Holiday Planning with Foster Children: Passports, Consent and Insurance

Family breaks—whether a weekend in Wales or a week abroad—can be brilliant for confidence, relationships and new experiences. For foster families, though, trips need a little extra planning so that passports, travel consent and insurance are all squared away early. Here’s a clear UK-focused guide you can follow step by step.

1) Start with status: who can give permission?

Before you book, check the child’s legal status and delegated authority. This tells you who can agree to travel and sign forms.

• Section 20 (voluntary) accommodation: Birth parents keep parental responsibility (PR). You’ll usually need the parent(s) to consent to travel, plus the local authority’s agreement.
• Care order / interim care order: The local authority shares PR and typically decides about travel. Your delegated authority document should spell out who can agree to UK trips, overnights, and overseas travel.
• Specialist arrangements (parent & child, secure placements, court orders): Always check any restrictions (e.g., supervised contact or prohibited steps).

Ask your supervising social worker (SSW) to confirm in writing:

1. whether travel is approved,
2. who signs passport/consent forms, and
3. any contact arrangements to maintain while away (e.g., scheduled calls).

2) Passports: do not leave this late

A) Does the child already have a passport?

If not, you’ll need to apply well in advance. In most cases, the person(s) with PR must sign the application. Your SSW can help coordinate signatures, supply covering letters, and confirm identity/address if needed.

Tips:

• Photos: Use a photo service that understands infant/child passport rules (glare, expression, background, head coverings).
• Names: Match the passport to the full legal name on the birth certificate or deed poll. If the child uses a different known name at school, carry evidence of both.
• Lost/expired passports: Flag immediately—replacement or renewal can take longer when PR is shared.

B) For looked-after children, carry supporting documents

Even with a valid passport, carry copies (paper or secure digital) of:

• The delegated authority or placement plan highlighting travel permissions.
• A letter on local authority/agency headed paper confirming you are the foster carer(s) travelling with the child, dates, destination, and return plans.
• Any court orders (care order, prohibited steps, SGO) if applicable.

Border staff rarely ask, but when they do, having a neat folder avoids stress.

3) Travel consent letters: what to include

Airlines, ferry operators and some border authorities may request written consent when a child travels without their birth parent(s). Prepare a travel consent letter signed by the person(s) with PR (or by the local authority where appropriate). Include:

• Child’s full name, date of birth, and passport number.
• Your full names and passport numbers.
• Relationship: “approved foster carer(s)” and the placing authority’s name.
• Travel dates, destination(s), flight/ferry/train details and accommodation address.
• A clear statement authorising you to travel with and care for the child.
• A 24/7 social care duty number and your SSW’s direct number/email.
• Signatures, dates, and—if possible—agency/local authority letterhead and a stamped copy.

Some countries also ask for consent forms in their language; check the destination’s entry rules and your airline’s policies early.

4) Visas and entry rules

If the destination requires a visa for UK nationals or for the child’s nationality (some children may not hold a UK passport), apply in plenty of time. You may need:

• Original or certified copies of birth certificate or court orders,
• The local authority’s letter of authority,
• Proof of accommodation and funds,
• Evidence of return travel.

For multi-stop trips (e.g., connecting through Schengen), check transit rules as well as final-destination rules.

5) Health cover: GHIC, travel insurance and medical consent

A) GHIC/EHIC

For eligible UK travellers in much of Europe, a GHIC (or a still-valid EHIC) can reduce medical costs. It’s not a substitute for travel insurance, but it helps with state healthcare access. Make sure the card matches the child’s legal details and bring it with you.

B) Travel insurance—non-negotiable

Buy a policy that:

• Names the child and each travelling adult,
• Covers pre-existing conditions, medications and mental health support,
• Includes adequate medical, cancellation, curtailment, lost documents and personal liability limits,
• Covers activities you’ll actually do (e.g., water sports, winter sports).

Ask the insurer to confirm in writing that fostering status doesn’t limit cover, and store the policy PDF and emergency contact numbers on your phone and in hard copy.

C) Medical consent and medication

Bring a medical consent letter from the local authority (or those with PR) authorising you to seek treatment for the child while abroad. Pack:

• A current medication list, dosages, and administration times,
• Original prescription labels and a GP letter for controlled medicines or liquids,
• Spare doses split across bags, plus a basic first-aid kit,
• Details of allergies, dietary needs and immunisation status.

6) Safeguarding on the move

A) Risk assessment (keep it practical)

Jot down a short risk plan that covers:

• Airport handovers and supervision in busy spaces,
• Pool/beach rules and water confidence,
• Road safety, car seats and taxi plans,
• Sleeping arrangements (own room/bed, bathroom rules),
• Social media boundaries and photo-sharing consent,
• Contact plan with birth family and SSW while away.

Share the highlights with your SSW so it’s on record.

B) Contact and routines

If there’s court-ordered or agreed contact, coordinate times before you go. Keep routines (sleep, meds, diet) as steady as possible—holidays are fun, but predictability reduces anxiety.

7) Airlines, unaccompanied minor rules and seating

Even when you are travelling with the child, some airlines ask for:

• Proof of your relationship/authority,
• A consent letter for non-parent travel,
• Advance notice for additional needs (e.g., mobility, sensory),
• Seating allocations to keep you together (request early and explain safeguarding).

If a young person is flying without you (rare in fostering), you’ll need the airline’s unaccompanied minor procedure signed off by the local authority—this needs extra time and documentation.

8) Money, documents and privacy

• Keep hard copies and secure digital copies (encrypted phone folder or password manager) of passports, visas, GHIC, insurance, consent letters and contacts.
• Carry a small emergency float and enable overseas spending on your card(s). Record all travel-related expenses for mileage/allowance claims as per your agency policy.
• Respect confidentiality: avoid sharing the child’s personal story with hotels or tour reps; if you need adjustments, use neutral language like “I’m the child’s guardian for this trip.”

9) Packing and practicalities (quick checklist)

• Passports valid for the destination’s rules (some require 3–6 months’ validity).
• Consent letters (travel + medical), delegated authority, key court documents.
• GHIC/EHIC, full travel insurance, insurer emergency number saved on phone.
• Medication (plus spares), GP letter if needed, allergy card translations if helpful.
• Suitable car seat arrangements at destination (hire car or pre-booked transfer).
• Sun protection, hats, suitable swimwear, and activity-appropriate footwear.
• Ear defenders or sensory aids if the child finds busy places overwhelming.
• A simple social story or visual schedule for younger children to reduce anxiety.

10) Claiming costs and recording the trip

Check your scheme for:

• Mileage to airports, parking or public transport fares,
• Passport fees and visa costs (often exceptional payments need prior approval),
• Equipment (car seat hire, travel cot),
• Contact call costs while away.

Keep receipts and note any incidents or health issues in your usual recording—brief, factual, and dated. When you’re back, update your SSW on how the child coped and anything you’d tweak next time.

Final thought

Holidays with foster children can be deeply positive, but they work best when the paperwork is done early and the safeguarding basics are planned with common sense. If you line up passports, consent and insurance first, the rest becomes simple logistics—leaving you free to enjoy the break, build memories, and come home with a stronger bond.