50+ Sample Self-Declaration Forms

What Is a Self-Declaration Form?

A self-declaration form is a written form that formally confirms or validates a person’s information and consent. These forms have a variety of uses, most notably in the areas of travel, immigration, and public health.   

According to an online article by Mic, there are a few things a traveler needs to keep in mind in order to get through the U.S. Customs and Border Protection smoothly and with minimal inconvenience. For people entering the United States, international travelers need to declare all food and items purchased abroad. Similarly, goods bought in a duty-free store need to be declared too. And although it may not occur, customs officers may ask travelers follow-up questions about the items and goods they are bringing in or carrying with them. Being untruthful about any of these may result in expensive fees and penalties.  

Types of Self-Declaration Forms

Many self-declaration forms are standardized and are often required by certain agencies for visitors, guests, and transients to fill out. Similar to consent forms, government agencies and private establishments may use a self-declaration form to acquire information and obtain permission from a person. The following examples are common types of self-declaration forms.

Medical Declaration: Some patients may be asked by their healthcare providers or similar agencies to fill out a health or medical self-declaration form disclosing their medical history or circumstances. It is usually to determine if a patient is fit or able to discharge any duties that his or her present circumstances require. Other times, a medical self-declaration form is needed to disclose any medical conditions the person may have or medications he or she may be taking. COVID-19 Declaration: In the time of the pandemic, COVID-19 health declaration forms have become the new norm. Especially in private establishments, businesses often require that customers and clients declare their health status before they can enter an establishment or conduct business. Due to the highly transmissible nature of the disease, it has forced individuals and organizations to require other people to disclose certain information to prevent any contraction and spread of the virus. For example, it is not uncommon anymore for a restaurant or beauty clinic to have a customer scan a QR code or fill out a health declaration form before entering the premises. Typical questions asked would be regarding an individual’s travel and exposure history, possible symptoms, vaccination status, etc. Employment and Income Declaration: In some instances, a person may also be required to declare his or her employment and income status. Some institutions and organizations ask for this as part of an application process or to verify information. In this type of form, an individual will be made to disclose certain information such as their employer name, employer address, income size, and even number of dependents. After which, the person has to confirm the information they provided by affixing their signature at the bottom of the self-declaration form. Travel Declaration: At airports and on planes, especially for international flights, most travelers are made to fill out a travel declaration form. The form is one of the most basic documents for standard immigration or customs requirements of a destination country. Key information including the passenger’s flight details, departure and arrival points, addresses, passport details, and date of birth are typically asked in the declaration form. Other times, a traveler’s bags, goods, and effects that could be considered sensitive or unconventional baggage would need to be formally declared for border control and safety purposes as well. Hotel Guest Declaration: Some hospitality or hotel establishments require guests and visitors to comply with house rules and/or disclose relevant information. These guest self-declaration forms can serve several purposes, with safety and security being the top reasons. Informed consent and policy compliance are essentially the basic reasons for issuing a hotel guest declaration. In relation to public health, the self-declaration form may simultaneously function as a COVID-19 health declaration too. Since a hotel is still a public space with common areas, full disclosure of guests’ health is needed to safeguard the interests of public safety and health. Asset Declaration: An individual may also be required to declare certain assets and liabilities. In many countries, public officials or ministers are usually mandated by law to practice full transparency and accountability when it comes to their assets and wealth. For banks and other financial institutions, clients may also be required to submit a declaration of their assets or property. Real estate, stocks, bonds, life insurance policies are examples of assets that the customer or client will be made to disclose.

Purpose of Self-Declaration Forms

Filling out self-declaration forms can sometimes be a chore. The paperwork can be a nuisance but it does not make it less important. Especially in airports and similar hubs, declaring accurate and true information is absolutely critical. And since most things are digitized these days, a lot of establishments just let people scan QR codes for the convenience of their customers. Some of the common reasons for the need of self-declaration forms are enumerated below.  

Security and Safety: Part of the safety protocol at piers, airports, and travel hubs are going through x-ray measures for both people and luggage. This is standard procedure to ensure the safety and security of not just the passengers, but also employees and the general public. Additional safety measures are the disclosing of vital information to authorities. In the case of travel, self-declaration forms are needed to fulfill immigration, border control, and customs protocols. Public Health: As the world grapples with an ongoing pandemic and continuous surges, public health is the most important priority on every government’s agenda. In fact, since COVID-19 has permeated every aspect of people’s lives, it has become the core basis for every decision made whether by an individual or an organization. So it is best not to let the little inconvenience of filling out a health declaration form or scanning a QR code bother you. Everyone should be able to play their part in responsibly promoting and safeguarding public health amidst the COVID-19 pandemic. Authentication: Another reason a self-declaration form may be needed is to verify certain information. In the case of employment and income declarations, key information is needed to confirm a transaction or an engagement. Organizations and institutions such as banks, may need to obtain and authenticate information such as household income and number of dependents before taking any action or performing a service for a client. Duties: Self-declaration forms are typically one or two pages. And depending on the nature of the declaration, many forms are standardized in such a way that there are predetermined questions or statements that are prepared. All the person needs to do is check the boxes or state short and fixed answers. These predetermined statements are not merely for convenience; they are consent-driven and help to clarify certain responsibilities or duties of the person made to sign it. For instance, a luxury hotel may issue a self-declaration form to a guest who has booked a stay. Upon check-in, the guest may be asked to sign a declaration form that reinforces his or her compliance to house rules and protocol. The form then enumerates various duties or reminders that the guest will have to willingly adhere to.

How to Create a Self-Declaration Form

To create a self-declaration form, it is important to know what type of declaration you are going for. The different templates above can serve as a helpful guide for your needs. Simply choose one that suits your needs and follow the basic step-by-step guide below. 

Step 1: Provide the Basic Information

It is pretty self-explanatory why every self-declaration form requires an individual’s basic information. Whether it is to confirm health status or authenticate certain assets, to declare or make known these circumstances calls for the person’s identification. For instance, travel declaration forms require the complete name and address of the passenger, destination and flight details, passport information, contact details, and other relevant data. 

Step 2: Establish a Format

Most, if not all, self-declaration forms come with a predetermined set of items that an individual must answer. To create your own form, you need to first decide what type of format will work best for your self-declaration form. Common ones include checklist, questionnaire, or survey forms. Others also require open-ended or fixed answers. Perhaps a clear example would be the COVID-19 health declaration form. Questions pertaining to quarantine, COVID-19 exposure, symptoms, and travel history are generally asked.     

Step 3: Insert a Confirmation Statement

A key section in all self-declaration forms is the confirmation statement. The purpose of a self-declaration is to provide and certify information. The statement merely reinforces and validates the answers earlier given and declares it as true. A confirmation declaration is typically just one or two sentences that serve as a closing statement in the form. You also have the option to provide a checkbox beside the statement for the person to tick.    

Step 4: Provide Space for Signature

To further certify the self-declaration form, make sure to leave adequate space below the confirmation statement for the person to affix their signature. You can provide clear lines for the person to sign their name and date, respectively.    

FAQs

What is the purpose of a declaration form?

The purpose of a self-declaration form can cover all types of reasons, depending on the nature of the declaration. But the most common and basic reasons for filling out these forms is for authorities to obtain vital information and to protect the security and safety of the general public.

What is a self declaration?

A self-declaration is basically validating information that you provide as true and correct. If you are made to issue a self-declaration form, it is simply standard compliance that authorities want and expect from you. Self-declaration forms are commonly used for health and travel reasons.

What is COVID-19 self declaration?

A COVID-19 self-declaration form is meant to disclose one’s health status to protect and promote public safety. Because COVID-19 is highly transmissible and contagious that various authorities and establishments have made it mandatory for people to declare their COVID-19 health status when needed.

Self-declaration forms can be useful in many scenarios, particularly when public health and safety are concerned. These forms should be clear and direct so as to avoid confusion and misinformation for signatories. Browse the wide selection of sample templates above to start customizing your own self-declaration form now!