When you think about travelling with medical oxygen, the first things that usually come to mind are equipment – which concentrator to take, whether cylinders are allowed, how to keep everything charged as well as those all important travels plans of how, when and where. But there’s another piece of the puzzle that often causes more stress than the gear itself- the paperwork.

Airlines, local suppliers, insurance companies, even customs officials — all want their forms, letters, and approvals. And if you don’t have them, your trip can unravel before it begins. The good news? Once you know what’s needed and gather it in advance, the paperwork stops being a nightmare and becomes just another tick on your travel checklist.

At OxygenWorldwide, we see travellers wrestle with the same questions every week. Here’s the paperwork you actually need, how to organise it, and how we can help make the process smoother.

Why paperwork matters

Airlines and suppliers aren’t trying to make life difficult. They need documentation to confirm safety, ensure the equipment is legitimate, and prove that oxygen is prescribed by a doctor. Without it, their liability skyrockets — which is why you’ll hear “no boarding” or “no delivery” if you show up without the right papers.

Think of this step as your passport to stress-free travel. You wouldn’t leave home without your travel documents, and your oxygen paperwork should sit right alongside them.

For an overview of why working with a global partner helps simplify all this, see Gründe für OxygenWorldwide.

Airline requirements: the must-know basics

Every airline has its own policy for medical oxygen, which makes this tricky. But the fundamentals are similar. Expect to need:

  • Airline medical clearance form: This is usually a form specific to your airline. It must be completed by your doctor and submitted in advance (sometimes two to three weeks before flying).
  • Approved equipment list: Airlines only allow certain portable oxygen concentrators (POCs). Cylinders and liquid oxygen (LOX) are never permitted in the cabin.
  • Battery life requirements: You’ll need to show you have enough fully charged batteries to cover 150% of the flight time. That means if your flight is 6 hours, bring 9 hours of battery power.

Practical tip: Print multiple copies of all documents. Not every member of staff you meet will have access to your file, and having the paper proof avoids delays.

For more on practical preparation, see our Reisetipps.

Doctor’s letters: what to include

Airlines and suppliers abroad want reassurance that oxygen is prescribed and safe for you. That means carrying a letter from your doctor. A generic “patient uses oxygen” note isn’t enough.

Your doctor’s letter should include:

  • Your full name and date of birth
  • Your diagnosis (e.g., COPD, pulmonary fibrosis, OSA)
  • Confirmation that you require oxygen therapy
  • The flow rate (litres per minute) and whether you need continuous or pulse flow
  • The expected duration of use (rest, sleep, exertion, flight)

Make sure it’s dated within the last year. Carry both a paper copy and a digital version on your phone or tablet. If you’re travelling to non-English speaking countries, consider having it translated.

These letters aren’t just useful for airlines. They also support insurance claims if you need emergency medical assistance abroad. More details on insurance are available in our Help – Insurance section.

Prescriptions abroad: why they’re essential

When you arrive in another country and need oxygen delivered to your accommodation, a prescription is non-negotiable. Local suppliers are legally required to see one before providing equipment. Without it, the delivery won’t happen.

Carry multiple copies, just as you do with your passport. Some countries, like France, Spain, or Germany, may also require a local-language version. We can help ensure your prescription is accepted and understood by suppliers before you travel.

Your prescription should specify:

  • Your oxygen flow rate
  • The type of equipment prescribed (concentrator, LOX, cylinders)
  • The frequency of use

This paperwork also connects with your rights under European health schemes. For more detail, see our guide to EHIC/GHIC for European travellers.

Other supporting documents worth carrying

Beyond the essentials, there are a few extra papers that can smooth your journey:

  • A copy of your passport attached to your medical clearance form
  • Contact details for your home oxygen provider
  • Your insurance policy with medical coverage highlighted
  • The airline’s written confirmation approving your device
  • OxygenWorldwide’s contact details, so you have quick access to multilingual support

These aren’t mandatory everywhere, but they save a lot of explaining if questions come up.

How OxygenWorldwide helps simplify the paperwork

You can absolutely organise this yourself, but it can feel like juggling a dozen forms in three languages while trying to pack your suitcase. That’s where OxygenWorldwide comes in.

Our role is to simplify. We:

  • Advise you on what your airline requires and help gather forms
  • Confirm with local suppliers that your prescription will be accepted
  • Liaise with accommodation to ensure deliveries are expected and stored properly
  • Provide multilingual support, so you don’t get stuck trying to explain in Spanish or French
  • Act as your safety net if something goes wrong

Our Enquiries form is the best place to start if you’d like us to take the paperwork burden off your shoulders.

Final checklist for travellers

Before you leave, make sure you have:

  • A recent doctor’s letter
  • A valid prescription (plus translations if possible)
  • Completed airline clearance form
  • Insurance details covering oxygen therapy
  • Printed and digital copies of all documents
  • Emergency contacts, including OxygenWorldwide

For extra reassurance, see again Gründe für OxygenWorldwide — because having an experienced partner makes all the difference.

Preparation equals peace of mind

The hardest part of travelling with oxygen isn’t the travel itself. It’s making sure the paperwork is done, checked, and ready. Once that’s in place, the rest becomes much easier.

It may feel overwhelming at first, but with the right support, you’ll move through airports, hotels, and borders without those last-minute scrambles. And that leaves you free to enjoy what really matters: the destination, the people, and the experience.

If you’d like help with the paperwork for your next trip, OxygenWorldwide has decades of experience guiding oxygen users through airline rules, prescriptions, and local regulations. Contact us today so you can travel with confidence.