Simple Step-By-Step Guide to Vacation Planning

I always hated travel planning. I know, it’s crazy to hear since I travel full time for a living, but hear me out. There are so many little things you have to remember to book, think about, anticipate, and pay for… or at least that’s what it felt like before I had a system in place.

So, over the years, instead of getting anxious and stressed out, I’ve put into practice a few key steps that I’m sharing with you.

Are you a “Plan Way in Advance” or “Last Minute Planner?”

The detailed vacation planning checklist is perfect for those who like to plan in advance. Don’t worry though, if you are a last minute travel planner, you can still crunch a lot of this into a few weeks, as long as you know the steps.

What’s in the Vacation Planning Guide?

You’ll know what to book first, when the best time to book a flight, how to find the best prices on hotels, and where to find local tours. Just before your trip, you can start ticking off all of those random chores you need to get done before you can leave the house.

The day before, you will pack and prep all of those last minute things you don’t want to forget so that the day of your travel, you will have very little to worry about.

Plan Trips to Local Destinations as well as International Bucketlist Places

While some tips will be for bigger vacations, like an international trip to Europe or Asia, many can be applied for a quick weekend getaway or trip around the United States.

If looking at something online stresses you out, or you are like me and like something to hold and cross off things with a pen, you can also download a FREE PDF to print at home (just fill out the form below to access).

Your VAcation Planning Checklist

6-12 months

• Check passport expiration date and renew passport if needed.
• Apply for visas (if necessary).
• Work on your trip budget (set realistic max. spends for each category).
• Set up a flight tracker for plane tickets.
• Start researching hotels, tours, and activities.

3-6 months

• Start building your itinerary.
• Book flights, hotels, vacation rentals, rental car, and/or train tickets.
• Book popular tours and attraction tickets (if available in advance).

3 months

• Book any tours with a 90-day advance booking window.
• Schedule travel health appointment and vaccinations.
• Check to see if your phone is unlocked and order eSIM card.

2 months

• Get any mandatory vaccinations (if applicable).
• Book any remaining hotels, tours, or transportation needed.
• Book a house sitter, pet-sitter, or reserve a spot at a kennel for pets.

1 month

• Buy travel insurance (effective day before your trip).
• Create/Finalize your packing list.
• Map out your trip (noting drive times, stops along the way, etc.).
• Finalize your itinerary.
• Get your international driver’s license (if applicable).
• Buy converters and adapters for your trip (if applicable).

1 Week Before Trip

• Notify your home embassy in your destination of your travel dates.
• Notify your credit card company you will be traveling (if required).
• Buy an eSIM card (if going international) to save on data costs.
• Give a house key to your neighbor for “just in case” moments.
• Write up instructions for house sitter/ pet sitter with details on pets, plants, garbage pick-up dates, etc.
• Reserve airport parking (if applicable).
• Start packing, putting anything you won’t need at home for the next few days into your suitcase.
• Fill all toiletries to make sure you have everything you will need.
• Refill all prescriptions.
• Confirm all reservations on your itinerary.
• Drop off and pick up any dry cleaning you need for your trip.
• Download apps for your trip (make sure you can use them offline).

2-3 days Before Trip

• Make copies to leave at home of your I.D., passport, credit cards, health-insurance cards, and any other important documents you are packing.
• Do laundry (wash, fold, put away).
• Pack as much as you can.
• Buy any last-minute items for your trip.
• Withdraw cash (just a small amount for tipping or local cash-only shops).
• Charge all electronics and extra batteries (camera, laptop, portable charger, drone batteries, phone, personal-gaming consoles, etc.).
• Check that all headphones and earbuds are working and charged.
• Find appropriate cords and charging cables for all electronics.
• Check the weather in your destination for packing.

Day Before Travel

• Finish packing your checked bags.
• Pack your carry-on bag and personal item.
• Check in for your flight.
• Arrange pick-up and drop-off at airport (if necessary).
• Set up “OOO: Out of Office” message for your work email.
• Download or print out your itinerary.
• Download or print any ticket reservations, QR codes, etc., for your trip.
• Double check that you have your I.D./passport in your personal-item bag.
• Set timers on house lights.
• Take out the trash.
• Empty your fridge of items that will expire during your trip.
• Pack snacks and an empty reusable water bottle.
• Double-check your personal-item bag.
• Unplug the electronics you’ve been charging.
• Put all packed bags near your door.
• Put a list on the door with anything you need to grab last minute.
• Lay out your outfit for the next day.
• Water house plants and any yard plants (if applicable).
• Program your thermostat to save on energy costs.
• Drop any pets at kennel or pet-sitter’s house.

Day of Travel

• Triple check that you have your credit cards and I.D. (driver’s license, passport, Green Card, etc.).
• Pack any last-minute items (check your list on the door!).
• Unplug space heaters, curling iron, hair dryer, coffee maker, etc.
• Don’t forget a light jacket or wrap for that cold plane!
• Head out on your trip.

Download YOUR FREE Printable Vacation Planning Checklist