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Language Travel Agency

Initial consultation, program recommendation and quote, visa application checklist, pre-departure briefing, and mid-stay & wrap-up feedback for short-term language travel and study-abroad agencies

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Student Study Abroad Master File

This is the student's standing file with our agency — one copy that the family and the counselling team both keep current. It is not tied to any single trip. Update it whenever a passport is renewed, a test is taken, a placement changes, or a medical detail changes, and every program we arrange will start from the right details.

Student Identity

Full name (as on passport):

Preferred name:

Date of birth:

Nationality / country of residence:

Home address:

Student email:

Student mobile:

Current school / year group:

Student is a minor — a parent or guardian must sign on their behalf

Passport & Visa History

Passport number:

Issuing country:

Passport expiry date:

Visas held or previously refused — keep every entry, including refusals. Prior refusals must be declared on future applications.

Country	Visa type	Issued / valid until	Outcome / notes

Language Levels & Test Scores

Add a row each time a level is re-assessed or a new test is taken, so progress over the years stays visible.

Date	Language	Test / assessment	Level / score

Program & Placement History

Every destination, school and residence the student has been placed in, newest at the bottom. This history drives future placement decisions.

Dates	Destination	School / course	Accommodation / host

Placement preferences and things to avoid next time (host family with pets, urban vs. small town, roommate nationality mix, distance to school):

Health, Diet & Accessibility

Allergies (food, medication, environmental):

Dietary requirement:

Ongoing conditions, regular medication, and any mobility or learning support needs the school and host must know about:

Agency has permission to share these details with the school and accommodation provider

Insurance

Insurer:

Policy number:

Cover valid until:

24-hour assistance line:

Guardian & Emergency Contacts

Name	Relationship	Phone (with country code)	Email / language spoken

Counselor Log

Dated entries from the counselling team and the family — goals discussed, decisions taken, incidents handled, follow-ups owed. Newest at the top.

Documents on File

Passport scan, visa pages, insurance certificate, school reports, test certificates — replace an item whenever a newer version is issued:

Upload File

Keep this file current — it is the record every future program is planned from.

Use this template

About this template

The Student Study Abroad Master File template is a ready-to-use form from Pocper's Language Travel Agency pack. Customize the fields to match your workflow, then share a link so clients can complete it and upload documents in real time.

What's in this template

Student Study Abroad Master File

Frequently asked questions

What is the Student Study Abroad Master File template for?

It's a structured form you send to clients to collect the information, documents, and signatures a language travel agency workflow needs — without the back-and-forth of email.

Can I edit this template?

Yes. Import it into your Pocper workspace, then add, remove, or reword any field before sharing it. Every template is fully editable.

How do clients fill it out?

You share a single link. Clients open it in any browser, complete the form, and their responses sync back to you in real time.

Student Study Abroad Master File

About this template

What's in this template

Frequently asked questions

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