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Thorough preparation makes the difference between stress and peace of mind on the road. The right documents, tickets booked in good time and a well thought-out logistical plan ensure that you make your connections, move your luggage smoothly and don’t waste time improvising. Anyone who starts planning at least four to six weeks in advance avoids surprises and can fully enjoy the journey itself. What exactly should you check before you leave?
Planning a trip starts with the basics: passport, tickets and accommodation. But the difference between a relaxed journey and a chaotic start lies in the details. Which documents do you really need? How much time should you allow between connections? And how do you make sure you have access to routes and bookings even without internet? For anyone planning, for example, train touring holidays, this preparation is even more important. Connection times, station layouts and ticket rules differ from country to country.
Which documents do you need for your trip?
Check at least six weeks before departure whether your ID is still valid. For travel within the European Union, a valid ID card is usually sufficient. For travel outside the EU, a passport is mandatory, and some countries require that your passport is still valid for at least three or six months after arrival.
Keep both digital and paper copies of your most important documents. Think of your ID, train tickets, hotel confirmations and the terms and conditions of your travel insurance. Store these copies in several places: on your phone, in a cloud service and as printouts in your luggage. This prevents problems if you lose your phone or do not have internet access.
Also write down the contact details of your accommodation, insurer and the emergency number of your bank. Keep this information separately, so you can act quickly if you lose your bank card or passport.
‘ Many international train connections, such as night trains, fill up early. ’
How far in advance should you book tickets?
Book tickets for long-distance trains and popular routes four to six weeks in advance. This increases the chance of getting affordable fares and reservable seats. Many international train connections, such as night trains, fill up early.
Check for each route whether a seat reservation is recommended or compulsory. This differs per country and type of train. In France, Italy and Spain a reservation is often mandatory. That especially applies to high-speed trains. In Germany and Austria it is usually optional, but still wise in the high season.
Keep all ticket confirmations in one clearly organised folder on your phone. Also take screenshots or download PDF files for offline use. That way, you always have access to your tickets, even if you have no signal or your battery is almost empty.
What should you arrange for accommodation and transfers?
Book overnight stays for days with early arrival, late arrival or complicated connections. This prevents you being left without a place to sleep after a long travel day. Check whether your accommodation is easy to reach from the station and whether a transfer is needed.
Store the address details and contact information of each hotel or apartment in an offline note. Also write down whether there are specific check-in times or key collection procedures. This saves searching and frustration on arrival.
How do you plan connections and logistics smartly?
Allow enough time between connections, especially at large stations. Plan at least an extra 10 to 15 minutes for domestic connections and 20 to 30 minutes for international ones. Major hubs such as Paris Gare de Lyon, Munich Hauptbahnhof or Milan Centrale have long walking distances and several levels.
Check station maps and platform locations in advance. Some stations have separate platforms for regional and international trains. Others have platforms that are far apart. You can often find this information on the website of the national rail company or in train travel apps.
Adapt your luggage to train travel. Choose a compact suitcase or backpack that you can easily lift and move. Large hard suitcases are awkward in busy trains and on stairs. Take into account the luggage racks on the train and the limited space near seats.
Which apps and offline information are useful?
Download train travel apps such as Rail Planner, DB Navigator or Trainline before you leave. These apps show the current timetable, delays and platform information. Check whether the app works offline or download the most important routes and timetables in advance.
Also save routes and stations in an offline map. Apps such as Google Maps or Maps.me offer offline maps. This way you can always find your way, even without internet.
Make a clear checklist with the most important travel information:
- Departure and arrival times
- Station names
- Connection times
You can save this document as a PDF or print it out, so you always have a backup in case of technical problems.
How do you double-check everything just before departure?
Carry out a final check 24 hours before departure. Go through the following points:
- Are all tickets visible in your app or as PDFs on your phone?
- Are your passport or ID card, bank card and insurance details within easy reach?
- Are departure station, departure time, platform and connection times still correct?
- Is your luggage compact enough for stairs, lifts and short connections?
- Are all your overnight stays confirmed and do you have the addresses to hand?
Also check whether there are any current disruptions or delays on your route. You can do this via the rail company’s app or via specific travel websites. Adjust your travel schedule where necessary.
What do you take with you for the journey?
Pack a small set of essentials for comfort and safety. Take water and snacks with you, especially for long routes without a buffet car. Bring a charger and power bank so your phone and other devices can be charged on the way.
Take a small medical kit with paracetamol, plasters and any personal medication. Also take earplugs or headphones, especially for night journeys or busy trains. A light jumper or scarf is useful, as the temperature on trains can vary.
Keep valuables close to you and spread them over several places. Don’t put your passport and tickets all in one bag or pocket. This reduces the risk if something is lost or stolen.
‘ Booking early often gives you better prices and more choice of seats. ’
How much time should you allow for international train journeys?
Schedule four to six weeks before departure to sort out all the details. That gives you enough time for thorough preparation. You can then compare tickets, book accommodation and check documents. Booking early often gives you better prices and more choice of seats.
Leave room in your planning for unexpected delays or changes. For international journeys, it is sensible not to plan too tightly, because even a minor delay can immediately affect your onward connections. Preferably build in a margin of one to two hours per day.
Which backup plans are sensible?
Note down alternative routes or onward connections in case you miss one. Check in advance which trains still depart later in the day and whether your ticket is valid on other services. This prevents panic and long waits in the event of disruption.
Keep contact details of customer services and information desks of rail companies. For international journeys, these details may differ per country. Store them separately on your phone or write them down on paper.
Make sure your bank card and any credit card work abroad. Ask your bank whether your debit card is automatically enabled for use abroad and whether extra charges apply. Also take a small amount of cash with you for emergencies.
On the Traveler Tips website you will find much more information on route planning, destinations and practical tips for train journeys, car trips and road trips. Discover handy guides, detailed checklists and inspiration for your next trip.
Frequently asked questions
Essential documents are your valid passport/ID, train tickets and any seat reservations, insurance details and – outside the EU – required visas or other border documents. Make both digital and paper copies of everything and save emergency details (contacts, policy number) separately on your phone. While travelling, keep one physical folder with all important papers and in addition a digital folder (e.g. in your cloud or travel app) with PDFs and screenshots for offline use. Spread the truly crucial documents (ID, payment card, backup card) over several, hard-to-reach places in your luggage and clothing.
Use one central place (for example a travel app, shared Google Sheet or folder in your cloud) where you list all your bookings (accommodation, transport, activities) per day or per destination, including times, reference numbers and addresses. Save both the e-mail confirmation and a PDF/screenshot of each booking offline, in a clear folder structure (e.g. 01_Transport, 02_Accommodation, 03_Activities). A few days before departure, check all confirmations again and, if needed, send crucial info (tickets, addresses, reservation codes) to a second channel as well, such as a travel companion or your own e‑mail. During the trip, maintain one “active” daily overview page or note so that you can always quickly see what has been booked and confirmed for that day.
Make sure your car is in good technical condition (tyre tread and pressure, oil and coolant levels, windscreen washer fluid, lights and brakes) and that you have valid documents with you (driving licence, registration certificate, insurance certificate, green card if required). In many European countries, warning triangle(s), high-visibility vests for all occupants and a first-aid kit are compulsory; in some countries a fire extinguisher, spare glasses or spare bulbs as well. Check per country whether winter tyres or snow chains are seasonally mandatory and whether there are environmental zones for which you need a vignette or sticker. Keep all safety items within easy reach in the car and test lights and emergency equipment just before departure.
Plan your route with a travel app (e.g. NS, DB Navigator, Google Maps) and look at several options in advance, so you always have an alternative. Build in extra time as standard for connections and arrivals, so that a minor delay doesn’t immediately throw your schedule off. Download your tickets and route information for offline use and write down important times and stations on paper or on your phone. Decide in advance that, in case of delay, you will immediately consult the app for the next feasible connection and adjust your planning accordingly.
