How To Properly Use a Travel Consent Letter

Key Takeaways

• A Travel Consent Letter is a document in Canada that confirms a child has permission to travel without one or both parents.

• The letter should be detailed, listing names, destinations, contact info, and signed by all necessary parents, guardians, or other parties.

• The letter must be updated for every trip and ideally commissioned by a notary to ensure authenticity and credibility with border officials.

• Supporting documents like birth certificates, custody orders, or death certificates may be required depending on family circumstances.

• Always check travel requirements for your child’s destination country, as additional documents or signatures might be needed.

• Use NotaryPro’s free template and online notary service to quickly draft and commission your Travel Consent Letter from anywhere.

Allowing your child to travel without you, whether with their school, other parent, or extended family, requires careful planning. You’re likely double-checking their bags, reminding them about snacks, and hoping everything goes smoothly at the airport.

The one thing you don’t want to forget? A Travel Consent Letter. This letter can help avoid delays, protect your child, and ensure a stress-free trip. Here, we break down how to draft and properly use a Travel Consent Letter, so everything is smooth sailing when the time comes.

What Is a Travel Consent Letter?

In Canada, a Travel Consent Letter is a signed document that confirms a child has permission to travel without one or both parents or guardians. This letter is important when a child travels:

• Alone
• With one parent or legal guardian
• With relatives or friends
• As part of a group (e.g., a school team)
• With both parents on departure, but returning with only one parent

While not required, the government of Canada highly recommends having a Travel Consent Letter to simplify the travel process. Border agents, airline staff, or immigration officials may ask to see this letter when a child enters or leaves a country. This letter is critical, primarily since travel checks exist to help prevent international child abduction.

It’s worth noting that travel requirements vary depending on the destination, a child’s age, reason for travel, and who accompanies them. Additionally, parents who are separated or divorced may have an agreement or court order that addresses decision-making authority regarding travel. In any case, a Travel Consent Letter helps confirm that permission was properly given. 

The Purpose of a Travel Consent Letter

A Travel Consent Letter confirms that any parent or guardian who isn’t travelling with their child has given explicit permission for them to travel abroad. More specifically, a Travel Consent Letter serves the following key functions:

• Prevents Travel Complications: It helps avoid travel delays or border refusals, which a child may encounter if not travelling with both parents or guardians.
• Ensures a Child’s Safety: It offers assurance that a child is not being taken out of the country without proper authorization. 
• Provides Critical Information: The letter includes critical information in the event of an emergency. This includes the contact details of individuals accompanying a child and the address where they’ll be staying.
• Meets Certain Foreign Requirements: Some airlines or foreign governments require a consent letter as part of their travel regulations.
• Provides Legal Clarity: This letter helps authorities determine who can make medical or legal decisions on behalf of a child while they’re abroad.

How To Properly Use a Travel Consent Letter

To help ensure your child’s travels are stress-free, it’s essential to use a Travel Consent Letter correctly. Here are a few tips to ensure you use this letter properly:

• Always carry the original commissioned Travel Consent Letter. Photocopies, faxes, or emailed versions could raise doubts about the letter’s authenticity.
• Include as much detail as possible in your Travel Consent Letter. 
• Clearly state the full names of the child or children and parents or legal guardians. 
• Include all addresses where your child is staying, and all names, contact details, and relationships of accompanying adults. 
• To determine what other documents your child may need per the destination country, check with its embassy or consulate in Canada.
• Have your child carry the letter even for domestic trips when one parent isn’t accompanying them.
• Bring supporting documents if you have unique circumstances, such as a court order related to custody, or if one of the parents is deceased.
• Update the letter for every trip instead of using old letters; your letter should always reflect the current journey.
• Have your letter commissioned for added credibility, so authorities are less likely to question its authenticity.

Do Both Parents Need to Sign a Travel Consent Letter?

Signing requirements depend on your family situation. If both parents share legal rights and responsibilities, both must typically provide their consent. For example, if both parents have legal custody but the child is travelling with only one parent, both parents must sign the letter.

If obtaining consent from the other parent isn’t possible — or if the other parent has no legal rights — you should carry official documents to prove your authority. This includes a court order or child custody agreement confirming you have sole custody. If the other parent is deceased, bring the original or a notarized true copy of their death certificate.

Using a Travel Consent Letter When Returning to Canada

Canadian officials may request a Travel Consent Letter when your child returns from abroad. This is especially true if they’re travelling with someone other than a parent or legal guardian. 

At What Age Does a Child Require a Travel Consent Letter?

Anyone under the age of majority (under 18 or 19, depending on your province or territory) should carry a letter. Some foreign countries may still consider an 18-year-old a child, so anyone under 19 should carry a consent letter to be safe.

Using a Travel Consent Letter Outside of Canada

Countries have their own unique rules regarding travel. Some immigration authorities may not recognize the letter on its own, and you might need supporting documentation to accompany it. To ensure you have everything you need, check the Travel Advice and Advisories for your destination country or contact the nearest embassy or consulate for guidance.

Does a Travel Consent Letter Need To Be Commissioned?

The Government of Canada strongly recommends having your Travel Consent Letter commissioned. This process makes the consent letter more credible, and border officials will be less likely to question its authenticity.

You can meet with a notary online to have your Travel Consent Letter commissioned over a quick video call. Here’s what will happen during an online notary appointment:

• You’ll present your ID to the notary, and they’ll verify your identity
• The notary will administer an oath or affirmation to confirm that the contents of your Travel Consent Letter are truthful 
• The notary will ensure you understand what you are signing
• They’ll also ensure you are signing willingly, without coercion
• You’ll sign and date your Travel Consent Letter in real time, and the notary will witness your signature
• The notary will also sign your letter and apply their official seal

Our online notary service makes commissioning your Travel Consent Letter quick and easy — in as little as 7 minutes. You can book an instant appointment or select a time that suits you, including mornings, evenings, and weekends. Savour the convenience of meeting with a notary from your smartphone, tablet, or computer through our trusted platform.

Who Needs To Sign a Travel Consent Letter?

If a child is travelling without one or both legal guardians, every non-accompanying parent or guardian should sign the consent letter. Those required to sign include:

• Biological Parents: If only one parent is going on the trip, the other must sign, regardless of whether you’re living together or married.
• Separated or Divorced Parents: Non-accompanying parents with shared custody, guardianship, or decision-making responsibilities must sign.
• Parents With Access or Visitation Rights: Even if parents don’t share custody, having access or visitation rights requires them to sign the letter.
• Legal Guardians or Caregivers: Foster parents, grandparents, and other appointed guardians must sign the letter if a child is under their care.
• Child Welfare Agency Representatives: If a child is in the care of an agency, a representative must sign the letter to permit the child to travel.
• Surviving Parents: If one parent is deceased, the surviving parent should sign and attach a copy of the death certificate.

Exceptions Based on Court Orders

• Only One Parent’s Consent Is Legally Required: If a court order allows one parent to travel without the other’s consent, carry a copy of that order.
• One Parent’s Whereabouts Are Unknown: If a court has granted you custody and confirms the other parent’s whereabouts are unknown, carry a copy of that court document.

If you’re unsure who is required to sign your letter, check your custody agreement or court order for confirmation. You may also consult with a lawyer to get some clarity before a trip.

Information To Include in a Travel Consent Letter

Your letter should be clear, contain all the correct information, and be as detailed as possible to make it more credible. Be sure to include the following information:

• Your child’s full name, date of birth, and place of birth
• Your child’s birth certificate registration number and issuing authority
• Your child’s passport number, passport’s date of issue, and issuing authority
• The number of children travelling
• The trip details, such as where your child is going, when, and for how long
• Telephone number and email address of your child’s destination (if applicable)
• The full names and contact details of both parents or legal guardians
• The names and relationship of the people travelling with your child
• The accompanying person’s passport number, passport’s date of issue, and issuing authority
• The date the letter was written
• A clear statement that both parents or guardians give permission for the trip
• Signatures from both parents or guardians (if applicable)
• A notary public’s signature and seal

You can use our free Travel Consent Letter template to draft a clear, detailed letter for your child’s trip. Simply populate the required fields, and you’ll receive a perfectly formatted letter in your inbox once you’re done. 

Documents You May Need with a Travel Consent Letter

Keep your Travel Consent Letter and all supporting documents readily accessible during your child’s trip. Border officials may request to see these documents at any point, so having them on hand will save time and stress.

• Long-Form Birth Certificate: This can help confirm the relationship between a child and a parent or guardian signing the letter.
• Court Order Proving Full Custody: Pack this if one parent has full custody and the other doesn’t have access or decision-making rights.
• Death Certificate: This proves that one parent or guardian is deceased, explaining why they cannot sign.
• Court Order Denying Access: If one parent has been legally denied access rights, bring a copy of the order to support this.

Do You Need a New Travel Consent Letter for Every Trip?

The Canadian Government recommends drafting a new consent letter for each trip to emphasize explicit permission for each specific travel period. Using a general consent letter without specific dates, for multiple trips, is discouraged; border officials will likely question its validity. 

However, if your child travels frequently, obtaining a new consent letter each time may be difficult. Consider consulting a legal professional to discuss your options in this case.

Help Your Child Travel Safely with a Travel Consent Letter

Using a Travel Consent Letter correctly depends on your family’s specific situation; you may need different supporting documents for a smooth trip. These might include a long-form birth certificate, custody-related court order, or a death certificate, depending on your circumstances.

Details matter, too, so ensure your letter is complete, clearly written, and properly formatted. Having a well-detailed Travel Consent Letter is one of the simplest ways to help your child travel safely and avoid unnecessary delays.

Are you ready to create yours? Our free Travel Consent Letter template can help you draft a clear, well-detailed letter. Once done, you can quickly connect with a notary public online to have the consent letter officially commissioned in 7 minutes.. 

Schedule your online notary appointment today and be fully prepared for your child’s next travel.