  11/21/18  | 11/9/17 |  12/14/16 |  3/3/16

Science Education Institute 6/15/17

Society of Health and Physical Educators (SHAPE-NJ) 1/23/23 | 10/20/21 | 4/1/16 

Southern Regional Institute and Educational Technology Training Center 11/24/17

Staff Development for Educators 1/6/20

The Ceceilyn Miller Institute for Leadership and Diversity in America 2/9/24 | 2/14/20 | 3/20/19 |  3/12/18 |  2/24/17 | 2/24/16

Countries, economies and regions

Select a country, economy or region to find embassies, country briefs, economic fact sheets, trade agreements, aid programs, information on sanctions and more.

International relations

Global security.

• Australia and sanctions
• Australian Safeguards and Non-proliferation Office (ASNO)
• Counter-terrorism
• Non-proliferation, disarmament and arms control
• Peacekeeping and peacebuilding

Regional architecture

• Asia Pacific Economic Cooperation (APEC)
• Association of Southeast Asian Nations (ASEAN)
• East Asia Summit (EAS)
• Australia and the Indian Ocean region
• Pacific Islands regional organisations

Global themes

• Child protection
• Climate change
• Cyber affairs and critical technology
• Disability Equity and Rights
• Gender equality
• Human rights
• Indigenous peoples
• People Smuggling, Human Trafficking and Modern Slavery
• Preventing Sexual Exploitation, Abuse and Harassment
• Australia’s treaty-making process

International organisations

• The Commonwealth of Nations
• United Nations (UN)
• World Trade Organization

Foreign Arrangements Scheme  

Trade and investment, about free trade agreements (ftas).

• The benefits of FTAs
• How to get free trade agreement tariff cuts
• Look up FTA tariffs and services market access - DFAT FTA Portal
• Discussion paper on potential modernisation – DFAT FTA Portal

About foreign investment

• The benefits of foreign investment
• Investor-state dispute settlement (ISDS)
• Australia's bilateral investment treaties
• Australia's foreign investment policy

For Australian business

• Addressing non-tariff trade barriers

Expo 2025 Osaka, Kansai

Stakeholder engagement.

• Ministerial Council on Trade and Investment
• Trade 2040 Taskforce
• First Nations trade

Australia's free trade agreements (FTAs)

• ASEAN-Australia-New Zealand (AANZFTA)
• Chile (ACLFTA)
• China (ChAFTA)
• Hong Kong ( A-HKFTA & IA)
• India (AI-ECTA)
• Indonesia (IA-CEPA)
• Japan (JAEPA)
• Korea (KAFTA)
• Malaysia (MAFTA)
• New Zealand (ANZCERTA)
• Peru (PAFTA)
• Singapore (SAFTA)
• Thailand (TAFTA)
• United Kingdom (A-UKFTA)
• USA (AUSFTA)
• Trans-Pacific Partnership (TPP)
• European Union (A-EUFTA)
• India (AI-CECA)
• Australia-UAE Comprehensive Economic Partnership Agreement
• Australia-Gulf Cooperation Council (GCC)

Trade and investment data, information and publications

• Fact sheets for countries and regions
• Australia's trade balance
• Trade statistics
• Foreign investment statistics
• Trade and investment publications
• Australia's Trade through Time

WTO, G20, OECD, APEC and IPEF and ITAG

Services and digital trade.

• Service trade policy
• Australia-Singapore Digital Economy Agreement
• Digital trade & the digital economy

Development

Australia’s development program, performance assessment.

• Development evaluation
• Budget and statistical information

Who we work with

• Multilateral organisations
• Non-government organisations (NGOs)
• List of Australian accredited non-government organisations (NGOs)

Development topics

• Development issues
• Development sectors

2030 Agenda for Sustainable Development

• Sustainable Development Goals

Where we deliver our Development Program

Humanitarian action.

Where and how Australia provides emergency assistance.

People-to-people

Australia awards.

• Australia Awards Scholarships
• Australia Awards Fellowships

New Colombo Plan

• Scholarship program
• Mobility program

Public diplomacy

• Australian Cultural Diplomacy Grants Program
• Australia now
• UK/Australia Season 2021-22

Foundations, councils and institutes

• Australia-ASEAN Council
• Australia-India Council
• Australia-Indonesia Institute
• Australia-Japan Foundation
• Australia-Korea Foundation
• Council for Australian-Arab Relations (CAAR)
• Council on Australia Latin America Relations (COALAR)

International Labour Mobility

• Pacific Labour Mobility Scheme
• Agriculture Visa

Australian Volunteers Program

Supporting organisations in developing countries by matching them with skilled Australians. 

Sports diplomacy

Australia is a successful global leader and innovator in sport.

A global platform for achievement, innovation, collaboration, and cooperation

About Australia

Australia is a stable, democratic and culturally diverse nation with a highly skilled workforce and one of the strongest performing economies in the world.

Australia in Brief publication

This is the 52nd edition of Australia in Brief, revised and updated in February 2021

Travel advice

To help Australians avoid difficulties overseas, we maintain travel advisories for more than 170 destinations.

• Smartraveller – travel advice

International COVID-19 Vaccination Certificate

Prove your COVID-19 vaccinations when you travel overseas.

• Services Australia

The Australian Passport Office and its agents are committed to providing a secure, efficient and responsive passport service for Australia.

• Australian Passport Office

24-hour consular emergency helpline

• Within Australia: 1300 555 135
• Outside Australia: +61 2 6261 3305
• Getting help overseas
• Visas for Australians travelling overseas
• Visas to visit Australia

Requests to waive travel bans

What if i want to request a travel ban be waived.

The Department of Home Affairs is responsible for implementing all visa restrictions in respect of travel bans listed under Australian sanctions law. This includes autonomous travel bans imposed by Australia, as well as UNSC travel bans implemented by Australia through there incorporation into Australian sanctions law.

Any enquiries or requests to waive a travel ban should be made to the Department of Home Affairs. The Department of Home Affairs will liaise with the Department of Foreign Affairs and Trade on any enquiries or requests, as the Minister for Foreign Affairs is responsible for decisions regarding travel ban waivers.

The following table provides a general guide only to the circumstances in which the waiver of a travel ban may be considered: