You may have heard about the UK Electronic Waiver Authorisation system, which was introduced in 2023. The system began with select Gulf states and gradually expanded to include 54 countries, including the United States and Canada, both of which were added in early 2025 (source).
UK Electronic Travel Authorisation (ETA)
What is the UK ETA?
According to the UK Home Office, the UK government department that manages immigration and passports, the ETA is a mandatory digital pre-travel authorisation for travellers from the 54 participating countries that was launched in late 2023.
Unlike a traditional travel visa, the ETA is a streamlined digital authorisation that allows eligible travellers to enter the UK for up to six months. It applies to those travelling for tourism, to visit family and friends, to conduct business or charity work, or for short-term study.
How It Differs from the previous system:
The current system allows many travellers to enter the UK with just their passport.
However, the ETA system introduces several key changes:
Digital Pre-screening:
Instead of being assessed upon arrival, travellers will need to receive authorisation prior to their journey to the UK. This requires completing the online ETA application process, which includes providing passport details, basic personal information, and declaring any criminal convictions or adverse immigration history.
The Home Office then conducts security and background checks, which can take up to 3 working days. Once approved, travellers receive an email notification that the ETA has been linked to the passport provided in the application. The ETA lasts two years or until the passport expires, whichever comes first.
Automated Processing:
Once the completed ETA is electronically linked to your passport, you have a digital record of your travel authorisation without having to carry any additional documents. Upon arrival at the UK border, you'll simply need to scan the same passport you used in your ETA application.
Border Force officials will verify your authorisation status both before you travel and upon arrival, streamlining the entry process while maintaining and enhancing security standards.
For organisations managing group travel, this means:
- Faster processing at borders
- More predictable entry procedures
- Reduced risk of documentation issues
- Streamlined group movement through immigration
Who is Affected?
The UK Government's official guidance specifies that ETAs will be required for non-visa nationals, which includes travellers who previously didn't need a visa for short stays, like:
- EU citizens
- US citizens
- Canadian citizens
- Other visa-exempt nationalities from the 54 participating countries
Following feedback from the aviation industry, the government has agreed a temporary exemption for airside transit passengers who, previously, had to apply for an ETA prior to travel. The Home Office said this exemption “will be kept under review”.
Cost Structure:
- Originally £10 per person, this is being increased to £16 from April 9th 2025
- Valid for multiple entries over 2 years, or at the expiration of your passport, whichever comes first
- All applications must be processed individually - no group applications or discount rates currently available
- Cost remains the same regardless of stay duration
For mission-driven organisations, the ETA represents a new layer in travel planning and cost management.
Planning Ahead: How to Navigate the changes
As an organisation having to manage these travel requirements, you might be wondering: "How do we adapt our travel policies and procedures to handle these changes?" Here are some considerations to help you navigate the transition smoothly, so your mission can continue without interruption.
Cost Management:
The introduction and expansion of this system brings additional costs that organisations need to factor into their travel planning. Here's what you need to consider:
- Include application fees in project budgets (ETA: £10 per person, this may increase to £16 per person)
- Plan for multiple applications if your team frequently travels between regions
- Consider currency exchange fluctuations when budgeting for international teams
- Build in contingency funds for urgent applications or unexpected travel needs
Organisation-Wide Planning:
We recommend organisations consider:
- Tracking authorisation expiry dates (ETAs valid for 2 years)
- Planning around confirmed processing times (up to 3 working days for ETA)
- Maintaining accurate passport information for all travellers
- Understanding the different implementation dates for each system
Timeline Management:
Organisations should:
- Submit standard ETA applications at least 3 working days before travel
- Allow additional time during peak travel seasons (summer months, major holidays)
- Track authorisation expiry dates for frequent travellers
- Consider the phased implementation schedules when planning future travel
Key Travel’s Visas Solution
Key Travel understands our customers focus needs to remain on their vital work - whether that's ground breaking research, education and knowledge sharing, humanitarian aid delivery, or faith-based missions.
That’s why we’re here: to simplify every aspect of their travel programme, including ensuring that these new authorisation requirements don't become obstacles to your mission. Through our established partnership with CIBT Visas, global leader in visa and passport processing services, our customers have access to the most up-to-date and accurate information on what is required to enter their destination safely and securely, all at a reduced cost versus public rates.