How to apply on behalf of your clients from 2025

Australian travellers will be among those impacted by the new European Travel Information and Authorisation System (ETIAS), set to start in the first half of 2025. And when it launches, travel agents (or friends or family) will be able to apply for ETIAS on behalf of their clients. But they’ll need to keep in mind a few things to ensure a smooth process.

Agents can submit ETIAS applications via the official ETIAS website or mobile app. It’s a process the EU says will be a straightforward one.

To authorise a third party (like a travel advisor) to handle the application, both the agent and the client must sign a declaration of representation. This declaration authorises the agent to apply on behalf of a client, a minor under the client’s guardianship or an adult under the client’s legal guardianship.

Each traveller needs a separate declaration, so a family of five, for instance, would need five signed declarations for the travel agent to submit their applications.

Clients should fully understand the powers granted in this declaration, as they remain responsible for the accuracy of their application data.

As sensitive client data (like passport details and addresses) is required, it’s essential to be a trusted provider. The ETIAS application fee is €7 (around AU$11), but agents may charge an additional service fee. Ensure this fee is transparent and reasonable to avoid client complaints.

ETIAS authorities will use the email address provided on the application. So travel agents should use an email the client can access to prevent customers from missing critical updates.

Advisors should also share a draft of the application with the client to confirm all the data is correct. Any errors can lead to ETIAS refusal, revocation or denied entry to ETIAS-required countries.

ETIAS was approved way back in 2016 to digitally screen and track travellers entering and leaving European Union (EU) countries. It doesn’t include the UK. It was originally set to roll out in January 2023, but was pushed back until early next year. 

Once approved, ETIAS will allow travel within the EU for up to 90 days within a 180-day period and be valid for three years.

For more information on ETIAS, visit the official EU website.

On 1 September 2024, the European Union’s new EU carry-on rules came into effect with all EU airports reintroducing the 100ml liquid rule despite new CT scanners. Read more about that on Karryon here.