No one likes to think of the negative things that may happen on a trip - lost wallets, stolen passports, a health emergency.

The truth is, though, that these things can and do happen. In addition to having an excellent travel insurance policy covering cancellations, delays, and medical issues while traveling, it is smart to gather all your essential information in one place (like a worksheet) in case of an emergency. Make sure you have all your important trip details recorded and accessible with the Important Trip Details Worksheet!

This printable is part of my packing series, meant to help you pack more efficiently. The other packing printables are:

NEWSLETTER SIGN-UP: Carry-On Packing List
PART 1: Trip Forecast Worksheet
PART 2: Important Trip Details Worksheet (THIS POST)
PART 3: Complete Packing List

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Overview of the Important Trip Details Worksheet.

Use the Important Trip Details Worksheet to gather all of your important information before your trip for easy reference. This worksheet is not meant to be a recitation of your entire itinerary! Instead, it is supposed to summarize the most important pieces of information needed in an emergency. Think of it this way: If you lost everything - your phone, your wallet, your passport - and all you had was this worksheet, would you be able to get yourself home?

The Important Trip Details Worksheet is divided into four sections - My Information, Logistics and Basic Phrases, Emergency Contacts, and Customs Information.

I recommend keeping a copy with your travel documents and giving a copy (with your itinerary) to your emergency contact.

How To Use the Important Trip Details Worksheet.

Below, I walk you through all the sections of the Important Trip Details Worksheet in detail.

MY INFORMATION

The My Information section comprises of six lines:

Your Full Name

You should record your name exactly as it appears on your passport.

Passport #

It is always a good idea to have a photocopy of your passport with you if it goes missing. However, record the number here in case you misplace both. Having the number here will also provide you an easy reference for filling out your immigration forms on the plane.

Passport Expiration

You'll want to record your passport expiration date as it will be helpful to the embassy if you need to report a lost passport.

Phone #

Be sure to record the best number for your emergency contact at home to reach you while abroad (likely, your mobile number). It should be a functioning number, which may require a conversation with your mobile provider.

Email

Same thing as the phone number, if your emergency contact at home needs to reach you, what email address will you have access to while abroad?

Address

We recommend recording your home address here - again, this is more for your Emergency Contact and the local embassy's reference than for yours. (We'd hope you know where you live.) This is especially important if you've asked your emergency contact to drive by your house periodically to check the mail or confirm it's still standing.

EMERGENCY CONTACTS

EMERGENCY CONTACT AT HOME

You should always have someone at home who would be willing to take a call if something happens abroad and keep a copy of your itinerary (so someone knows where you are while you are traveling). Noting his or her contact information here is a good idea if emergency personnel need to reach him or her in an emergency where you are incapacitated.

EMERGENCY CONTACT ABROAD

What number can your emergency contact at home (above) call to reach you while you are abroad? There are many reasons they might need to contact you - a fire at your house, a sick relative, missing dog. None of these things are pleasant to think about, and while they are unlikely, it's smart to leave this information with your emergency contact at home.

LOCAL EMBASSY INFORMATION

If you ever lose your passport, you will need to know where the nearest embassy or consulate is to get it replaced. Save yourself some headache and record the contact information here - it’ll save you some stress during an already stressful time.

LOGISTICS AND BASIC PHRASES

This section is to help you prepare before you go and while you are traveling.

Time Zone

Do you know how many hours difference there are between home and where you are going? Record that information here - it'll help you prepare for the time difference and be a useful reference while traveling so that you don't call and wake up your friends.

Language

What language do they speak where you are traveling? Taking a few minutes to look this up will help you prepare for your trip.

REligion

Is society particularly religious where you are heading? Researching this will help you prepare how to pack and determine social cues you should be mindful of.

GOVERNMENT

Are you going somewhere with a strong government with rules that differ from home (like Thailand)? It's best to research this before you go so you don't do something that might land you in jail.

TABOOS

Similar to the government and religion lines above, is there anything that is considered taboo or disrespectful? For example, if you have several tattoos and are planning to hit up the onsens in Japan, you will want to bring clothing sufficient to cover your body art - tattoos are tied to Japan's mafia, and you could be denied entry.

Basic Phrases

It should go without saying, but learning a couple of basic phrases (like "Hello," "Goodbye," and "How are you?) in the local language (what you determined above) is respectful and shows that you genuinely value the interactions you are bound to have with the locals. You don't have to be fluent in every language to travel, but you'll find that knowing how to ask for the bill or determine how much something costs will be beneficial while out and about.

CUSTOMS INFORMATION

entry / Exit Air

Arrival flight information is on every immigration form that we have ever filled out, so take a second to gather that information ahead of time. When you arrive, the immigration officer may ask to see your exit flight information, and having that recorded will help make the situation go more smoothly.

Starting ACCOMMODATION

Local accommodation is also a commonly asked question on immigration forms, and unless you pay for plane WiFi, there is no way to look up the address while in flight. Record it all here to make filling out your immigration form a breeze.

Tools I Recommend.

Printer: HP Smart Tank Plus Printer

I love this printer because it can scan, copy, and print in color! It works with Alexa (for those of you with a smart home). Plus, the fact that the ink comes in bottles means less cartridge waste!

Paper: HP Printer Paper

Pens: Paper Mate Gel Pens

Clip Board: Dayna Lee Clipboard Folder

Use this clipboard to fill out your Important Trip Details Worksheet, and then store it away in the folder for reference when you are finished!