HOW TO KEEP TRAVEL DOCUMENTS SAFE WHILE TRAVELLING SOLO

Staying organised and keeping track of travel plans and documents is essential for any traveller, especially for solo backpackers who must rely solely on themselves and frequently move from one place to another.

With so many important documents to bring - driving license, passport, insurance, credit cards, travel tickets...it can be stressful to stay on top of everything. And when your passport and money are the main things you need during a long-term backpacking trip, you must know how to avoid the possibility you'll get them lost - or worse, stolen. Trust me; I’ve lived it first hand and you don't want to go through that.

In this blog post, I'll share my personal method of staying organised and keeping track of my documents while travelling long-term around the world.

How to keep your travel documents safe when travelling long-term

You know when you swear you’ve put that thing on the table, and minutes later you can’t find it anymore?

I’m one of those people. I misplace everything. Minutes before checking in at the airport counter, I’m ripping off my bag to find my passport. I know I haven’t forgotten it. I just forgot where I put it.

It gets even worse on the road, when I’m frequently changing places. I tend to forget stuff at hostels. Money, swimming suit, ID...it all happened. And it had to stop.

Three things have helped me deal with my nasty habit:

1) A Google Drive
2) A checklist on Google Sheets
3) A money belt


The Google sheets packing checklist includes all the essential travel documents I need to bring, such as my passport, travel insurance, visa, and vaccination records. I then add hyperlinks to the digital versions of the documents in a Google Drive folder. This way, I can easily access the documents even if I lose the physical copies or they get stolen.

I also include any important information I may need during my trip, such as medical documents and emergency phone numbers. 

When I start packing, I check the boxes on the Google Sheet as I pack my documents. That way, I know exactly what to bring, and I don’t forget any important documents before I take off.

One of the best things about using this system is that I can easily access the travel document checklist and their digital copies in my Google Drive from anywhere in the world.

💡 Tip: Make all document copies available offline so you don't depend on Wi-Fi to access your travel documents.

If you need a free template to create your document checklist like the one pictured on the right, download my free backpacking trip planner.

The money belts saves me the hassle of misplacing my documents. These hidden belts are big and discrete enough to store your passport, visas, driving license, cash and credit cards. I put these documents into the money belt before travelling, and always keep them inside while travelling - and even when I’m not travelling. That way, I never have to look for my documents again; I just need to reach for my money belt. (So try your best not to lose it, otherwise you’re doomed 💀)

💡 Tip: Always wear your money belt on you when travelling in buses, especially in South America, where thieves frequently target solo backpackers. Keep your small backpack on your lap. And never leave your valuables in your larger backpack, which goes in the storage below the bus. Try to sit on the side of the bus where you stored your luggage, so you can keep an eye on it during bus stops.

Here are some other ways to keep your travel documents safe while travelling:

1. Keep a physical travel folder. If you prefer hard copies of your travel documents, you can keep them in a physical travel folder. It can include your passport, visa, travel insurance, and other essential documents. But a physical travel folder takes up space and is a less secure option, especially if your bag is stolen.
   
   
2. Use a travel document checklist. To ensure you don't forget anything important, create a packing checklist before leaving. You could create your checklist on Notion, note-taking apps or a plain Google Doc. I chose Google Sheets so I could directly access the digital versions for each document. But you do whatever works best for you!

Why do I need digital copies of my travel documents when I travel long-term?

There are a few reasons why having a digital version of your documents can help you keep them safe:

• It reduces the need to take your passport out to give details whenever you check in at a hostel or buy a bus ticket. Sometimes, the less you touch your passport, the better. This will reduce the possibility you misplace it or forget to put it back in your secret pocket or money belt.
  
  
• You'll have access to all your documents even if you get them lost or stolen, and you can print them out from an internet café whenever you need them.

💡 Tip: always carry a physical printed copy of your passport and visa in a secure place, such as a money belt. If your digital copies aren't accessible for whatever reason, you'll still have a backup option.

Staying organised and keeping track of travel plans and documents can seem daunting - especially if you tend to lose stuff all the time like me. But with the right system in place, it can be easy and stress-free!