When to start planning an exchange: definitive guide

Are you dreaming of doing an exchange but don't know when is the ideal time to start planning? Advance planning is one of the most determining factors for the success of your international experience. Many students discover too late that some opportunities have already run out or that they could have saved thousands of reais with more strategic planning. Discover the perfect timing for each type of program and transform your dream into reality without haste or stress.

‍

Why timing is crucial in your exchange

Planning your exchange in advance isn't just a matter of organization - it's a strategy that can make the difference between getting the vacancy of your dreams or having to settle for the remaining options. Countries such as Germany, Canada, and Australia there are specific opening dates for selection processes, and the best institutions tend to sell out their places quickly.

Advantages of planning ahead:

• Access to the best institutions and programs
• Savings of up to 30% on total costs
• Adequate time to improve the language level
• Opportunity to get scholarships and discounts
• Lower stress during the process

In addition, some programs such as High School and University abroad require specific documentation that can take months to provide, especially when it involves the validation of international diplomas and certifications.

‍

Ideal timeline by type of program

Language exchange (4-24 weeks)

For programs of Learning a language abroad, planning may be more flexible, but it still requires organization:

3-6 months before:

• Define program destination and duration
• Research schools and compare methodologies
• Check availability of dates
• Start visa process (if necessary)

1-3 months before:

• Finalize enrollment and accommodation
• Provide documentation and travel insurance
• Organize financial issues and cards

‍

Study and work programs (6-18 months)

Destinations such as Study and Work in Ireland, Study and Work in Australia and Study and Work in Malta require more preparation time:

6-12 months before:

• Define country and area of study
• Improve English level (IELTS/TOEFL if necessary)
• Search institutions and programs
• Start savings for investment

3-6 months before:

• Apply for the chosen program
• Start student visa process
• Search for accommodation and job opportunities
• Provide all necessary documentation

‍

High School abroad (1 semester - 3 years)

O High School It is one of the programs that requires the most advance notice due to the complexity of the process:

12-18 months ago:

• Define country, duration, and type of program
• Search schools and school districts
• Start language preparation
• Assess family financial issues

6-12 months before:

• Submit full application
• Conduct interviews and proficiency tests
• Wait for matching with host family
• Start visa process

‍

University and technical programs

Undergraduate and graduate studies

For University abroad and programs like Public College in Canada, planning should start even earlier:

18-24 months before:

• Search universities and fields of study
• Check academic prerequisites
• Start preparing for proficiency tests
• Plan funding and scholarships

12-18 months ago:

• Submit university applications
• Perform official language tests
• Request letters of recommendation
• Prepare academic documentation

Technical programs with internship

O Private College in Canada - Co-op offers greater flexibility, but still requires planning:

6-12 months before:

• Choose technical area of interest
• Search co-op institutions and programs
• Evaluate graduate career opportunities
• Start application process

‍

Factors that influence the timing of your planning

Age and educational level

Your age and academic moment directly influence ideal timing:

• 14-18 years old: Focus on High School (planning started 18 months earlier)
• 18-25 years old: Degree or technical programs (12-24 months in advance)
• 25+ years: Postgraduate degree, specialization, or professional programs (6-18 months)

Financial situation

Financial planning is crucial and varies depending on your current budget:

Limited budget:

• Start of planning 24 months before
• Time to save and search for scholarships
• Opportunity to take advantage of seasonal promotions

Available budget:

• Flexibility for programs starting closer
• Possibility to choose premium options
• Focus on quality instead of price

Language level

Your current level in the target language determines how much preparation time you need:

Beginner (A1-A2): 12-18 months of preparation

Intermediate (B1-B2): 6-12 months of preparation
Advanced (C1-C2): 3-6 months of preparation

‍

When it's NOT too late to start

Even if you're late in planning, some options are still feasible:

Last-minute opportunities (1-3 months)

• Language programs with frequent start
• Study and Work in Malta e Study and work in Dubai (faster visa process)
• Preparatory online courses for future programs
• Pathway for university entry

‍

Checklist by planning period

12+ months before shipment

✅ Define clear exchange objectives
✅ Search for destinations and programs
✅ Assess family financial situation
✅ Start language study
✅ Organize personal documentation

6-12 months ago

✅ Choose specific program and institution
✅ Submit full application
✅ Intensify language study
✅ Start visa process
✅ Search for accommodation

3-6 months ago

✅ Confirm approval and vacancy
✅ Finalize visa documentation
✅ Book a plane ticket
✅ Take out travel insurance
✅ Organize banking issues

1-3 months ago

✅ Finalize accommodation details
✅ Prepare luggage and documents
✅ Perform pre-shipment guidance
✅ Inform bank about the trip
✅ Prepare final checklist

‍

Costs of late vs early planning

The financial impact of planning timing is significant and can represent thousands of reais of difference in total investment:

Early planning (12+ months):

• Air tickets: R$ 2,500 - R$ 4,000
• Accommodation: R$ 800 - R$ 1,200/month
• Academic programs: discount of up to 20%
• Visas: regular processing without extra fees

Late planning (1-3 months):

• Air tickets: R$ 4,500 - R$ 8,000
• Accommodation: R$ 1,500 - R$ 2,500/month
• Academic programs: regular prices
• Visas: possible emergency fees

Potential savings: Up to R$ 15,000 in a 6-month program with advance planning.

‍

Tips to speed up your planning

If you're starting late, you can still optimize the process:

Express documentation:

• Request simultaneously translated and apostilled documents
• Use express services for passports and other documents
• Prepare all financial documentation in advance

Destination flexibility:

• Consider destinations with more agile processes
• Evaluate options in countries that don't require a prior visa
• Keep open for different start dates

Take advantage of promotions:

• Monitor last-minute deals
• Consider complete packages that may be more cost-effective
• Negotiate special cash payment conditions

‍

Signs it's time to start planning

You should start planning your exchange when:

Academically:

• Decided your area of professional interest
• Has the minimum language level required
• Are you clear about your educational objectives

Financially:

• Has an established financial reserve
• It has a stable income flow to fund the program
• Evaluated all available financing options

Personally:

• Feel mentally prepared for the experience
• Do you have family support for the project?
• Are you mature enough to live independently

‍

Common errors in planning timing

Start too late

The most common mistake is underestimating the time required for full preparation. Many students discover just 2-3 months before their desired boarding that:

• The best institutions have already sold out places
• Documentation takes longer than expected
• Costs are significantly higher

Delaying important decisions

Delaying choices about destination, program, or institution may result in:

• Loss of application deadlines
• Need to accept second or third option
• Unnecessary stress during the process

Don't consider seasonal seasons

Each destination has periods of high and low demand that affect:

• Accommodation availability
• Ticket and accommodation prices
• Part-time work opportunities

‍

Be Easy

Na Be Easy, we understand that the perfect timing for your exchange is unique and depends on several personal and academic factors. Our specialized team offers personalized guidance to help you define when to start planning, considering your objectives, financial situation, and personal schedule. Contact us today and find out when is the ideal time to turn your exchange dream into reality, with all the support and peace of mind you deserve!

‍