U.S. Entry Requirements 2025: Current Rules & Practical Guidance

ESTA USA – Key Facts for 2025

• Fee: 21 USD (4 USD processing fee + 17 USD tourism promotion fee)
  
• Validity: Two years or until the passport expires
  
• Land border crossings: Since October 1, 2022, ESTA is also required for entry by land from Canada or Mexico
  
• Children: Must hold their own electronic passport (ePassport) and a separate ESTA authorization
  
• Gender entry (new as of January 29, 2025):
  The ESTA form now only allows the options "male" or "female." The gender registered at birth is decisive.
  Employees whose current gender marker is "X" or differs from their birth record must additionally carry:
  
  • a birth certificate, or
    
  • a certified extract from the civil registry
    The German Foreign Office recommends contacting the appropriate U.S. consulate in advance in cases of uncertainty

Note: The ESTA application USA should be submitted at least 72 hours before departure via esta.cbp.dhs.gov. Avoid third-party services that charge unnecessary fees.

Key Updates from 2023–2025

• May 12, 2023: Elimination of vaccination and COVID-19 test requirements for air travelers
  
• March 11, 2025: Mandatory vaccinations for immigrant visas no longer required (not relevant for business travelers)
  
• January 29, 2025: Only binary gender entries allowed in ESTA; additional documentation required for discrepancies
• Since January 12, 2021 (unchanged): Employees who have visited Cuba or hold Cuban nationality are not eligible for ESTA and must apply for a B visa
  

Travel to Cuba – Implications for ESTA

Employees who have visited Cuba on or after January 12, 2021, or who also hold Cuban citizenship, are excluded from the Visa Waiver Program.
A B visa is mandatory in these cases – even for short-term business travel.

Although the U.S. government announced in January 2025 that Cuba may be removed from the state sponsor of terrorism list, this has not yet resulted in any practical changes to the ESTA eligibility rules.

Final Decision Lies with U.S. Border Officials

Please note: Neither a valid ESTA nor a U.S. visa guarantees entry.
The final decision always lies with the U.S. Customs and Border Protection (CBP) officer upon arrival.

We recommend that employees carry the following supporting documents:

• Proof of return or onward travel (e.g., flight booking)
  
• Invitation letter or travel purpose documentation
  
• Hotel booking confirmations
  
• If applicable, assignment contract or project documentation
  

Entry denials cannot be appealed. German diplomatic missions cannot override CBP decisions.

ESTA Registration – Obligations and Risks

• The correct purpose of stay (e.g., business, no U.S. employment) must be selected in the ESTA application
  
• False information or even slight overstays of the 90-day limit may result in:
  
  • Detention,
    
  • Deportation, and
    
  • Future visa denials
    

Such incidents can significantly affect your company’s ability to deploy key personnel internationally.

ESTA USA – Step-by-Step Checklist

1. Have a valid electronic passport (ePassport) ready
   
2. Complete the online form (approx. 20–30 minutes)
   
3. Choose gender based on birth certificate ("male" / "female")
   
4. Pay the 21 USD ESTA fee via credit card or PayPal
   
5. Wait for approval (usually within 1 hour)
   
6. Enter the ESTA number at airline check-in
   
7. Carry a birth certificate if gender entry deviates from birth record
   

Additional Tips for Smooth U.S. Entry

• Passport validity: For German nationals, the passport must be valid only until the return date (no 6-month rule)
  
• Customs declaration: All food items and goods must be correctly declared (via form or CBP app)
  
• TSA PreCheck / Global Entry: Beneficial for frequent travelers, though fees have increased (Global Entry: 120 USD)
  
• Travel via Canada/Mexico: ESTA is required for these land entries as well
  
• Digital backup: Save the ESTA confirmation as a PDF and keep it available offline
  

Conclusion

In 2025, ESTA USA remains a cornerstone of global mobility strategies for companies – especially for short-term travel to client meetings, project work, or trade shows.

At the same time, the bar for accurate data, formal documentation, and the discretion of border officials has risen.

By proactively informing your employees, implementing structured ESTA USA application processes, and clearly managing exceptional cases (e.g., Cuba travel or gender variations), you help ensure not only compliant entry into the USA, but also the continuity of your organization’s international operations.

‍

‍

The information provided on this website does not constitute legal advice and is not intended to address any legal issues or problems that may arise in individual cases. The information on this website is of a general nature and is provided for informational purposes only. If you need legal advice for your individual situation, you should seek the advice of a qualified attorney.