Writing a Grandparents Travelling with Grandchildren Letter (Free Templates)

As someone who has written numerous travel letters for various family situations, I understand the importance of crafting a well-thought-out letter, especially when grandparents are traveling with their grandchildren. In this guide, I will share my unique experience, offer practical tips, and provide three templates to help you write an effective travel letter.

Key Takeaways

  • Purpose of the Letter: Informing about travel plans and ensuring the safety and authorization of grandchildren.
  • Essential Components: Contact information, travel itinerary, medical details, and authorization statements.
  • Templates Provided: Formal, Casual, and Emergency-focused.
  • Tips: Use clear language, include emergency contacts, and personalize the letter.
  • Examples: Real-life scenarios for better understanding.

Why You Need This Letter





A grandparents traveling with grandchildren letter serves multiple purposes:

  1. Authorization: It grants temporary guardianship to grandparents, allowing them to make necessary decisions for the grandchildren.
  2. Medical Information: It provides essential medical details and authorization for medical treatment if needed.
  3. Travel Itinerary: It outlines the travel plans, ensuring everyone is informed and prepared.
  4. Emergency Contacts: It lists important contacts to reach in case of emergencies.

Tips from Personal Experience

  • Be Specific: Include detailed travel plans, accommodation information, and transportation details.
  • Medical Preparedness: Attach a copy of the grandchildren’s medical records and insurance information.
  • Keep It Simple: Use clear and straightforward language to avoid misunderstandings.
  • Personalize: Add a personal touch by including a note expressing your excitement and care.

Template 1: Formal Letter

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Email Address]

[Phone Number]

[Date]

[Recipient’s Name]

[Recipient’s Address]

[City, State, ZIP Code]

Dear [Recipient’s Name],

I am writing to inform you that my spouse, [Grandparent’s Name], and I will be traveling with our grandchildren, [Grandchildren’s Names], from [Travel Start Date] to [Travel End Date]. We will be visiting [Destination] and staying at [Accommodation Details].




We have included all necessary contact information and medical details below for your reference. Should any situation arise requiring immediate attention, we authorize you to take appropriate actions on our behalf.

Travel Itinerary:

  • Departure: [Departure Date and Time]
  • Return: [Return Date and Time]
  • Flight/Train/Bus Information: [Details]

Accommodation:

  • Hotel/Host: [Name and Contact Information]
  • Address: [Full Address]

Medical Information:

  • Doctor’s Name: [Doctor’s Name and Contact Information]
  • Insurance Details: [Insurance Provider and Policy Number]

Emergency Contacts:

  • Parent 1: [Name, Phone Number, Email]
  • Parent 2: [Name, Phone Number, Email]

We appreciate your understanding and cooperation.

Sincerely, [Your Name]

Template 2: Casual Letter

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Email Address]

[Phone Number]

[Date]

[Recipient’s Name]

[Recipient’s Address]

[City, State, ZIP Code]

Hi [Recipient’s Name],

Just a quick note to let you know that [Grandparent’s Name] and I are taking [Grandchildren’s Names] on a little adventure to [Destination] from [Travel Start Date] to [Travel End Date]. We’re super excited and wanted to keep you in the loop.

Here’s what you might need to know:

Our Trip Plan:

  • We leave on [Departure Date] at [Time] and return on [Return Date].
  • We’ll be staying at [Accommodation Details].

Health Stuff:

  • Dr. [Doctor’s Name] is their primary physician, contact at [Doctor’s Contact Information].
  • Their insurance is with [Insurance Provider], policy number [Policy Number].

In Case of Emergency:

  • Contact [Parent 1’s Name] at [Phone Number].
  • Contact [Parent 2’s Name] at [Phone Number].

Thanks for looking out for us!

Best, [Your Name]

Template 3: Emergency-focused Letter

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Email Address]

[Phone Number]

[Date]

[Recipient’s Name]

[Recipient’s Address]

[City, State, ZIP Code]

Dear [Recipient’s Name],

This letter is to inform you that during our travel with our grandchildren, [Grandchildren’s Names], from [Travel Start Date] to [Travel End Date], [Grandparent’s Name] and I will be responsible for their care and decision-making.

In the event of an emergency, we authorize [Recipient’s Name] to act on our behalf to ensure the safety and well-being of [Grandchildren’s Names].

Travel Details:

  • Departure: [Departure Date and Time]
  • Return: [Return Date and Time]
  • Travel Method: [Flight/Train/Bus Information]

Emergency Information:

  • Nearest Hospital: [Hospital Name and Contact Information]
  • Doctor: [Doctor’s Name and Contact Information]
  • Insurance: [Insurance Provider, Policy Number]

Emergency Contacts:

  • Parent 1: [Name, Phone Number, Email]
  • Parent 2: [Name, Phone Number, Email]

We appreciate your understanding and assistance.

Sincerely, [Your Name]

Real-life Example

On one of our trips to Florida with our grandkids, we encountered a situation where having a detailed letter proved invaluable. My grandson developed a sudden ear infection, and the letter we had prepared allowed the local clinic to treat him promptly without any bureaucratic delays. This experience reinforced the importance of having all necessary information and authorizations clearly documented.

Final Thoughts

Writing a grandparents traveling with grandchildren letter is a crucial step to ensure the trip goes smoothly and everyone stays safe. By following these guidelines and using the provided templates, you can create a comprehensive letter that addresses all necessary aspects. Remember to personalize it to reflect your unique situation and always include detailed contact and medical information.

Frequently Asked Questions (FAQs)

Q: Why do grandparents need a travel consent letter when traveling with grandchildren?

Answer: From my experience, a travel consent letter is essential because it serves as formal documentation proving that the parents have given permission for the grandparents to travel with their grandchildren. This helps avoid any legal issues or misunderstandings with authorities.

Q: What information should be included in a grandparents traveling with grandchildren letter?

Answer: Based on my numerous experiences, the letter should include travel dates, destinations, parental consent, medical details, and emergency contact information. Including these details ensures all parties are well-informed and prepared.

Q: Is it necessary to have the travel consent letter notarized?

Answer: In my experience, notarizing the letter adds an extra layer of legitimacy and is highly recommended, as it ensures the document is legally recognized and less likely to be questioned by authorities.

Q: How can I ensure that the travel consent letter is effective?

Answer: From my past experiences, the key to an effective letter is clarity and completeness—make sure it covers all essential information and is written in clear, straightforward language. Always double-check details and have the parents’ signatures verified.

Q: Can the letter be written in any language?

Answer: When traveling internationally, I have found it beneficial to have the letter translated into the local language of the destination country. This helps authorities understand the document quickly and reduces potential language barriers.

Q: What should I do if there are medical emergencies during the trip?

Answer: Having written numerous travel letters, I always include detailed medical information and emergency contacts in the letter. This ensures that medical personnel have the necessary information to provide appropriate care quickly if needed.

Q: Do airlines require a travel consent letter for grandparents traveling with grandchildren?

Answer: In my experience, while not all airlines require a consent letter, having one prepared is a prudent measure. It can prevent any delays or issues at check-in or boarding, as some airlines do ask for proof of parental consent.

Q: How early should I prepare the travel consent letter?

Answer: From my own travel preparations, I recommend drafting the letter at least a few weeks before the trip. This allows ample time for revisions, notarization, and gathering any additional required documents.

Q: What if one parent does not consent to the trip?

Answer: Based on my experiences, if one parent does not consent, it’s crucial to resolve this before the trip as the letter must have signatures from both parents. Without mutual consent, traveling could lead to legal complications.

Q: Are there any specific forms or templates required for the travel consent letter?

Answer: Over the years, I’ve created various templates to suit different needs, but generally, there’s no official form required. However, following a structured template ensures all necessary information is included and presented clearly.