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Doctor’s Note for Travel Cancellation

A doctor’s note for travel cancellation is a document prepared by a responsible doctor or healthcare professional for his patient so that the latter can submit it to his/her employer. In this note, the doctor certifies that the employee is under his professional care and he does not deem the employee medically fit for traveling. In addition, he requests the employer to spare his patient and cancel his travel arrangements.

Employees might need to request their employers for travel cancellation for various reasons, such as medical issues, client meetings, family commitments, deaths, emergencies, etc. If the travel plans need to be crossed out due to the medical problems of an employee, the employer might seek a doctor’s note, as it is a valid document prepared by a responsible and professional person. In addition, the employee may include the doctor’s note with the travel cancellation application to make his request worth considering and acceptable.

It must be a comprehensive document

A doctor’s note for travel cancellation may be a very short and concise document, or it may be a lengthy one if the medical issue involved is critical and requires a detailed explanation. However, the doctor cannot share any information without the consent of his patient.

The general details included in this note are:

Details of the employee.
Details of the doctor or healthcare professional.
Certification that the employee is the doctor’s patient.
The employee’s medical issue and its details (what the patient has allowed sharing).
Explain why he cannot travel and what has been prescribed.
Request for travel cancellation.
Indicate the time period for which traveling is not allowed, if possible.
Request to the employer for cooperation.
Indicate openness to communication or information provision.
Salutations and signature.

The doctor’s note is either prepared on the doctor’s personal and professional letterhead or the healthcare facility’s letterhead. The paper is then duly signed and stamped by the doctor to make it a valid and authentic document.

The doctor’s note is kept as a record in the employee file and can be used for any future references. This indicates that it is a formal and professional document of communication that should be prepared carefully. Furthermore, the employee should not submit a fake doctor’s note, which is a common practice, because if the employee gets caught by the employer or the doctor, he might have to face serious consequences.

Sample Doctor’s Note for Travel Cancellation

To whom it may concern,

Please excuse Mr. James Wilson from traveling on the airplane on 12 th July 2031.

He is not fit to travel for at least the next six months, i.e. until December 2031. After December, I can only allow traveling after reviewing his latest reports at that time.

Mr. Wilson has been under my treatment since the start of 2019 and is suffering from backache and spinal problems. I have often prescribed him bed rest and straight sitting. As for traveling, especially by air, he is not allowed, as per my prescription. The seats of the plane are very uncomfortable and the air pressure, as well as the long hours, might affect his vertebrae. Traveling would deteriorate his back issues and he might become bedbound.

Kindly, cooperate and spare him from any sort of traveling. If you need any more information, you can contact me at [contact].

Dr. Sarah William.

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Careful packing: Where your prescription could get you in trouble

When traveling, especially internationally, sometimes the pre-travel checklist feels like it's a mile long.

Not only do you need to do the obvious things like making sure your passport is still valid and verifying whether you need a visa , but you may also need to seek written approval from a country's government to bring certain medications abroad.

I must admit I didn't realize this was a thing until one of my TPG colleagues flagged this requirement she discovered when packing for her family's trip to Japan . Japan is just one country that strongly regulates travel with medicine.

Here's what you need to know about taking your medications to a variety of popular destinations that regulate travel with medicine.

Japan requires advance permission to enter with a variety of medications, including many common over-the-counter medicines openly sold in U.S. drugstores.

The Japanese government labels such drugs as "controlled substances," divided into six categories, including stimulants. Travelers who need these medications must apply for a "Yunyu Kakunin-sho" (or an import certificate), which should be declared and submitted to customs when entering.

Up to two months of approved over-the-counter medicines and four months of vitamins are permitted. Note that disposable contact lenses are also monitored, and those with a two-month supply or greater require an import certificate.

Travelers should also bring a copy of their prescription, along with a note stating the purpose of the medicine, if applicable.

Type of medicine : All medications containing stimulants, including over-the-counter allergy and sinus medications, plus Adderall listed here How to apply : Apply online for an import certificate through the Japanese Ministry of Health, Labour and Welfare Amount of medicine : Up to one month of allowable over-the-counter medication and up to a two-month supply of allowable vitamins Cost : N/A Processing time : N/A More information : Japanese Ministry of Health, Labour and Welfare ; Japan's Application for Import Confirmation ; Consulate-General of Japan in Seattle ; Japan Narcotics Control Department

Other Asian countries

Thailand : Certain medications, including those containing codeine and drugs to treat ADHD, require a permit issued by the Ministry of Public Health .
Hong Kong : Certain medications — including those with stimulants, such as sleeping pills and anxiety medication — require an import license and import certificate issued by the Department of Health .
Singapore : Certain medications, including anxiety medication, sleeping pills and painkillers, require advance approval, per the Singapore Health Sciences Authority .
China : Per various tourist organizations, including China Highlights , visitors must "provide written documentation from a medical institution to prove the necessity of the medicine," including sleeping aids, ADHD medication and painkillers.
South Korea : Medicines classified as "narcotics" require advance approval via the Korean Food and Drug Administration .

Australia has a traveler's exemption for persons traveling to Australia to enter with certain prescribed medications, including Adderall. The Australian Government Department of Health and Aged Care directs travelers to either secure a prescription for the medicines they're carrying or seek a letter from their doctor specifying that the medicines they've been prescribed are for their personal use.

"Your doctor's letter must specify the name of the medicine and dosage. Ensure the medication remains in its original packaging with the dispensing label intact," per the Australian Government Department of Health and Aged Care. "This will assist with identifying each substance at the border. Be ready to declare all medication to the Australian Border Force upon arrival."

Type of medicine : Certain prescription medicines, including Adderall How to apply : N/A Amount of medicine : Up to three months' worth of medicine and medical devices Cost : N/A Processing time : N/A More information : Australian Government Department of Health and Aged Care

United Arab Emirates

Travelers to the UAE must apply for approval to carry controlled medication into the country. All other medication, including prescriptions for uncontrolled medication and over-the-counter medication, does not need prior approval. However, the government urges travelers to carry documentation for all medicine, including documentation explaining medical reasons for taking the medication and any other supporting documents.

To determine if your prescription is considered controlled, check with your doctor.

Type of medicine : Controlled medicine, including narcotics and psychotropics How to apply : Online through the United Arab Emirates Ministry of Health & Prevention Length of time : Maximum three-month supply for narcotics and controlled medicines; six-month supply for prescriptions Cost : Free Processing time : One business day More information : United Arab Emirates Ministry of Health & Prevention

Europe and Schengen countries

The Schengen Area includes most European Union countries. If you are traveling to this area, a Schengen certification for medicines that fall under the Opium Act, including narcotics, is required. Specific medicines bound by the act include strong painkillers, sleeping pills, anxiety drugs, ADHD medication and medical cannabis.

Since specific requirements vary by each country within the Schengen Area, you should contact the appropriate health agency of the country in question. For example, the Netherlands Ministry of Health, Welfare and Sport provides instructions for travelers to the Netherlands to help obtain this certificate, including a link to the application and a list of prohibited medications that fall under the aforementioned Opium Act. Information can also be found via the relevant U.S. Embassy and or Consulate .

Also note that some countries, including Greece , require further authorization for specific medicines, such as codeine without a prescription, via Greece's National Organization for Medicines.

Bottom line

Regardless of where you are traveling, it's a good idea to keep medicines in their original prescription packaging; this shows the purpose of the medicine and that it's for you and only you. As noted, it's also helpful to pack any accompanying doctor's note.

Traveling Abroad with Medicine

Many international travelers carry medicines with them to treat acute or chronic health problems. However, each country has its own laws related to medicines. Medicines that are commonly prescribed or available over the counter in the United States might be unlicensed or considered controlled substances in other countries. While rules vary by country, there can be serious consequences if you violate the laws at your destination. The consequences may include:

Authorities taking away your medicine
Penalties, including jail or prison time

Before Travel

Check with your destination’s  embassy and embassies of countries that you have layovers in to make sure your medicines are permitted.

Many countries allow a 30-day supply of certain medicines, but also require the traveler to carry a prescription or a medical certificate from their health care provider.
If your medicine is not allowed at your destination, talk with your health care provider about alternatives and have them write a letter describing your condition and the treatment plan.
You may also want to check the  International Narcotics Control Board  website that provides general information about narcotics and controlled substances, for countries that have information available, for travelers.

Check CDC’s destination pages for travel health information . Check CDC’s webpage for your destination to see what vaccines or medicines you may need and what diseases or health risks are a concern at your destination.

Make an appointment with your healthcare provider or a travel health specialist that takes place at least one month before you leave. They can help you get destination-specific vaccines, medicines, and information. Discussing your health concerns, itinerary, and planned activities with your provider allows them to give more specific advice and recommendations.

If you plan to be gone for more than 30 days, talk to your health care provider about how you can get enough medicine for your trip. Some insurance companies will only pay for a 30-day supply at a time.
If you are a traveling to a different time zone, ask your health care provider about any changes to taking your medicine. Medicines should be taken according to the time since your last dose, not the local time of day.
Find out how to safely store your medicine while traveling and check whether it needs refrigeration. Keep in mind that extreme temperatures can reduce the effectiveness of many medicines.

Prepare a  travel health kit   with items you may need, especially those items that may be difficult to find at your destination. Include your prescription and over-the-counter medicines in your travel health kit and take enough to last your entire trip, plus extra in case of travel delays. Pack medications in a carry on in case your luggage is lost or delayed.

Keep medicines in their original, labeled containers. Ensure that they are clearly labeled with your full name, health care provider’s name, generic and brand name, and exact dosage.
Bring copies of all written prescriptions, including the generic names for medicines. Leave a copy of your prescriptions at home with a friend or relative in case you lose your copy or need an emergency refill.
Ask your prescribing health care provider for a note if you use controlled substances, or injectable medicines, such as EpiPens and insulin.

Buying Medicine Abroad

Counterfeit drugs  are common in some countries, so only use medicine you bring from home and make sure to pack enough for the duration of your trip, plus extra in case of travel delays. If you must buy drugs during your trip in an emergency, see CDC’s Counterfeit Drugs page.

More Information

CDC Yellow Book: Avoiding Poorly Regulated Medicines
Travel Smartly with Prescription Medications (US Department of State)
Traveling with Prescription Medications (US Food and Drug Administration)

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Diabetes Travel Letter

If you have diabetes, it’s important to have a travel letter from your doctor. This letter will help you if you need medical care while you’re away from home.

The letter should include the following: Your diagnosis of diabetes, your current treatment plan, the name and contact information for your doctor or other health care provider, and any special instructions for your care while traveling.

Having a travel letter can help ensure that you get the care you need while you’re away from home. Be sure to pack it in your carry-on luggage so that it’s easily accessible if you need it.

Sample diabetes letter

The above-named patient has diabetes and is required to manage blood glucose levels daily with insulin via an insulin pump or injections of insulin. Self-blood glucose monitoring is done several times a day using a glucose meter or by a continuous sensor system.

The following supplies need to be carried at all times in order to take care of their diabetes:

insulin pump
infusion sets
glucose meter
glucose strips
lancing device with lancets
insulin vials, syringes
insulin pens , pen needles
glucagon emergency kit
food/glucose tablets to treat low blood sugar
alcohol swabs
If continuous glucose sensor is used, transmitter and sensors

This patient’s insulin pump , and continuous sensor system if applicable, cannot be exposed to magnetic or x-ray equipment, including a full body scanner. Please have these devices hand-checked by TSA personnel.

If you have any questions or in case of an emergency , call xxx-xxx-xxxx and ask to speak to the endocrinologist on call.

My Diabetes Team

The opinions expressed here represent the views of a practicing hormone specialist (endocrinologist) and must not substitute the advice of your health care provider. This blog post is written for a non-medical audience interested in learning more about hormonal disorders. The author has no commercial conflicts of interest to declare. Also, read our privacy policy.

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Unable to Fly Due to Medical Reasons: Avoid Cancellation Fees with a Doctor’s Note

Christine Sarkis

There's a 95 percent chance Senior Editor Christine Sarkis is thinking about travel right now. Follow her on Instagram @postcartography and Twitter @ChristineSarkis .

Christine Sarkis is an SATW-award-winning journalist and executive editor at SmarterTravel. Her stories have also appeared on USA Today, Conde Nast Traveler, Huffington Post, and Business Insider. Her advice has been featured in dozens of print and online publications including The New York Times , Conde Nast Traveler , and People magazine. She has also shared travel tips on television and radio shows including Good Morning America, Marketplace, and Here & Now. Her work has been published in the anthologies Spain from a Backpack and The Best Women's Travel Writing 2008 . She is currently working on a travel memoir.

The Handy Item I Always Pack : The Trtl Pillow . It's easy to pack and comfortable, and makes it so I can actually sleep on flights.

Ultimate Bucket List Experience : Seeing the Aurora Borealis from the comfort of somewhere warm, like a glass igloo or hot spring.

Travel Motto : Curiosity is an amazing compass.

Aisle, Window, or Middle Seat : Aisle all the way.

Email Christine Sarkis at [email protected] .

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I consider myself a nonrefundable ticket sort of person. There are very few circumstances in which I’m willing to shell out significantly more to book a more flexible ticket, and until recently I had never been unable to fly due to medical reasons. The cost is simply too high. I’d rather cross my fingers and hope no complicating factors arise. And usually, that works.

But sometimes, it doesn’t. Like the time I got very ill a few days before a trip, and as the illness progressed, it became clear that I would be unable to fly due to illness. I could barely stand, let alone traipse halfway across the globe. I needed to cancel, but I wanted to avoid a stiff penalty if at all possible.

Unable to Fly Due to Medical Reasons? Get a Letter from a Doctor

Enter the doctor’s note. The cost to cancel my ticket would be $200, but the airline was among those that would waive the fee if I could provide a doctor’s note.

I had the fortune/misfortune of a trip to the emergency room and multiple consultations with two different doctors, so I had a paper trail to back up my claim that I was unable to fly due to illness. The airline asked for a doctor’s note, on the doctor’s letterhead, which included some kind of statement regarding my inability to fly for medical reasons plus my name and confirmation number.

Flight-Cancellation Rights: The Ultimate Guide

Because of some tight timing (and the fact that I wasn’t up to making all those phone calls in one day), I first had to cancel the flight and incur the $200 fee, then ask the doctor to fax a note to the airline confirming I was unable to fly due to medical reasons, at which point the $200 was credited back to my account. In my case, the money now sits as credits to be used on a future flight, but since I plan on traveling with the airline in the next year, that’s just fine with me.

How to Ask for a Cancellation Fee Waiver with a Doctor’s Note

If you need to cancel a flight due to a medical reason and are hoping to avoid cancellation fees:

Read the fine print or contact your airline to assess whether or not a documented medical emergency is enough reason to waive a cancellation fee.
Be in touch with your doctor so that he or she can vouch for you.
Cancel more than 24 hours in advance.
Ask your doctor (or a nurse or someone at the front desk) politely, and make it as easy for them as possible to provide a doctor’s note.
Provide the airline with as much information as possible about your medical condition, ask nicely, and follow up to check on the process of your cancellation fee waiver claim.

It’s also worth mentioning that Southwest is the only U.S. airline that doesn’t charge cancellation fees.

How to Get a Refund on a Nonrefundable Flight

How to Know If You’re Too Sick to Fly

If you’re wondering if you’re too ill to fly, you’re probably too ill to fly. Need more concrete advice? The CDC has answers: Its Before You Travel Tips page is packed with specific advice about symptoms and special considerations. For instance, if you have a temperature of 100.4 degrees Fahrenheit, a sinus infection, or any disease (including flu) that can spread easily, you should cancel your travel plans. At that point, you can reach out to the airline and reach out to your doctor to see what you can do about trying to get that cancellation fee waived.

More from SmarterTravel:

Healthcare Abroad: How to Find an English-Speaking Doctor or Clinic
Airline Fees: The Ultimate Guide
How to Avoid Foreign Transaction Fees

Editor’s note: This story was originally published in 2013. It has been updated to reflect the most current information.

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