What Documents Are Needed For Teaching English Abroad

Teaching English abroad is an exciting opportunity — but before you hop on a plane, there's paperwork to handle. Countries and employers around the world have different documentation requirements, and being prepared can make or break your job offer or visa application. From passports and background checks to TEFL certificates and notarized degrees, this guide covers everything you might need to launch your international teaching journey.

Essential Travel Document: Your Passport

Your passport is your golden ticket to teaching English abroad. Most countries require it to be valid for at least six months beyond your intended stay, but it’s safer to have at least 12 to 24 months of validity remaining, especially for longer teaching contracts. Some visa applications may be rejected if your passport is too close to expiration, even if you're just entering for the interview or onboarding process.

Make both digital and physical copies of your passport. Store a printed copy in your luggage and upload scans to a secure cloud folder in case you lose your original while traveling. If you're within 18 months of expiry, it’s best to renew before beginning any job applications — delays during renewal can slow down the visa process or even cause last-minute panic.

Visa Requirements: Work, Tourist, or Student

Your visa determines your legal status abroad — and that varies significantly depending on where you go and how you plan to teach. For full-time teaching roles at schools or universities, a work visa is usually non-negotiable. This often involves employer sponsorship and can require additional documentation like contracts, degree certificates, background checks, or even medical reports.

In countries with more relaxed systems (like Thailand or Cambodia), many teachers arrive on a tourist visa and then convert it to a work visa locally. Others, like Vietnam, issue business or work permits after arrival. Meanwhile, in countries like Japan or South Korea, your visa must be approved before you step on the plane — so having your documents organized early is critical.

If you're teaching part-time, freelancing, or working online, a student visa or working holiday visa might be a viable option. These usually come with limits on work hours but offer more flexibility if you're combining teaching with travel or study.

Avoid teaching on a tourist visa unless you're fully aware of the risks. It’s technically illegal in most countries, and getting caught could mean fines, deportation, or being banned from re-entry. When in doubt, always ask your employer or consult an embassy.

TEFL / TESOL Certification

For most international teaching jobs, a TEFL or TESOL certificate is a must — especially if you’re not a licensed teacher. The gold standard is a 120-hour course, which includes core modules on grammar, lesson planning, and classroom management. Many employers won’t even consider your application without it.

Some countries and programs (like EPIK in South Korea or public schools in the UAE) require your certificate to be notarized or apostilled — essentially a government-approved stamp proving authenticity. Be sure to check the specific requirements before applying.

It’s a good idea to carry a signed and stamped hard copy of your certificate when you travel. Keep digital versions saved securely online in case you need to re-send them during the hiring process. If you're currently finishing your course, most providers can issue a letter of completion, which many schools will accept temporarily while you finalize certification.

If you’re planning to teach in competitive markets — or aim for higher-paying roles — a TEFL with observed teaching practice (sometimes called “in-class hours”) can give you a serious edge.

Criminal Background Check

A clean criminal background check is often a non-negotiable requirement — especially in parts of Asia and the Middle East. In countries like South Korea, the UAE, and Vietnam, it’s typically required for your visa approval, not just for the job itself. Schools in these countries may be legally obligated to report your background clearance to local immigration authorities before they can sponsor your work permit.

The type of check required varies. South Korea and the UAE often ask for a national-level check, like the FBI Identity History Summary (for U.S. citizens), and it must be apostilled — a special type of international notarization. Meanwhile, countries like Japan, China, and Thailand might accept a local or regional check, though requirements can differ by province or school type.

In Europe and Latin America, background checks are less commonly requested, but there are exceptions. Programs like TAPIF in France or government-run initiatives in Spain may still ask for them. Even if it's not required, having a background check on hand adds credibility and could strengthen your application.

If you're applying for multiple positions in different countries, it's wise to get both a national check and apostille authentication done before you leave your home country. Processing can take weeks, so start early — especially if you're targeting countries with stricter vetting.

Resume, Cover Letter, and References

Even if you’re applying halfway around the world, you still need to bring your A-game on paper. Your resume (or CV) should be tailored to international teaching — that means including your passport nationality, visa status (if applicable), relevant certifications, and your teaching preferences (e.g., kids, adults, business English).

A strong cover letter helps show not just your qualifications, but your cultural adaptability, interest in the destination, and teaching philosophy. If you’re applying to jobs in non-English-speaking countries, some schools may ask for your documents to be translated — this is especially true in places like Japan, China, or parts of Europe.

Professional references are also key. Most employers want at least two, ideally from teaching-related roles — but a mix of academic and professional contacts can work too. Make sure your referees know they might be contacted and can respond promptly (within a week is ideal). Include their email, job title, and how they know you.

Some schools may request reference letters in addition to contact info, so it’s a good idea to prepare both. And just like with other documents — bring physical copies and keep digital backups, too.

Professional Photos

In much of Asia and the Middle East, a professional photo is more than just a nice touch — it’s often a required part of your job application. Employers want to see how you present yourself, and in cultures where appearance and professionalism carry significant weight, this can influence whether you get an interview.

Typically, you’ll need two types of photos:

• A passport-style headshot — think clean background, neutral expression, professional attire.
• A full-body photo — often in business clothing, standing straight, looking approachable and confident.

Avoid filters, casual selfies, or anything that feels overly stylized. A good rule of thumb is: would you wear this and look like this when walking into your first class? If not, retake the photo. It's worth the effort — especially in countries like South Korea, China, Saudi Arabia, and the UAE, where photos are a core part of the application package.

Having high-quality, recent photos on hand also helps you stand out on online platforms like Preply, italki, or AmazingTalker, where your profile image is one of the first things students notice.

Academic Documents: Diploma and Transcripts

In most countries, a bachelor’s degree is the baseline requirement to teach English legally — even if your major isn’t in education. Whether you’re applying for jobs in Korea, Japan, Taiwan, Spain, or Chile, you’ll usually need to provide proof of graduation in the form of your university diploma and sealed transcripts.

Some schools accept photocopies, but others demand originals or notarized copies. For visa processing, many governments — including South Korea, Japan, China, Thailand, Taiwan, and Vietnam — require that your diploma be apostilled or authenticated in your home country. This process can take time, so don’t leave it until the last minute.

Transcripts are less commonly requested but still important — especially for competitive programs, public school jobs, or when your degree major needs clarification. It’s smart to request at least two sealed copies from your university in case one is lost or opened accidentally.

Also consider keeping a digital scan of both your diploma and transcripts on a secure cloud drive. And if you’re headed to a non-English-speaking country, having a translated version ready (especially for the diploma) might be necessary for visa or employer paperwork.

Health and Medical Forms

Many teaching destinations require some form of medical clearance — either before you leave or after you arrive. These checks aren’t just a formality. They’re often tied directly to your work visa approval and must follow specific local guidelines.

For example:

• In South Korea, new teachers must complete a physical exam, drug screening, and HIV test within 90 days of arrival. If you fail or skip this step, your visa can be revoked.
• Saudi Arabia requires a pre-departure medical exam, including an HIV/AIDS test and general health clearance, often done through a government-approved clinic.
• In Japan, TB screening and a chest X-ray may be requested, either before or during the early stages of employment.

Requirements vary, so it’s essential to check the most current visa guidelines from the embassy or your recruiter. If you’re unsure whether your destination will require medical forms, it’s a smart move to carry a general health certificate from your doctor — especially if you have ongoing prescriptions or medical needs that may raise questions during visa processing.

Keep in mind: certain countries may ask you to repeat the health check upon arrival, even if you’ve done one at home. Always budget for this — and bring a translated version of any important medical records or prescriptions.

Apostilles and Notarizations

Apostilles and notarizations are how governments confirm that your documents — like your degree or background check — are legitimate and internationally recognized. They’re a crucial step in teaching legally abroad, especially if you're heading to countries with strict immigration policies.

An apostille is essentially a type of international stamp that certifies a document for use in another country. You’ll likely need to apostille:

• Your bachelor’s degree or diploma
• Your criminal background check
• Your TEFL/TESOL certificate (especially if it’s from a lesser-known provider)

To get an apostille, you’ll usually need to go through the Secretary of State’s office (or equivalent authority) in your home country. In the U.S., for example, each state can issue apostilles for documents issued within that state, while federal documents (like FBI checks) must go through the U.S. Department of State.

In some cases, schools or government agencies might also request notarized copies of documents, particularly if they’re not familiar with the issuing institution or if apostilles are not part of the legal process (common in non-Hague countries). Notarization confirms a document’s authenticity and can usually be done at a bank, legal office, or online service.

Plan ahead. Apostilles and notarizations can take days or even weeks, especially during busy times or international application seasons. Having your documents processed early can save serious stress down the line.

Optional (But Helpful) Documents

Not every teaching job abroad will require these extras, but having them on hand can give you a strong edge — or make your life a lot easier once you're abroad.

• Teaching portfolio: If you’ve taught before, a portfolio showcasing your experience can help you stand out. Include sample lesson plans, photos of classroom activities, student testimonials, or performance reviews. Even for new teachers, a mock lesson or curriculum sample can show initiative.

• Vaccination card: Since the pandemic, some countries and schools require proof of vaccination — particularly for COVID-19, yellow fever (for certain African or South American countries), or TB. Keep this document up to date and accessible.

• Language certifications: If you're a non-native English speaker, official test scores like IELTS, TOEFL, or Cambridge English can boost your profile and reassure employers. Even for native speakers, having a C2 certificate or similar may help with competitive jobs or programs.

• Marriage certificate: If you plan to travel with your spouse — especially if they’ll need a dependent visa — you may need to show proof of marriage. Some countries also require documentation for joint housing or residency permits.

These optional documents can also be a lifesaver in unexpected situations, from visa renewals to housing applications, so it’s wise to have them just in case.

Digital Copies & Organization Tips

When you're preparing for life abroad, keeping your documents organized, backed up, and easy to access is just as important as having them in the first place.

• Scan every document and upload it to a cloud storage service like Google Drive or Dropbox. Organize by folders (e.g., “TEFL,” “Visa,” “Medical”) so you can find what you need fast.

• Carry a USB stick or small external drive with all your files as a backup. If you lose Wi-Fi access or your laptop gets stolen, you’ll still have access to critical paperwork.

• Bring a hard-copy folder with printouts of key documents — ideally in a waterproof or zippered travel pouch. This should include:

  • Passport copy
  • Visa/residency paperwork
  • TEFL certificate
  • Diploma and transcripts
  • Medical records
  • Reference letters

Bonus tip: If you’re moving countries often, consider keeping a checklist of documents for each destination — requirements can vary wildly between regions, and staying organized can save you visa delays and job offer rescissions.

Final Thoughts

The documents you need to teach English abroad vary by country, job, and visa type — but being overprepared is always better than scrambling later. From TEFL certificates and background checks to medical records and passport renewals, having your paperwork sorted in advance will save you time, stress, and possibly even your dream job.

Treat this process as part of your commitment to a bigger life abroad. The more organized you are now, the smoother your transition will be — whether you're headed to a language school in Japan, a buxiban in Taiwan, or teaching online from a beachside apartment in Mexico.

Make a checklist, gather your documents, and get ready. Teaching English abroad isn’t just a job — it’s your ticket to a whole new way of living.