Free Mover Document Pokédex
Fabio Pellini – CPO at wearefreemovers | June 16, 2025
Have you spotted an unusual document 🔎 during your free mover journey? Let’s check it out together in this Pokédex! Our mission is to help you understand clearly every single document you might encounter while applying to your dream university abroad. No more confusion, let’s catch ’em all! 🧢
- 🇬🇧 English Language Certificate
- 📜 Academic Transcript
- ✒️ Motivational Letter
- 📄 Curriculum Vitae (CV)
- 🛂 Passport Copy
- 💰 Financial Statement
- 🏠 Proof of Accommodation
- 📸 Passport-Sized Photo
- 🏥 Health Insurance Proof
- 💉 Vaccination Records
- 📚 Course Selection Form
- 📞 Emergency Contact Information
- 🕵️ Background Check or Police Clearance
- 📆 Study Plan
- 📋 Recommendation Letters
- 🎥 Video Presentation
- ✒️ Essay on Specific Topics
- 🎨 Portfolio
- 🧾 Visa Approval Documents
- 🚑 Medical Clearance Certificate
- 🧾 Language of Instruction Waiver
- 🏛️ Sending Institution’s Nomination Letter
- ✍️ Declaration of Honor
- 🎓 Proof of Enrollment at Home University
- 📸 Image & Testimonial Consent Form
- 📘 Learning Agreement
- 🧾 After Mobility Academic Transcript
- 💳 Proof of Tuition Payment
- 📴 Declaration of No Objection
- 📨 Proxy Authorization to Act on Student’s Behalf
- 🆔 Copy of National ID Card
- 🗣️ Language Assessment by Professor
- ✈️ Return Flight Reservation
- 🏫 Proof of Language Course Enrollment
- 🛡️ Health Insurance Self-Declaration
If you come across a document that’s not yet listed in this Pokédex, don’t keep it to yourself: let us know! We’ll register it as a legendary species and share it with the rest of the free mover community.
#001 🇬🇧 English Language Certificate
What is it?
An official certificate proving your proficiency in English, such as IELTS, TOEFL, or Cambridge.
Why is it required?
To ensure you can understand lectures, participate in discussions, and succeed academically in an English-taught environment.
How do I get it?
Register online for an exam (e.g., IELTS at British Council, TOEFL on ETS website), study and attend the test. You’ll receive your certificate by post or online.
#002 📜 Academic Transcript
What is it?
An official list of courses you’ve completed and the grades you’ve earned at your home university.
Why is it required?
It helps the host university assess your academic level and determine your eligibility for specific programs.
How do I get it?
Request it from your home university’s student office or academic registrar. It may take a few days to process.
#003 ✒️ Motivational Letter
What is it?
A personal letter explaining why you want to study abroad and why you’ve chosen that specific university.
Why is it required?
To evaluate your motivations, personality, and alignment with the program’s goals.
How do I get it?
Write it yourself: be authentic, concise, and goal-oriented. You can find many templates and examples online for inspiration.
#004 📄 Curriculum Vitae (CV)
What is it?
A document summarizing your academic background, work experiences, skills, and achievements.
Why is it required?
To give universities a broader picture of your qualifications, especially for competitive programs.
How do I get it?
You can create it using Word or Canva, or use Europass (widely accepted in Europe). Make sure it’s updated and clear.
#005 🛂 Passport Copy
What is it?
A scanned image or photo of the identification page of your valid passport.
Why is it required?
To confirm your identity, citizenship, and travel eligibility.
How do I get it?
Photograph or scan the ID page of your passport. Make sure it’s not blurry and that all information is visible.
#006 💰 Financial Statement
What is it?
A document showing your or your family’s financial capacity, often a bank statement or funding guarantee.
Why is it required?
To prove you can afford tuition, housing, and living expenses during your stay abroad. Often used for visa or institutional requirements.
How do I get it?
Request an official bank statement from your bank or ask your financial guarantor (e.g., parent/guardian) to provide one, ideally signed and stamped.
#007 🏠 Proof of Accommodation
What is it?
A document confirming where you’ll be staying abroad: university dorm, rental contract, or temporary lodging.
Why is it required?
To ensure you have housing arrangements set before arrival, often needed for visa, enrollment, or health insurance purposes.
How do I get it?
Book accommodation and request a confirmation letter or contract. Universities often help provide proof for student dorms.
#008 📸 Passport-Sized Photo
What is it?
A professional photo of your face (typically 3.5 x 4.5 cm) meeting biometric standards for IDs or student cards.
Why is it required?
Used for official documents, visa applications, and university systems like ID cards or application profiles.
How do I get it?
Take a picture at a professional photo booth, studio, or use an online service that meets biometric photo guidelines.
#009 🏥 Health Insurance
What is it?
A certificate from your insurer proving you have valid medical coverage abroad.
Why is it required?
To guarantee that you can access healthcare and are protected in case of medical emergencies during your studies.
How do I get it?
Contact your health insurer or apply for a student-specific international insurance. Request a policy document or certificate.
#010 💉 Vaccination Records
What is it?
A document listing the vaccinations you’ve received, often including MMR, hepatitis, or COVID-19.
Why is it required?
Some universities or countries require proof of immunization for public health and safety reasons.
How do I get it?
Request it from your doctor or local health authority. Some vaccines may need updating before departure.
#011 📚 Course Selection Form
What is it?
A form where you list the courses you wish to attend at the host university during your mobility period.
Why is it required?
It allows the host institution to plan your academic placement and confirm whether your choices align with availability and prerequisites.
How do I get it?
Usually provided by the host or sending university. Sometimes downloadable from the university website or generated within the mobility portal.
#012 📞 Emergency Contact Information
What is it?
Basic details (name, phone number, relationship) of someone who can be contacted in case of emergencies during your stay abroad.
Why is it required?
Universities and consulates require this to ensure there’s someone to reach out to if urgent issues arise involving your health, safety, or documentation.
How do I get it?
Ask a close relative, guardian, or trusted adult for permission to list their contact details. Make sure their phone works internationally.
#013 🕵️ Background Check or Police Clearance
What is it?
An official certificate issued by your national or local police department confirming you have no criminal record.
Why is it required?
Some countries and institutions require it for visa processing or program eligibility, particularly in fields like education or health.
How do I get it?
Request it from your national police authority or Ministry of Interior. In some countries, it’s available online or through local police offices.
#014 📆 Study Plan
What is it?
A structured outline of what you plan to study during your exchange: specific courses, academic goals, and expected outcomes.
Why is it required?
To help both institutions understand your academic intentions and approve your course selection in line with your degree path.
How do I get it?
Usually written by the student, sometimes with support from an academic coordinator or advisor. Templates are often provided.
#015 📋 Recommendation Letters
What is it?
Formal letters written by professors or employers endorsing your academic abilities, work ethic, and suitability for studying abroad.
Why is it required?
To validate your character and qualifications from an external, trusted source. Often needed for competitive placements.
How do I get it?
Ask a professor or supervisor well in advance. Provide them with context (where you’re applying, why) and a CV to help them write a strong letter.
#016 🎥 Video Presentation
What is it?
A short video clip of you introducing yourself, sharing your motivations, and presenting your personality and goals.
Why is it required?
Some institutions prefer to assess your communication skills, fluency, and enthusiasm beyond written documents.
How do I get it?
Record a 1-3 minute video using a smartphone or computer webcam. Speak clearly, smile, and keep the background neutral. Upload it as instructed.
#017 ✒️ Essay on Specific Topics
What is it?
A written response to a particular question or theme proposed by the host institution.
Why is it required?
Used to evaluate your critical thinking, creativity, and ability to reflect on social, academic, or cultural topics.
How do I get it?
Follow the instructions provided by the university and write the essay in your own words. Proofread it carefully before submission.
#018 🎨 Portfolio
What is it?
A collection of your artistic, design, or creative works relevant to your intended program (e.g., art, architecture, fashion).
Why is it required?
To demonstrate your technical skills, creativity, and development as an artist or designer.
How do I get it?
Gather your best works (drawings, photos, videos, designs, etc.). Format them as a PDF, website, or online folder. Include titles and short descriptions.
#019 🧾 Visa Approval Documents
What is it?
Official paperwork showing that your student visa has been granted by the relevant embassy or immigration office.
Why is it required?
To confirm your legal right to study in the host country. Often mandatory before enrollment or class registration.
How do I get it?
Apply for a student visa via the embassy of your destination country. Once approved, you’ll receive a visa sticker or digital confirmation.
#020 🚑 Medical Clearance Certificate
What is it?
A signed certificate from a licensed physician confirming you’re in good health for international travel and study.
Why is it required?
Some universities or visa authorities request it to ensure you don’t have medical conditions that could require special care.
How do I get it?
Schedule a general check-up with your family doctor or a certified clinic. Ask for a signed certificate in English.
#021 🧾 Language of Instruction Waiver
What is it?
A letter confirming that your previous studies were conducted entirely in English.
Why is it required?
Some universities accept this instead of an official English certificate if your program was taught in English.
How do I get it?
Request it from your university: usually, the international office or academic coordinator can issue it.
#022 🏛️ Sending Institution's Nomination Letter
What is it?
A formal document from your home university confirming your nomination for a study abroad opportunity.
Why is it required?
Some host universities require formal nominations to process incoming applications.
How do I get it?
Usually issued automatically after you’re selected by your home university for mobility. You can also request it if needed.
#023 ✍️ Declaration of Honor
What is it?
A signed document where you confirm that all the information and documents you submitted are genuine.
Why is it required?
Helps institutions ensure academic and administrative integrity without needing notarized verification for everything.
How do I get it?
Often provided as a downloadable form. You just need to fill it in and sign it (physically or digitally).
#024 🎓 Proof of Enrollment at Home University
What is it?
A certificate stating that you’re currently enrolled and actively studying at your home university.
Why is it required?
Used to confirm your student status and eligibility for exchange programs.
How do I get it?
Request it from your university registrar or student office. It may be available through your online student portal.
#025 📸 Image & Testimonial Consent Form
What is it?
A release form where you grant permission for your photos, videos, or written testimonials to be used by the university for promotional or informational purposes.
Why is it required?
Protects your privacy rights and ensures institutions have explicit consent before publishing any media featuring you.
How do I get it?
Download the template, read the terms carefully, sign (physically or digitally), and upload it.
#026 📘 Learning Agreement
What is it?
A table-like document that lists each course you plan to take at the host university and the matching course (or free elective) at your home university.
Why is it required?
It guarantees that the credits you earn abroad will be transferred back into your degree at home, so you don’t “lose” a semester while adventuring.
How do I get it?
Download the template from wearefreemovers or your home institution, fill in the proposed courses, then collect signatures from your academic coordinator and the host university.
#027 🧾 After Mobility Academic Transcript
What is it?
An official statement of the courses you completed and the grades you earned during your free‑mover semester abroad.
Why is it required?
Your home university needs it to transfer credits. It’s also useful for future job or postgraduate applications to prove what you studied internationally.
How do I get it?
Request it from the host university’s registrar or international office once your grades are final. They’ll issue it digitally or as an official paper copy.
#028 💳 Proof of Tuition Payment
What is it?
A receipt or official confirmation showing you’ve paid any required tuition fees or administrative charges.
Why is it required?
Some institutions request it before enrollment or issuing final acceptance letters.
How do I get it?
Once payment is completed (online or bank transfer), download or request a confirmation receipt.
#029 📴 Declaration of No Objection
What is it?
A short letter (usually one page) in which your employer, scholarship provider, or home department states they have no objection to you being away for a semester.
Why is it required?
Some immigration offices and scholarship programs want proof that your existing commitments (work, funding, or studies) won’t conflict with your time abroad.
How do I get it?
Provide your HR office, supervisor, or scholarship officer with a simple template; they sign it on official letterhead and you upload the PDF.
#030 📨 Proxy Authorization to Act on Student’s Behalf
What is it?
A signed authorization allowing wearefreemovers (or another trusted agent) to communicate with universities and submit paperwork on your behalf.
Why is it required?
Some institutions require formal proof that a third party can represent you when handling admissions or document issues, especially if timing is tight.
How do I get it?
Download the proxy form from our platform, read the scope, sign (digitally or on paper), and upload it back to your dashboard.
#031 🆔 Copy of National ID Card
What is it?
A scanned or photographed image of your national identity card.
Why is it required?
Some European universities may request this instead of or alongside a passport, especially for EU citizens.
How do I get it?
Scan or take a clear photo of both front and back of your valid national ID card.
#032 🗣️ Language Assessment by Professor
What is it?
An informal letter from your language professor confirming your ability to follow academic courses in English or another relevant language.
Why is it required?
Used in cases where students don’t have formal language certificates but have demonstrated strong academic performance in language courses.
How do I get it?
Ask your professor politely, ideally providing them with your CV and the university’s language expectations.
#033 ✈️ Return Flight Reservation
What is it?
A document showing your booked (or reserved) return flight from the host country to your home country.
Why is it required?
Sometimes required for visa purposes to prove that you intend to return home after your study period.
How do I get it?
Book a refundable ticket or use online services that allow temporary flight reservations specifically for visa applications.
#034 🏫 Proof of Language Course Enrollment
What is it?
A document confirming that you’ve enrolled in a language course, either before or during your semester abroad.
Why is it required?
Sometimes needed to show that you’re improving your language skills to meet course requirements or visa conditions.
How do I get it?
Register for a certified language course (online or on-site) and request an enrollment confirmation or invoice from the provider.
#035 🛡️ Health Insurance Self-Declaration
What is it?
A personal statement confirming that you already possess valid health insurance that covers your stay abroad.
Why is it required?
Some institutions may accept this in place of formal documentation if you’re using a national or European coverage plan.
How do I get it?
Use the template provided. Fill in the required info and sign it digitally or manually.
