Crossing national borders is an everyday act for millions of people worldwide. But behind the inconspicuous barriers at airports, land crossings and seaports lies a complex system of passport controls carried out by officials to ensure a country's entry requirements. This article looks at the details of passport controls, officials' checks, the consequences of entry bans and visa errors, and the impact on airlines.

First of all, it must be emphasized that showing your passport at the check-in counter and/or at the gate is not an official passport control. Infrequent flyers in particular are often under the misconception that this is a real border control. But that is not the case, because the reason for the “check” is usually just to ensure that people are not flying under a false name. There are commercial reasons for this, as most airlines charge additional fees for changing the passenger's name.

There may also be official reasons, as many countries require airlines to check in advance whether the requirements for entry into the destination country are met. So-called rejections during passport control after landing should be avoided and this also has commercial interests, because most countries require airlines to immediately take people who have been refused entry out of the country.

During the Corona pandemic, many governments have ordered that transport companies check whether all the documents required for entry are present before boarding. For example, Germany had such an order, but Austria never had one. But that didn't stop overzealous ground staff from carrying out "document checks" on their own initiative. The actual inspection, if carried out at all, was then carried out by officers upon arrival.

It is common knowledge that an ID card is sufficient to enter many countries, for others a passport is required and then there are some for which you need a visa. Depending on the country, this is available upon arrival, online in advance or you have to go to the responsible diplomatic mission in good time before departure and apply for it there. While the officials in the country of departure don't really care whether you meet the requirements in the destination country - because, for example, Austrian police officers are simply not responsible for entry controls in the USA - their "colleagues" in the destination country check other things.

What is being checked?

Passport controls are more than just a formal procedure. The officials not only check the identity of the traveler, but also whether they have complied with entry requirements. This includes checking the passport or other recognized travel documents, visa and, if necessary, other required documents such as work permits or invitation letters.

In addition, travelers are checked against international databases to ensure that there are no entry bans and that no criminal offenses are known. Airlines also share passenger details with border authorities in advance to enable early screening. However, this data will only be transmitted if there is a government order for this. For example, the USA and the UK require this.

Some checks are also carried out during exit controls. For example, the officials check whether there is a possible ban on leaving the country or whether you are on a wanted list. In the latter case, it is not unlikely that the trip will be over and you will be taken to the office for further clarification. In some states there are also checks to see whether there are tax arrears. It varies from country to country which checks are carried out as part of official exit controls.

Entry ban and visa errors: consequences for travelers

If there is an entry ban or a missing visa, this can have serious consequences. Travelers may be turned away at the border, causing significant inconvenience and expense. In some cases, a re-entry ban may be imposed, severely restricting future travel freedom. Depending on the country, the officials note this in the passport, but in any case it is recorded in a database to which every border police officer in the respective country has access.

The consequences for airlines are also significant. If a passenger is refused entry, airlines are often obliged to organize the return flight and cover additional costs. In some cases, airlines may attempt to recover these costs from the affected passenger, particularly if the entry violation was due to the traveler's negligence.

Attention: Passengers often think that the airline and/or the tour operator must inform them of the entry requirements. The highest court ruled that for package tours, the information in the travel documents about where you can find out more is completely sufficient. If you are unsure, we recommend calling the embassy of the destination country, as you can get first-hand information there free of charge. If you have to apply for a visa in advance, you should find out exactly which documents you need to bring with you to the diplomatic mission, as the foreign missions tend to “send away” an applicant if only a required “piece of paper” is missing.

Differences in passport controls by land, air and sea

Passport controls vary depending on how the state border is crossed. At airports, checks are carried out by border guards before boarding the plane. Depending on the airport, directly before entering the security area, at counters in the security area or directly at the gate. This varies depending on your location. Overland controls are often carried out in specialized facilities, while at seaports entry controls are often carried out on board the ship. Especially these days, buses, cars and trains are often stopped in the hinterland and surprise checks are carried out.

Controls at airports tend to be more stringent and comprehensive as they serve a wide range of international travelers. By land and sea, controls can be less strict, particularly within the Schengen area in Europe. However, due to the so-called refugee crisis, some states are also tightening controls within the Schengen region.

Entry requirements into the European Union

Entry into the European Union is subject to clear regulations. Travelers from countries requiring a visa must apply for a Schengen visa. In addition to the passport, sufficient financial resources, valid travel insurance and proof of the purpose of the trip are required.

It is important to note that despite the common EU regulations, certain differences in entry requirements may exist in individual member states. Additional requirements may apply, particularly when it comes to controls at national borders.

The simplified EU entry requirements do not apply to EU citizens. They can simply identify themselves with their passport or ID card if they want to travel back “home” to the European Union. There are much more relaxed entry requirements for nationals of certain third countries. Which one exactly? You can find out about this, for example, on the homepage of the Austrian Foreign Ministry.

Common mistakes and possible consequences

During passport checks, travelers often make mistakes that can lead to serious consequences. This includes providing false information, insufficient travel documents or ignoring visa requirements. Such errors can not only lead to refusal of entry, but also to criminal consequences such as fines or entry bans.

It is therefore advisable to carefully inform yourself about the entry requirements of the destination country before starting your journey, to prepare all the necessary documents and, if you are unsure, to seek professional advice in good time. This can not only prevent unpleasant surprises at the border, but also help ensure smooth and stress-free travel.