Emergency Medical Authorization Letter for Travel: Free Template + Checklist
If your child is traveling without you, an emergency medical authorization letter is one of the most important documents you can prepare before the trip.
You may never need it. But if your child becomes sick, has an allergic reaction, gets injured, or needs urgent medical care while you are hundreds or thousands of miles away, the letter gives the responsible adult clear written evidence of the authority you intended to provide.
You should prepare the letter before your child leaves with grandparents, relatives, a friend’s family, a coach, a teacher, or another trusted adult.
If your child is also traveling without one or both parents, you should consider preparing a separate Parental Consent Letter for Child Travel.
You can also use the free emergency medical authorization template below to create your own letter in just a few minutes.
Quick Answer Summary
Your emergency medical authorization letter should normally include:
- Your child’s full legal name and date of birth
- Your full name and contact information
- The caregiver’s full name and contact information
- Your trip dates and destination
- Your child’s allergies, medications, and medical conditions
- Your health insurance information
- Your child’s doctor or pediatrician
- The medical care you authorize
- At least two emergency contacts
- Your signature and date
- A witness or notarization when appropriate
You should give a signed copy to the adult traveling with your child and keep another copy electronically.
If you need a more general medical permission letter, you can also use this Urgent Letter to Give Permission for Medical Treatment.
What Is an Emergency Medical Authorization Letter for Travel?
An emergency medical authorization letter is a written document in which you, as a parent or legal guardian, give another responsible adult permission to obtain medical care for your child during a specified period.
You can use it when your child travels with:
- Grandparents
- An aunt or uncle
- Another relative
- A family friend
- A babysitter
- A teacher
- A coach
- A school group
- A church group
- A camp counselor
- Another responsible adult
If grandparents will be responsible for your child, you may want to use a more specific Medical Consent Letter for Grandparents.
If your babysitter will be responsible for your child instead, see this Medical Consent Letter for Babysitter.
Why You Should Carry a Medical Authorization Letter During Travel
In a true medical emergency, obtaining your written permission should not be allowed to delay necessary emergency evaluation or treatment.
However, many situations are not immediately life-threatening.
Your child might need an X-ray, medication, stitches, diagnostic testing, follow-up treatment, dental treatment, or another procedure while you cannot immediately be reached.
A signed authorization letter can help the caregiver explain:
- Who your child is
- Who has your permission to assist
- How you can be contacted
- What medical conditions your child has
- What medications your child takes
- What insurance your child has
- What treatment you have authorized
Think of your letter as part of your child’s emergency information package rather than a guarantee that every medical facility will accept every provision exactly as written.
If you need to authorize someone to handle matters beyond medical treatment, see Authorization Letter to Act on Someone’s Behalf.
When You Should Prepare an Emergency Medical Authorization Letter
You should strongly consider preparing one whenever your minor child will be away from you for an extended period.
Your Child Is Traveling With Grandparents
Grandparents frequently take grandchildren on vacations, cruises, road trips, and international trips.
In addition to medical authorization, you may want a separate Permission Letter for Your Child to Travel With Grandparents.
Your Child Is Traveling With Another Family
If your child is going on vacation with a friend’s parents, provide the supervising adults with written medical information and permission.
You should identify the adult by full legal name and include a current telephone number.
Your Child Is Going on a School or Sports Trip
Your school, sports organization, or camp may already have its own medical consent form.
You should complete that form first.
You can then carry your own authorization letter as additional documentation if the organization permits it.
Your Child Has an Important Medical Condition
Your documentation becomes especially important if your child has:
- Severe allergies
- Asthma
- Diabetes
- Epilepsy or seizures
- Heart conditions
- Other chronic conditions
- Prescription medications
- An epinephrine auto-injector
- An inhaler
- Other emergency medication
Make sure the caregiver knows where the medication is stored and how to access your child’s medical information quickly.
What You Should Include in Your Emergency Medical Authorization Letter
Your letter should be detailed enough to be useful without becoming difficult to read during an emergency.
1. Your Information
Include your:
- Full legal name
- Home address
- Primary telephone number
- Backup telephone number
- Email address
- Relationship to the child
Use the same legal name that appears on your identification whenever possible.
2. Your Child’s Information
Include:
- Full legal name
- Date of birth
- Home address
- Passport number if relevant
- Health insurance information
Avoid putting unnecessary sensitive information in copies that do not need it.
3. Your Authorized Caregiver’s Information
Identify exactly who you are authorizing.
Include:
- Full legal name
- Relationship to your child
- Telephone number
- Email address
- Address if appropriate
Avoid simply writing “grandparents” or “family friend.”
Name the actual person.
4. Your Travel Dates
Give your authorization a clear beginning and ending date.
For example:
“This authorization is effective from June 10, 2027, through June 20, 2027.”
A defined period makes your intent clearer than an authorization that has no expiration date.
5. Your Trip Destination
Include your child’s expected location.
You might include:
- City
- State
- Country
- Hotel
- Resort
- Cruise
- Camp
- Relative’s home
- Tour information
For complicated trips, attach an itinerary.
6. Your Medical Authorization
Clearly state what you authorize the caregiver to do.
Depending on your circumstances and applicable law, your wording may address obtaining:
- Medical examinations
- Diagnostic testing
- X-rays or imaging
- Medications
- Emergency treatment
- Hospital treatment
- Dental treatment
- Procedures recommended by licensed medical professionals
You should avoid trying to draft an unlimited medical power of attorney unless you understand the legal requirements where it will be used.
If broader decision-making authority is needed, you may need a healthcare power of attorney, guardianship document, or another state-specific legal form.
Do Not Forget Your Child’s Medical Information
One of the most useful parts of your travel packet may be your child’s medical summary.
Include:
Allergies:
[List food, medication, environmental, or other serious allergies]
Current medications:
[Medication, dosage, and schedule]
Medical conditions:
[List relevant conditions]
Pediatrician or doctor:
[Name and telephone number]
Preferred hospital or healthcare system:
[Optional]
Health insurance company:
[Company]
Member ID:
[Number]
Group number:
[Number]
Insurance telephone number:
[Number]
You should update this information before every major trip.
Free Emergency Medical Authorization Letter for Travel
EMERGENCY MEDICAL AUTHORIZATION LETTER
[Your Full Name]
[Your Address]
[City, State ZIP Code]
[Phone Number]
[Email Address]
[Date]
To Whom It May Concern:
I, [Your Full Legal Name], am the [mother/father/legal guardian] of [Child’s Full Legal Name], born on [Child’s Date of Birth].
My child will be traveling to [Destination] from [Start Date] through [End Date] under the supervision of [Authorized Caregiver’s Full Legal Name], who is my child’s [relationship].
You may contact the authorized caregiver at:
Phone: [Caregiver Phone Number]
Email: [Caregiver Email Address]
During this travel period, I authorize [Authorized Caregiver’s Name] to arrange for medical, dental, hospital, or emergency evaluation and treatment for [Child’s Name] if medical care becomes necessary and I cannot be reached promptly.
This authorization may include medically necessary examinations, diagnostic testing, X-rays or imaging, medications, emergency treatment, hospital care, and other treatment recommended by licensed healthcare professionals, subject to applicable law and the policies of the treating healthcare provider.
If circumstances permit, please attempt to contact me before non-emergency treatment is provided.
You can reach me at:
Primary Phone: [Number]
Secondary Phone: [Number]
Email: [Email Address]
My child’s medical information is:
Allergies: [List or “None Known”]
Current Medications and Dosages: [List or “None”]
Medical Conditions: [List or “None”]
Primary Physician/Pediatrician: [Name]
Physician Phone: [Number]
Health Insurance Provider: [Company]
Member/Policy Number: [Number]
Group Number: [Number]
Insurance Customer Service: [Number]
Additional Emergency Contact:
Name: [Full Name]
Relationship: [Relationship]
Phone: [Number]
This authorization begins on [Start Date] and ends on [End Date].
Thank you for providing appropriate care for my child if medical treatment becomes necessary during this period.
Sincerely,
[Your Signature]
[Your Printed Name]
Date Signed: __________________
Witness, if desired:
[Witness Signature]
[Printed Name]
Date: __________________
Notary, if required or desired:
Short Emergency Medical Authorization Letter
If you want something shorter, you can use this version.
EMERGENCY MEDICAL CONSENT
To Whom It May Concern:
You have my permission to obtain necessary medical or dental care for my child, [Child’s Full Name], born on [Date of Birth], while my child is traveling with [Caregiver’s Full Name] from [Start Date] through [End Date].
If possible, please contact me before treatment at [Primary Phone Number] or [Backup Phone Number].
My child’s important medical information is:
Allergies: [List]
Medications: [List]
Medical Conditions: [List]
Insurance Provider: [Provider]
Member ID: [Number]
Doctor/Pediatrician: [Name and Phone]
This authorization expires on [End Date].
Sincerely,
[Parent/Guardian Signature]
[Printed Name]
[Date]
If you need additional medical-permission wording, compare this version with the Urgent Medical Treatment Permission Letter.
Should You Notarize Your Medical Authorization Letter?
You may not always need notarization for a domestic medical authorization letter.
However, notarization can help verify that you actually signed the document.
You should give additional consideration to notarization when:
- Your child is traveling internationally
- Your child is traveling without either parent
- Your child has a different last name from you
- Custody arrangements could create questions
- A destination country requires a notarized travel consent
- Your airline, cruise line, camp, or tour operator requests it
International travel requirements vary by country.
If your child will leave the United States without one or both parents, check the entry and exit requirements for every country involved in the trip.
You should also consider carrying a separate Parental Consent Letter for Child Travel.
If you plan to rely on temporary guardianship documents, review Temporary Guardianship Letters and International Travel before you leave.
Medical Authorization and International Travel: What You Should Pack
For international travel, do not rely on a single letter.
Create a small document packet.
You may want to include:
- Signed emergency medical authorization letter
- Notarized travel consent letter when appropriate
- Child’s passport
- Copy of child’s birth certificate or other proof of relationship
- Parent or guardian identification copies
- Caregiver identification
- Health insurance card
- Travel insurance information
- Prescription list
- Allergy information
- Physician contact information
- Emergency contact list
- Travel itinerary
- Custody documents when applicable
You should check your destination country’s current rules before departure because requirements can differ significantly.
Should You Include Permission to Share Medical Information?
You can include a limited statement explaining that you want healthcare providers to communicate information relevant to your child’s care with the caregiver.
For example:
“I authorize healthcare providers, to the extent permitted by applicable law, to discuss information reasonably necessary for the treatment and care of [Child’s Name] with [Caregiver’s Full Name] during the authorization period.”
Keep in mind that medical privacy rights and the authority to make healthcare decisions depend on applicable federal and state law.
Your letter communicates your intent, but it does not override laws governing privacy, consent, or who qualifies as a child’s legal representative.
What If Your Child Has a Medical Emergency Anyway?
Your caregiver should not delay seeking emergency help because they are searching for paperwork.
If your child appears to be experiencing a serious medical emergency, the caregiver should seek appropriate emergency assistance immediately.
Your authorization letter is supporting documentation.
It should make important information easier to find and help clarify your wishes, but it should never become a reason to postpone urgent care.
Can You Use This Letter for an Adult Traveler?
You can create an emergency medical information letter for yourself before traveling.
However, you should understand an important difference.
If you are an adult, simply naming another adult in a letter does not necessarily give that person legal authority to make healthcare decisions for you if you lose decision-making capacity.
That authority is generally governed by applicable law and documents such as a healthcare power of attorney or healthcare proxy.
You can still prepare an emergency information document containing:
- Your full name
- Date of birth
- Emergency contacts
- Allergies
- Medications
- Medical conditions
- Doctors
- Insurance information
- Healthcare proxy information
- Location of your advance directive
If you want another person to have actual healthcare decision-making authority, use the legally recognized document required where you live.
Give the Caregiver More Than One Copy
You should not prepare the letter and leave the only copy at home.
A practical system is to make three paper copies.
Copy 1: Give It to the Caregiver
The adult responsible for your child should keep a copy where it can be reached quickly.
Copy 2: Place It With the Travel Documents
Keep another copy with the passport, insurance card, or travel folder.
Copy 3: Keep a Backup
Keep a copy yourself.
You should also save a PDF or clear photograph on your phone and send a copy to the caregiver before departure.
Common Mistakes You Should Avoid
Using Nicknames
Use full legal names instead of nicknames.
Your letter is easier to verify when the names match identification, passports, insurance cards, and other documents.
Forgetting an Expiration Date
Do not leave the authorization open-ended unnecessarily.
Tie it to the specific trip whenever possible.
Forgetting Medical Conditions
Even a perfectly written authorization letter is less useful if the caregiver does not know about an allergy, medication, or chronic condition.
Providing Only One Phone Number
Give the caregiver at least one backup way to reach you.
You should also provide another trusted emergency contact.
Forgetting Your Insurance Card
Your authorization and your insurance information should travel together.
Assuming a Medical Letter Is Also a Travel Consent Letter
They serve different purposes.
Your emergency medical authorization deals primarily with healthcare.
Your travel consent letter documents your permission for the child to travel.
For trips with grandparents, you can use this Permission Letter for Child to Travel With Grandparents.
Frequently Asked Questions
Do you need an emergency medical authorization letter for domestic travel?
You should strongly consider one whenever your minor child travels without you or another legal guardian.
Even when the trip remains inside the United States, the letter gives the caregiver useful documentation and provides medical staff with your contact, insurance, and medical information.
If your child is traveling with grandparents, pair it with a Child Travel Consent Letter for Grandparents.
Does your emergency medical authorization letter have to be notarized?
Not always.
Whether notarization is necessary depends on the circumstances, applicable state or foreign law, and the organization or medical provider involved.
You should consider notarization more seriously for international travel or whenever the destination, airline, cruise line, camp, or other organization requests it.
Can grandparents authorize medical treatment for your child?
Grandparents may be able to obtain or consent to certain treatment when you have properly authorized them and applicable law permits it.
Because requirements differ, give grandparents a specific Medical Consent Letter for Grandparents rather than relying only on verbal permission.
Can a babysitter use a medical authorization letter?
You can provide a babysitter with written authorization for medical care while your child is in the babysitter’s care.
Use a clearly defined time period and identify the babysitter by full name.
You can start with this Medical Consent Letter for Babysitter.
Will a hospital refuse emergency treatment if you cannot be reached?
In a genuine emergency, medical professionals should not delay necessary emergency evaluation or stabilizing treatment simply because you cannot immediately be contacted.
Your authorization letter is still valuable because it provides contact information, medical history, insurance information, and evidence of your wishes for situations in which consent questions arise.
Is a medical authorization letter the same as a power of attorney?
No.
A medical authorization letter for your child can document your consent for another adult to arrange for specified medical care during a particular period.
A healthcare power of attorney is a separate legal document that may give another person broader healthcare decision-making authority.
The legal requirements differ by jurisdiction.
Is a medical authorization letter the same as a travel consent letter?
No.
A medical authorization letter concerns medical care.
A travel consent letter shows that you authorize your child to travel with another person or, in some cases, with only one parent.
For travel documentation, see 15 Parental Consent Letter Samples for Child Travel.
How long should your medical authorization letter remain valid?
You should normally match the authorization period to the trip.
For example, if your child’s trip runs from July 5 through July 12, you could make the authorization effective for those dates, possibly allowing a short additional period for unexpected travel delays.
Should you include your child’s health insurance information?
Yes.
Include the insurance company, member or policy number, group number if applicable, and customer service telephone number.
You should also give the caregiver a copy of the insurance card.
Should you include allergies and medications?
Yes.
Your child’s allergies, current medications, dosages, and significant medical conditions can be extremely important during an emergency.
Update the information before every trip.
What should you do with the letter after you sign it?
Give a paper copy to the caregiver, place another copy with your child’s travel documents, and save a digital copy.
You should also make sure the caregiver knows where your child’s medications and insurance information are stored.
Final Tip
Do not make your emergency medical authorization letter more complicated than it needs to be.
Your goal is to give the caregiver and healthcare professionals clear information they can understand quickly.
Use complete legal names, specify the dates, provide accurate medical information, sign the letter, and give the caregiver multiple ways to reach you.
When travel permission is also needed, pair your medical authorization with the appropriate Parental Consent Letter for Child Travel.
Preparing these documents before your child leaves takes only a few minutes, but it can make a difficult situation much easier to manage.
Disclaimer
This article and template are for general informational purposes only and are not legal or medical advice. Medical consent, guardianship, privacy, notarization, and international travel requirements vary by state, country, provider, and situation. Check applicable requirements or consult a qualified professional when necessary.