What should a traveler do if they lose their passport before a trip?
Report the lost passport immediately.
- Travelers should contact their country’s passport authority to report the loss and begin the replacement process. This could be a national immigration or foreign affairs office, passport agency, or government department responsible for travel documents.
- Many countries allow online reporting or require a lost passport declaration form.
Apply for a replacement.
- Travelers will need to gather necessary documents, such as proof of citizenship (e.g., a birth certificate), government-issued photo ID, and passport-sized photos.
- They will need to complete application forms via their passport authority’s website and schedule an appointment at a passport office, consulate, or embassy
Request expedited processing if needed.
- If urgent travel is required, check whether expedited services are available.
- Some governments provide same-day or 24-hour passport issuance for emergencies, often requiring proof of travel (flight tickets, hotel reservations, or a business itinerary).
What if a traveler loses the passport during a trip?
Report the loss to local authorities. If the passport was stolen, filing a police report may be necessary for embassy processing or travel insurance claims. Keeping a copy of the police report may help when filing claims.
Contact the nearest embassy or consulate.
- Encourage travelers to use government websites to find their nearest diplomatic mission.
- Many embassies have emergency contacts for lost passport cases.
Gather required documents.
- Travelers should expect to complete a passport replacement application (available online or at the embassy/consulate). They will be asked to provide alternative identification, such as a driver’s license, national ID card, or a photocopy of the lost passport.
- Travelers may need to provide a copy of the police report to verify the loss.
- Travelers might need to provide their own passport-sized photos. The embassy may direct them to local photo services if needed.
Obtain a temporary or emergency passport.
- Many countries issue a temporary or emergency travel document, allowing travelers to continue their trip or return home.
- These temporary passports are typically valid for a short period and may need to be exchanged for a full-validity passport upon return to the home country.
Country-specific guidance for a lost passport
Passport replacement procedures vary by country. Direct travelers to their government’s official travel website for details, including:
- Online reporting for lost or stolen passports
- Embassy and consulate locations
- Emergency traveler assistance
A quick online search using phrases like “replace lost passport [your country]” or “emergency passport [your country]” should lead to the correct resources.
Lost passport: Tips for business travelers
Create digital or physical copies of the passport but be aware of the associated risks with either choice.
- Storing a digitally scanned copy in a secure cloud service, password-protected app or encrypted USB ensures travelers can access passport information without carrying additional physical documents. Digital copies can be vulnerable to unauthorized access if not properly secured.
- In countries requiring ID at all times, a photocopy may suffice instead of the original. Having a physical copy may help expedite the replacement process if a original passport is lost or stolen. But physical copies can be lost or stolen, potentially compromising personal information. They should be kept separate from the original and stored securely.
Use secure storage. Passport and any copies should be stores in hotel safes or other secured locations when the passport is not in use.
Carry backup identification. Many business travelers may not routinely carry additional forms of identification when using their passport; but having them can make replacing a lost passport faster and easier. A driver’s license, national ID card, or trusted traveler card (e.g., Global Entry, APEC Business Travel Card) can help verify identity.
- Digital copies or photos of a government-issued ID (e.g., driver’s license, national ID card) can be stored in a secure, password-protected app or cloud storage.
- Some countries allow for alternative identity verification, such as confirming details through the embassy, employer, or airline records.
- A company-issued ID can also help verify identity, especially if it includes a photo.
- A driver’s license or national ID card can be useful for domestic travel within certain regions (e.g., the EU or Schengen Area) or for verifying identity when dealing with the home country’s embassy or consulate.
- Trusted traveler cards (such as Global Entry, APEC Business Travel Card, or NEXUS) can serve as supplemental proof of identity, particularly when dealing with border authorities.
Register with a traveler program. Many countries offer travel registration services that allow embassies to assist travelers in emergencies. Travelers can search for traveler registration programs on the government’s foreign affairs or travel website.
Why share this guide with your travelers?
A lost passport doesn’t have to derail a business trip. By sharing this guide, you equip your travelers with the knowledge they need to act quickly and confidently. Add it to your company’s travel resources, include it in pre-trip communications, or make it accessible through your traveler support channels.
BCD Marketplace partners: Expert help for passport and visa services
CIBTvisas can process a travel visa or passport request fast; passports often in as little as one day.
G3 securely uploads and stores your vital documents into your client dashboard for future access when needed.
VisaHQ streamlines the travel document process, reducing the time it takes to obtain a visa or passport.
