Planning a gap year is exciting, but knowing where to start can feel overwhelming. From choosing where to go and working out your budget to booking flights, sorting insurance and packing your bag, there’s a lot to think about.
The good news is that you don’t have to do everything at once.
If you start planning around 12 months before you leave, you can break everything down into manageable steps and avoid the last-minute panic. Use this gap year checklist as your month-by-month guide to getting ready for your adventure.
Your Gap Year Checklist at a Glance
12 months before: Decide what you want to do and start researching.
9–10 months before: Narrow down your plans and start saving.
6–8 months before: Sort your passport, visas, flights and first accommodation.
4–5 months before: Arrange insurance, health requirements and your travel money.
2–3 months before: Start buying your travel essentials and getting organised.
1 month before: Check your bookings and prepare your documents.
1 week before: Pack, organise your money and complete your final checks.
12 Months Before: Start Planning
Decide what you want from your gap year
Before booking anything, think about what you actually want to get out of your year away.
Do you want to travel, work abroad, volunteer, gain work experience, learn a language, take part in adventure activities — or combine several of these?
There’s no right or wrong way to spend a gap year. Start by thinking about the experiences that matter most to you.
Research destinations and opportunities
Start making a shortlist of destinations and experiences that appeal to you.
Consider the cost of travelling there, the time of year, visa requirements, opportunities to work and the activities you’d like to do.
This is also a good time to explore gap year jobs and organised programmes.
Create a rough budget
Work out how much your gap year could cost, including flights, accommodation, food, transport, insurance, activities and spending money.
Once you have a rough figure, you can set yourself a savings target and work out how much you need to save each month.
9–10 Months Before: Make Your Plans
Narrow down your itinerary
You don’t need to have every day planned, but it’s useful to decide which countries or regions you’re most interested in and roughly how long you want to spend in each.
Leave some flexibility in your plans — you never know when you might discover somewhere you want to stay longer.
Research gap year jobs and programmes
If you’re planning to work, volunteer or join an organised programme, start looking at your options now.
Check application deadlines, costs, what’s included and whether you need any specific qualifications or experience.
Start saving seriously
Set up a dedicated travel fund and make saving part of your monthly routine.
If you’re struggling to reach your target, consider taking on extra work, cutting unnecessary spending or looking at gap year fundraising ideas.
6–8 Months Before: Sort the Big Essentials
Check your passport and visa requirements
Check your passport expiry date and make sure you have enough validity for the countries you plan to visit.
Then research visa requirements for every destination. Remember that the rules for working can be very different from those for travelling as a tourist.
Always check the latest requirements with the relevant government or embassy before you travel.
Book your main flights
Once your dates and itinerary are reasonably clear, start looking at flights.
Check baggage allowances, connection times, airport locations and the airline’s rules around changes or cancellations before booking.
You don’t necessarily need to book every flight for your entire gap year. If you want to stay flexible, consider booking your main international flights and arranging shorter journeys as you go.
Plan your first accommodation
You don’t have to book accommodation for your entire trip, particularly if you’re backpacking.
However, having somewhere safe to stay when you first arrive can make the start of your trip much easier.
Check out these gap year accommodation tips before you book.
4–5 Months Before: Get Travel-Ready
Arrange travel insurance
Travel insurance should be high on your to-do list.
Look for a policy that covers the length of your trip and the countries you’re visiting. If you’re planning to work, volunteer or take part in adventurous activities, make sure these are covered too.
Read the policy carefully rather than assuming everything is included.
You can find more advice in our guide to gap year travel insurance.
Check health and vaccination requirements
Research the health advice for the countries you’re visiting.
Depending on your itinerary, you may need vaccinations, medication or other preventative healthcare. Some vaccinations require multiple doses, so don’t leave this until the last minute.
For advice specific to your trip, speak to a qualified travel health professional.
Sort out your travel money
Think about how you’ll access money while travelling.
It’s sensible to have a main payment card and a backup option, along with some emergency funds.
Check your bank’s fees for overseas spending and cash withdrawals before you leave.
2–3 Months Before: Start Getting Your Kit Together
Make your packing list
Start putting together a realistic packing list based on where you’re going and what you’ll be doing.
Your requirements will be very different if you’re hiking, volunteering, working abroad or backpacking between cities.
And remember: you have to carry everything you pack.
Buy or borrow your essentials
Start getting your important travel kit together, such as your backpack, suitable clothing, travel adapter and other essentials.
Before buying everything new, check what you already own or whether you can borrow or buy things second-hand.
Our gap year essentials guide can help you work out what you really need.
Download useful travel apps
Set up your phone before you leave.
Useful apps can include maps, translation, currency conversion, travel planning, flights and accommodation.
Having them ready before you leave means you won’t have to spend your first day abroad trying to find and download everything.
1 Month Before: Finalise Everything
Check your bookings and documents
Go through your trip from beginning to end.
Check your flights, accommodation, visas, insurance and any programme or activity bookings. Make sure the dates all match and that you know where you need to be and when.
Make copies of important documents
Keep secure digital copies of your passport, visas, insurance documents, flight details and other important information.
It’s also worth leaving copies with someone you trust at home.
Plan how you’ll stay connected
Check your mobile provider’s roaming charges before you leave.
Depending on where you’re travelling, you could use your existing plan, buy a local SIM or use an eSIM.
Make sure you know how you’ll contact family and friends — and how they can contact you.
1 Week Before: Final Checks
Pack and weigh your bag
Start packing properly and check your bag against your airline’s baggage allowance.
Then have another look at everything you’ve packed.
If you haven’t used something in a while, ask yourself whether you really need to take it.
Organise your travel documents and money
Keep your passport, boarding pass, bank cards and essential documents somewhere safe and easy to access.
Make sure your phone and power bank are charged and that you have access to your emergency funds.
Tell someone at home about your plans
Share your main itinerary with a family member or trusted friend.
They should know where you’re going, where you’re staying initially and how to contact you.
For more advice, read our guide on how to stay safe on your gap year.
The Night Before: You’re Ready!
You’ve done the research, saved the money, booked the important things and packed your bag.
Now there are just three things left to do:
- Double-check your departure details — Confirm your flight time, terminal and transport to the airport.
- Charge everything — Make sure your phone, power bank and other essential electronics are ready to go.
- Get some sleep! — The planning is done. Your gap year starts tomorrow.
Ready for Your Gap Year?
lanning a gap year doesn’t have to be complicated. Start early, break the process into manageable steps and focus on getting the important things right.
You don’t need to plan every minute of your year. Get the essentials sorted, leave yourself some flexibility and make room for the unexpected.
Your adventure is waiting.
Explore more gap year advice, activities, jobs and essentials at The Gap Year Hub.