Fitness to travel letters for airlines and insurers

A fitness to travel letter is a medical letter confirming that a person is considered fit to travel. It may be requested by an airline, travel insurer, cruise company, tour operator, visa office or overseas clinic.

This type of letter can be important if you have a recent illness, injury, surgery, pregnancy, ongoing medical condition or need to travel with medication or medical equipment.

When might a fitness to travel letter be needed?

A fitness to travel letter may be requested for:

• flying after surgery
• travelling after illness or injury
• pregnancy-related travel
• travelling with a medical condition
• carrying prescribed medication
• travelling with medical equipment
• cruise travel
• travel insurance claims
• cancellation or curtailment claims
• visa or medical clearance checks
• overseas treatment appointments

The exact requirement depends on the airline, insurer, destination and medical situation.

Who can issue a fitness to travel letter?

A fitness to travel letter may be issued by a GP, consultant, hospital doctor, specialist clinic or other medical professional involved in your care.

Some airlines or insurers may require the letter to come from a doctor rather than another healthcare professional. Others may provide their own medical form for the doctor to complete.

What should the letter include?

A fitness to travel letter may include:

• patient’s full name
• date of birth
• medical condition or recent treatment
• confirmation that the patient is fit to travel
• travel dates, if relevant
• destination, if relevant
• medication details
• medical equipment details
• mobility or assistance needs
• doctor’s name and contact details
• clinic or practice letterhead
• signature and date

The wording should match the purpose of the request.

Airline requirements

Airlines may ask for medical evidence if a passenger has a recent medical issue, needs oxygen, has reduced mobility, is recovering from surgery or is travelling late in pregnancy.

Some airlines use their own medical clearance form. If this is required, a general GP letter may not be enough.

Travel insurance use

Travel insurers may ask for medical letters when assessing claims, pre-existing conditions, cancellations or whether someone was medically fit to travel.

The insurer may need details about diagnosis, symptoms, treatment dates and the reason travel was or was not possible.

Travelling with medication

A fitness to travel letter may also support travel with prescribed medication, especially if the medicine is controlled, injectable, refrigerated or carried in larger quantities.

The letter should clearly state the medication name, dosage, purpose and whether it must be carried in hand luggage.

Medical equipment and assistance

Passengers travelling with medical equipment may need written confirmation for airlines, security checks or insurers. This can apply to:

• oxygen equipment
• CPAP machines
• mobility aids
• syringes or needles
• refrigerated medicine
• monitoring devices
• specialist seating needs

Check airline rules before travelling.

Certified translation

If the destination authority, foreign clinic or airline does not accept English documents, certified translation may be needed. This can apply to fitness to travel letters, prescriptions, medical reports and insurance documents.

Medical translations should be accurate and clear, especially for diagnosis, medication, dates and travel restrictions.

Certification and legalisation

For most airline or insurance purposes, a signed medical letter on official letterhead may be enough. However, some visa offices, overseas authorities or formal medical providers may request certified copies, legalisation or embassy attestation.

Always check the receiving organisation’s rules before submitting the document.

Common reasons for delays

A fitness to travel letter may cause delays if:

• it is not signed or dated
• it is not on official letterhead
• it does not clearly say the person is fit to travel
• travel dates are missing when required
• medication details are incomplete
• the airline requires its own medical form
• the letter is too old
• translation is required but missing
• insurance evidence does not match the medical letter

What to check before requesting a fitness to travel letter

Before asking for a fitness to travel letter, check:

• who requires the letter
• whether a specific form must be completed
• what wording is needed
• whether travel dates must be included
• whether medication or equipment must be listed
• how recent the letter must be
• whether certified translation is required
• whether certification or legalisation is needed
• whether insurance documents must be submitted too

Final thoughts

A fitness to travel letter can help airlines, insurers and overseas authorities assess whether someone can travel safely. It is especially useful where there is a recent medical event, ongoing condition, pregnancy, medication requirement or insurance claim.

Orcap can help prepare UK medical and travel documents for overseas use, including certified copies, legalisation, embassy attestation and certified translation where required.