The documents to keep within reach after moving

Moving paperwork becomes easier when you separate documents you must carry, documents you may need at an appointment and records you should keep safely at home.

Create one paper folder and one encrypted digital folder. Keep clear scans of both sides of cards and every page containing a visa, entry stamp or official annotation.

Identity and immigration

Do not give an original document to a private person unless there is a clear legal reason. When an authority keeps an original, ask for a receipt.

• Valid passport or national identity card.
• Visa, entry record and residence permit, if applicable.
• Appointment confirmations, application receipts and proof of fees paid.
• Birth, marriage or family relationship documents when relevant, with required translations or legalisation.

Address and residence registration

EU citizens may need to report their presence on arrival and may be required to register after three months. Non-EU citizens follow the conditions of their visa or permit and the national rules of the host country.

• Signed rental contract or formal accommodation declaration.
• Proof of address, such as a utility record, when accepted locally.
• Residence registration certificate or proof that an appointment has been booked.

Work, tax and social security

Tax residence does not depend on one document alone. Time spent in the country, your home and your personal and economic ties can all matter.

• Employment contract, offer letter and job description.
• Tax identification and social security numbers.
• Payslips, time records and proof of salary payments.
• Professional qualification recognition, if your occupation requires it.

Health and emergency records

• Health insurance proof and local health registration.
• European Health Insurance Card if you are eligible, noting that it is for necessary care during temporary stays.
• Prescriptions, vaccination records and a short list of essential medical information.
• Emergency contact details stored on paper as well as on your phone.

A simple safety rule

Keep one backup outside your everyday bag. Protect digital copies with a strong password. Avoid sending complete identity files through unverified messaging accounts or rental listings.