Documents to bring when moving abroad

Keep separate application, travel and settling-in packs

Your visa application pack proves the requirements for a decision. Your travel pack supports boarding and entry under the permission issued. Your settling-in pack helps with work, registrations, housing and school. A document useful for one stage is not automatically required for another.

For each item, write down the recipient, purpose, issuing country, acceptable format, translation rule, issue-date limit if one exists, and who currently holds the original. This prevents two expensive mistakes: obtaining a certificate too early and legalising an entire folder that nobody has requested.

Apostille, translation and certified copy are different jobs

For UK documents, the Legalisation Office checks the relevant signature, stamp or seal and attaches an apostille where appropriate. It does not legalise documents issued abroad. The recipient decides whether it requires an original or certified copy and whether an electronic apostille is acceptable for an eligible document.

Ask about the sequence before paying: the recipient may want a particular translator, a notarised document or an apostille attached in a particular way. Do not assume that a scanned apostille, a notarised copy and a sworn translation are interchangeable.

Order only the service required for the actual issuing country and receiving authority. If a commercial intermediary says something is mandatory, ask for the authority’s instruction. Check current charges and delivery times on the official service rather than budgeting from an old forum post.

• GOV.UK: legalising UK documents and checking recipient requirements

Avoid expiry and name-matching problems

Check names, dates and transliteration across passports, civil records and applications. Where names differ, ask which linking evidence is accepted. Resolve errors with the issuing body rather than annotating an official record yourself.

Police, medical and financial evidence may have route-specific issue windows. Do not assign a universal three- or six-month validity period. Work backwards from the receiving authority’s instructions and allow for issuing, translation, delivery and appointment time.

Use a handover list when a consulate, employer or regulator needs an original. Record how and when it is returned. If the same original is needed by two organisations, resolve that conflict before sending it away.

Travel with access to essentials, not your only copy

Keep required travel documents accessible rather than in checked luggage. Retain secure copies separately and ensure another authorised household member can access shared records if necessary. Do not email a whole identity pack to an unverified property advertiser.

After arrival, add registration receipts, residence evidence, tax identifiers and important correspondence to the same organised record. Germany’s official entry guide specifically separates preparation before travel from applying for a residence permit locally; keeping the receipt does not itself settle what work or travel is permitted.

For a family moving in stages, keep a document inventory for each person. A principal applicant’s approval is not a substitute for the partner’s or child’s permission. Re-check the required evidence before a later family application instead of assuming the original bundle is still current.

• Make it in Germany: entry, insurance and residence-permit sequence