Check-in for children on airplanes - Regulations, documents and important notes

Bringing children on a flight may seem simple, but it can become complicated without a clear understanding of the check-in process. From preparing documents and selecting the check-in method to handling unexpected situations, every step can affect the boarding experience. A minor mistake such as missing a birth certificate, failing to confirm a booking code, or arriving late at the airport may result in denied boarding, wasted time, or unnecessary expenses. Especially for first-time travelers with children or those unfamiliar with air travel, understanding and following the correct procedure is essential for a smooth journey.

The first thing to prepare when taking a child on a flight is valid identification documents. Children under 14 do not have national ID cards, so the most commonly accepted document is the original or a certified copy of the birth certificate. For infants under 2 years old, some airlines may require additional documents such as a household registration book or birth confirmation letter (if within the valid period). If the child is not accompanied by a parent, a notarized authorization letter from the legal guardian is required. For international flights, most airlines also require a separate passport and visa for the child, including infants. It is important to check the airline’s policy before booking.

Next is the booking code. All check-in procedures rely on the electronic ticket code, typically sent via email or SMS after payment. This code should be saved in multiple places: email, a screenshot, and a printed copy in case of technical issues or battery failure. If the ticket is booked through a travel agency, double-check that the child’s name, age, and other details are correct. Children over 2 years old must have a separate seat and cannot share with an adult like infants.

The ideal check-in time for children is at least 2 hours before a domestic flight and 3 hours before an international flight. This allows time to resolve any issues with documents, incorrect names, or missing authorizations. For younger children, early check-in is recommended to allow time for care, feeding, or diaper changes before departure. If using online check-in, it is usually available from 24 hours to 1 hour before departure, depending on the airline. However, not all airlines allow online check-in for bookings that include children. For example, Vietnam Airlines allows online check-in only if all passengers in the same booking meet the requirements. Bamboo Airways and Vietjet Air often require in-person check-in at the counter for bookings with children under 2.

At the airport, there are four common ways to check in

• Check-in at the counter: This is the most recommended method for travelers with children. Staff will verify documents and help resolve any issues. It is the best option for group travelers or those with checked baggage.
• Online check-in via app or website: Saves time but should only be used if the child is eligible. If the system fails to recognize the child’s status, proceed directly to the counter.
• Self-check-in kiosk: Suitable for passengers without infants or if the child has complete identification. Not all airports offer kiosks.
• Check-in via travel agency: Some agents provide check-in services, but travelers must still arrive early to check bags and pass security screening.

Regarding seating, children aged 2 and older must have their own seat, located next to their accompanying adult. Infants under 2 usually sit on an adult’s lap with a child safety belt. Some airlines offer bassinets for infants under 11 kg, but they must be reserved in advance. If you want to select a window seat or aisle seat, make arrangements during booking or early check-in.

A frequent issue is name mismatch on the ticket, such as missing accent marks or incorrect name order, which differs from the child’s official documents. The name on the ticket must match the identification exactly. If an error is found after booking, contact the airline or agent immediately to correct it. If the birth certificate is lost, obtain a certified copy from the local government office. Airlines only accept original documents or notarized copies, not scanned images or digital copies.

If traveling in a group with children, it is important to check in under the same booking code to ensure that seats are adjacent and that any issues can be addressed together. If separate tickets were issued, arrive early and notify the staff at the counter. For school trips or large groups, inform the airline in advance to request group support.

If you have completed check-in but did not receive a boarding pass, it may be due to a system error or missing documents. Go to the nearest help desk to reprint the pass. If the child shows signs of illness, such as fever, the airline may deny boarding. Bring a medical certificate if the child recently recovered from illness or has a health condition. For children with special needs (allergies, hearing impairment, developmental delays), contact the airline at least 24 hours in advance to arrange assistance.

At the security checkpoint, officers will inspect the child’s documents, boarding pass, and carry-on luggage. Do not let children carry their own documents to avoid loss. Bring water, snacks, and small toys in hand luggage to keep the child calm while waiting and during the flight. For international travel, the child’s passport and visa must be valid. Some countries require written consent from both parents if the child is traveling with only one parent or a guardian.

Checking in a child for a flight requires proper preparation, a full understanding of the airline’s policy, and timely arrival at the airport. Key takeaways include having a valid birth certificate, a correct and confirmed ticket, and adequate time buffer. If unsure, go directly to the check-in counter instead of relying on online systems.

Important tips

• Always bring a certified copy of the birth certificate and authorization letter if the child is not with both parents
• If traveling with an infant, request infant service at least 24 hours in advance
• If online check-in fails, proceed directly to the airport counter
• Do not let children hold their own travel documents
• For groups, ensure all children are on the same booking reference

Key airline-specific rules

• Vietnam Airlines: Infants under 2 must be accompanied by an adult aged 18 or older and must present an original or certified copy of the birth certificate
• Vietjet Air: Online check-in not available for bookings with infants; must check in at the airport counter
• Bamboo Airways: Allows online check-in for children over 2 if all conditions are met and the booking is in the same code

Correct check-in procedures not only ensure the safety of young passengers but also reduce stress for accompanying adults. Careful preparation, procedural knowledge, and proactive handling are the keys to making every flight with children smooth and stress free.