Not Fit to Travel Letter Sample: Free & Effective

Drawing from my experience crafting multiple ‘not fit to travel’ letters for personal and friend’s use, I’ll offer insights and a step-by-step guide with a template to create an impactful letter, emphasizing their importance for safety and comprehension during unexpected travel-halting circumstances.

Key Takeaways:

  • Understand the importance of a not-fit-to travel letter.
  • Step-by-step guide to writing an effective letter.
  • Key components that should be included in the letter.
  • Real-life examples and personal experiences.
  • A customizable template for your own use.
  • Tips for ensuring your letter is taken seriously.

Understanding the Need for a Not Fit to Travel Letter:

A not-fit-to travel letter is necessary when health or personal circumstances make it unsafe or impossible for you or someone else to travel.

This letter is often required by airlines, travel insurance companies, and other travel-related entities to process refunds, reschedule trips, or make necessary accommodations.

Step-by-Step Guide:

  1. Identify the Recipient: Determine who the letter should be addressed to, such as an airline or insurance company.
  2. Gather Necessary Information: Include full names, booking references, and any relevant details about the trip.
  3. State the Purpose Clearly: Open the letter by stating that you are writing to declare that you or the person in question is not fit to travel.
  4. Include Medical or Personal Reasons: Briefly explain the medical or personal reasons without divulging sensitive information.
  5. Add Professional Verification if Applicable: A note from a doctor or relevant professional can add credibility.
  6. Request Specific Actions: Be clear about what you want – a refund, rescheduling, etc.
  7. Close Politely: End the letter with a thank you and your contact information for any follow-up.

Real-Life Example:

I once had to cancel a trip due to a sudden medical emergency. My not-fit-to-travel letter to the airline, backed by a note from my doctor, was instrumental in getting my flight rescheduled without extra cost.

Template for a Not Fit to Travel Letter:

[Insert Date]

Trending Now: Find Out Why!

[Recipient’s Name]
[Company’s Name]
[Company’s Address]

Dear [Recipient’s Name],

I am writing to inform you that [Your Name/Passenger’s Name], with booking reference [Booking Reference], is not fit to travel due to [briefly state medical/personal reason].

This situation unfortunately makes it impossible to proceed with the planned trip from [departure date] to [return date].

Attached is a note from [Doctor’s/Professional’s Name], verifying the situation.

Given these circumstances, I kindly request [state your specific request – refund, reschedule, etc.]. Your understanding and assistance in this matter are greatly appreciated.

Please feel free to contact me at [Your Contact Information] for any further information or clarification.

Thank you for your attention to this matter.


[Your Name]

Incorporating Personal Experience:

Writing a not-fit-to-travel letter can feel daunting. When I wrote my first one, I was unsure of how much detail to include and worried about privacy.

Keep it concise but clear, focusing on the necessity rather than the details of the medical or personal issue.


  • Be concise but clear.
  • Protect your privacy by not oversharing.
  • Include a professional note if possible.
  • Be polite but assertive in your request.

Frequently Asked Questions (FAQs)

A professional and inviting office setting with a person sitting at a desk, writing a letter

Q: What is a “not fit to travel letter”? 

Answer: A “not fit to travel letter” is a document provided by a medical professional or healthcare provider that states that an individual is not medically fit or able to travel due to their health condition or specific circumstances. 

This letter serves as a formal documentation to support the individual’s inability to undertake a journey, whether it be for leisure, work, or any other purpose.

Q: Who can provide a “not fit to travel letter”? 

Answer: A “not fit to travel letter” can be provided by a licensed medical professional, such as a doctor, physician, specialist, or healthcare provider who has the authority to assess and determine an individual’s medical condition. 

This can include general practitioners, specialists in a particular field, or even mental health professionals, depending on the nature of the condition affecting the person’s ability to travel.

Q: What are some common reasons for needing a “not fit to travel letter”? 

Answer: There are several common reasons why someone might require a “not fit to travel letter.” Here are a few examples:

  1. Severe illness or injury: If an individual is experiencing a serious medical condition, such as a heart condition, respiratory problems, or a recent surgery, they may be advised against traveling until their health improves.
  2. Infectious diseases: In cases where an individual is infected with a highly contagious disease, such as tuberculosis, measles, or influenza, they may be prohibited from traveling to prevent the spread of the disease.
  3. Pregnancy complications: Pregnant women who experience complications or have specific medical conditions that make traveling unsafe may require a “not fit to travel letter” from their obstetrician or gynecologist.
  4. Mental health concerns: Individuals with severe mental health disorders or conditions that may be exacerbated by travel, such as anxiety disorders, phobias, or panic disorders, may need a letter from a mental health professional.
  5. Recovery from surgery or medical treatment: After undergoing a major surgical procedure or receiving medical treatment that requires a period of recovery, individuals may be advised not to travel until they have sufficiently healed.

Q: How can I obtain a “not fit to travel letter”? 

Answer: To obtain a “not fit to travel letter,” you should consult with a medical professional who can evaluate your condition and provide an assessment of your fitness to travel. Schedule an appointment with your doctor or specialist, explain your circumstances, and discuss any relevant medical information. 

The medical professional will assess your situation and determine whether it is appropriate to issue a “not fit to travel letter” based on their medical expertise and your individual condition.

Q: Can a “not fit to travel letter” be used for insurance or reimbursement purposes? 

Answer: Yes, a “not fit to travel letter” can be used for insurance or reimbursement purposes in some cases. Many travel insurance policies include provisions for trip cancellation or interruption due to medical reasons. In such cases, a “not fit to travel letter” serves as supporting documentation for the insurance claim. 

It is important to review the terms and conditions of your insurance policy to understand the specific requirements for submitting a “not fit to travel letter” and any other supporting documents needed.

Q: Are there any legal implications or requirements for a “not fit to travel letter”? 

Answer: The legal implications or requirements for a “not fit to travel letter” can vary depending on the jurisdiction and the specific situation. In some cases, such as during a pandemic or public health emergency, authorities may require individuals to provide a “not fit to travel letter” to justify their inability to travel or comply with certain travel restrictions. 

It is essential to stay informed about any travel advisories, guidelines, or regulations set by relevant authorities and consult with healthcare professionals or legal experts, if necessary, to ensure compliance with applicable laws and regulations.

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