Your Go-To Guide for Completing International Health Certificates

Summer is here – and with it comes an uptick in international adventures. Countless pet parents are eager to bring their four-legged companions along for the journey. For veterinary teams, this means one thing: a surge in international health certificate (IHC) requests.

If your front desk is suddenly fielding questions like “Can I bring my dog with me to Italy?” or “How soon can I get papers for my cat to fly to Japan?” – you’re not alone. Summer is peak season for travel, and navigating the world of IHCs can be overwhelming without the right tools.

We took the time to create a step-by-step guide for tackling IHCs like a pro – so you can help pets travel safely and keep your clinic’s sanity intact.

Step 1: Decide if Your Clinic is Equipped to Offer IHCs

Let’s be honest: IHCs are time-consuming, high-stakes, and ever-changing. If your clinic doesn’t have the bandwidth to stay current, manage timelines, or absorb the liability, it’s okay not to offer them.

You can refer clients to a local USDA-accredited mobile vet or travel service instead. Better to say no than risk a pet being denied entry or quarantined abroad.

If you do offer them, make sure the certifying veterinarian is USDA-accredited. Without this accreditation, you legally cannot issue international certificates.

Step 2: Start Early – REALLY Early

The moment a client mentions international travel, gather:

• Destination country and expected travel dates
• Transit/layover countries (they may have separate rules)
• Travel type (personal vs. commercial, cargo vs. cabin)

Use the APHIS Pet Travel site to confirm country-specific rules. It’s a must-have resource.

Step 3: Educate Clients on Their Role & Costs

Your clinic can guide the process – but clients must own it. They’re ultimately responsible for ensuring:

• Destination country rules are followed
• Travel dates are accurate and communicated
• Airline and customs documents match the IHC

Tip: Provide a “Client Responsibilities” handout that includes key dates, deadlines, overall costs, and a checklist. Make it clear: mistakes can result in denied entry, quarantines, or canceled flights.

Step 4: Understand the Requirements

Each country has its own set of rules. Some common elements include:

• Rabies vaccine (often must be given >21 days before travel, but check every destination for specific requirements)
• Rabies titer (required for countries like the EU, Australia, and Japan)
• Internal and external parasite treatment
• Microchip compliance [Ex: must be ISO-compliant (15-digit, non-encrypted), must be placed before any rabies vaccine used for travel]

Timing is critical: one wrong date and the process resets – or worse, the pet is rejected at the border.

Step 5: Complete the Certificate Perfectly

Use the official APHIS forms only. Your certificate must be:

• Fully typed or clearly printed in black ink
• Free of white-out or corrections
• Exactly matched to vaccine and microchip records
• Signed and dated correctly (dates should be formatted according to the requirements of the destination country (DD/MM/YYYY or MM/DD/YYYY)

Always double-check, and then have a second team member check it again. Mistakes = delays = stressed-out clients missing flights.

Step 6: USDA Endorsement

Most countries require USDA endorsement of the certificate.

• VEHCS (Veterinary Export Health Certificate System) is the preferred digital submission method when eligible
• Some countries still require wet ink signatures and mailed documents
• Schedule overnight shipping both ways if submitting hard copies

Summer backlog warning: Allow extra time – USDA offices and couriers may be backed up.

Step 7: Set Expectations & Charge Accordingly

Make no mistake, IHCs are advanced-level veterinary work.

You’re dealing with:

• International legal documents
• Country-specific regulations
• High client emotion and travel pressure

Set clear expectations up front. Charge a fair price that reflects the time, risk, and responsibility involved.

Pro Tips for Busy Summer Clinic:

• Create an “International Travel Packet” with a checklist, questionnaire, and FAQs
• Assign a designated “IHC coordinator” on your team to manage cases, make sure IHC appointments are only scheduled on days the accredited vet and the IHC coordinator are there
• Recheck requirements every time – even if you’ve done the destination before
• Stay up to date with APHIS announcements – regulations change often

In Summary:

International health certificates are detailed, deadline-driven, and high-stakes. With travel peaking during the summer months, now is the time to review your clinic’s process – or your decision to offer IHCs at all.

If you do choose to provide them, make sure you’re equipped, thorough, and clear about what your clients must do. When it all comes together, you’re not just signing papers – you’re reuniting families, supporting military moves, and helping pets explore the world safely.

Here’s to safe skies and wagging tails this summer!