Organized Travel Documents for an Organized Vacation

Organized Travel Documents for an Organized Vacation

Who doesn’t love a good vacation every once and awhile?  I know I do especially if it involves hot weather, white sand, blue skies and the beautiful ocean.  Since we live in Alberta, Canada, getting to the beautiful seaside usually takes a bit of travel.  And with travel, especially in my world, comes chaos and unpredictably.  Not such a great combination for this lover of all things orderly and calm.  However the lure of the ocean is strong and I know all the upheaval of travel is so worth it once I walk over the bridge and glimpse a glorious view like this one.  The beach is definitely my happy place!

Sunset over bridge at Indian Rocks Beach, Florida

Over the years my husband and I have been fortunate to get away to the beach a couple of times just the two of us and then most recently, last summer, we took the family to Florida for a week.  So knowing ahead of time that I don’t handle chaos welI (we have had some crazy things happen to us when we travel!) I make sure I go into the adventure as organized as I possibly can.

To do that I created a simple vacation planner portfolio using an inexpensive dollar store folder. Having all our vacation information in one place cuts down on all sorts of panic and stress.  Also I prefer having printed copies of everything because I don’t trust wifi to be available when we are traveling.  I like having printed copies but if you are someone who prefers digital, I’ve got help for you below.

Organized Travel Documents

Vacation Portfolio

Vacation Portfolio 2

Tabbed sections include flight information, hotel information, condo information, car rental information, activities and miscellaneous.  I print out flight itineraries, accommodation confirmation emails and anything other pertinent information that we need and then add these papers to the appropriate tab.  When we travel we almost always use VRBO to book our accommodation through and there are usually condo instructions that I like to print out and keep handy so we don’t break any rules :).  I will often add an envelope to the back to use for receipt collection as well.  I just feel so much better having everything together and secure.

Vacation Portfolio 1

My vacation portfolio stays in my carry on bag so I can easily access it whenever I need it.  Or my family can but they usually leave everything up to me.

The front of my portfolio allows me to slide in a cover page which for me is always a calendar for the time we are away.  I just go online and print off a free one like these ones HERE.  This is especially helpful if we are staying in multiple locations.

Organizing our travel documents this way is just a simple idea but I realized I’ve never shared it here on the blog so I thought I should in case it can help someone else have an organized vacation.  As much as one can organize though there is still always the chance something could go wrong so I’ve learned to keep a degree of flexibility through it all.  We’ve had to go to Plan B so many times that I’m getting pretty good at it :)

For more fun travel information be sure to visit my organized travel and summer boards on Pinterest.

  Follow Laura (Organizing Junkie)’s board Organized Summer on Pinterest.

Digital Organization:

Oh and if you prefer to organize your vacation digitally, no problem.  Contributor, Sharon, shared last year on how she uses Evernote to organize her vacation plans.


My Vacation Posts:

In case anyone is interested here are a few posts I’ve done on the various places we’ve been.

Facts & Fascinations About My Trip to Florida
Facts & Fascinations About My Trip to New York
Facts & Fascinations About My Trip to Hawaii
I’m Moving to Florida

Happy organized vacationing everyone!!!


Filed under: Paper Organization, Travel/Auto Organization


5 Responses to Organized Travel Documents for an Organized Vacation

  1. 1
    Haley says

    Tripit is a great app to organize travel information if one wants to go digital.

    I’m not sure if it’s my phone, but I cannot comment or see comments on my iPhone. Just wanted to let you know in case you were unaware.

    • 1.1
      Laura Wittman says

      Good to know about that app, thanks Haley!! And yes I’m having some issues with my mobile site, hopefully it will be fixed soon. Laura :)

  2. 2
    Marcia Francois says

    I do something similar esp because sometimes we can’t access emails, etc. due to wi-fi or network problems and it’s much easier to whip out the printed paper :)

  3. 4
    Laura says

    I do both paper & digital. I too use TripIt as well as a calendar app on my smartphone that I only use for travel. If you go to the same place over & over again you might want to do what I did earlier this & assemble a notebook specifically for that place. I go to Disney World at least once a year & finally after seven trips & all of my notes & print outs being scattered all over the place I put together a notebook specifically for Disney World. I can’t begin to tell you how wonderful it is to know where my confirmation print outs, event tickets, notes about what worked well & what restaurants I want to try, all the other bits & pieces of information I’ve collected & print outs of documents I’ve created are without having to think about where I put them.You can make it as simple or as elaborate as you want or need. Mine is for planning purposes & wont be traveling with me. I am however putting together a smaller version that will travel with me that has some of the information the large one has.


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