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20 Business Travel Safety Tips and Guidelines for Employees

Traveling for business introduces a host of problems. Following these business travel security tips will lead you in the right direction.

Benefits of a Business Travel Safety Plan

20 business travel safety tips.

• Preparation Is the Key to Safety and Security

Business travel is a large part of many corporate jobs today—but how should businesses go about protecting their employees when emergencies happen away from the home office? Worryingly, the Global Business Travel Association found that 46% of those who travel for work don’t have a corporate travel safety plan in hand.

Safety culture might begin in the office—but it must also include employees who travel domestically and internationally. Would you want to be one of the 22% of business travelers who haven’t been told who to contact if they have an emergency abroad? Accidents, illnesses, pickpocketing, and getting caught in extreme weather events can happen on any business trip. Committing to employee well-being should include travel safety guidelines for employees that help them stay safe while performing their job—wherever in the world it may take them.

In this article, we’ll explore why every company needs a corporate travel safety plan and share 20 essential business travel safety tips that will help keep employees safe while traveling .

Download Our Business Travel Safety Template

Pandemic business travel trends.

In 2019, U.S. travelers took 464 million domestic business trips. During the COVID-19 pandemic in 2020, this figure dropped to 185 million. By 2024, researchers estimate domestic business travel will be almost back to pre-pandemic levels, at 457 million.

International travel followed a similar pattern. In 2019, there were 5.6 million business visitors to the U.S., and by 2020, this number dropped to 1.2 million . Again, these figures are expected to slowly climb back to pre-pandemic levels.

As business travel slowly returns to pre-pandemic levels, companies have a duty of care to provide their employees with the necessary tools and resources for a safe and successful trip. Whether you’re integrating business travel security into an existing safety policy or creating a separate document, preparing for secure travel comes with many benefits.

Enhancing safety

Business travelers are exposed to a huge variety of risks. These risks can be related to civil unrest, weather events, or terrorist incidents, to name a few possibilities. A corporate travel safety plan can provide your employees with the information they need if they’re affected by one of these alerts.

Increasing employee trust and retention

Many employees enjoy traveling for business, with 85% of those traveling for work saying they look for this benefit when considering new job opportunities. Business travel can help boost professional development, provide job fulfillment, and help employees perform better at their jobs. But only when it’s done right. A negative experience due to a poorly planned or unsafe trip can impact an employee’s opinion of their overall role.

Saving time and money

Business travel can lead to higher profits and revenue , but only if it is done safely and with the proper preparation. Employees who haven’t been properly prepared to travel safely are more likely to encounter complications that cost significant additional resources for the company, monetary and otherwise.

Even the largest multinational corporations can improve how they prepare for the hazards of business travel. International SOS recently provided support to a business traveler who had to undergo hospitalization for additional COVID-19 tests when traveling to Vietnam for business. Complicating matters, the employee was unsure how to go about obtaining discharge paperwork and what he needed to do while waiting for approval to catch his return flight. Not only do situations like this one incur business costs, but they can also take a significant toll on the individuals involved.

Building a culture of safety

Showing your employees that you’re invested in keeping them free from danger from the moment they leave home to the moment they return builds a culture of safety in your business. With safety ingrained in your company culture, employees know they are empowered to practice safety, which means they are more likely to make safer choices when working away from the office.

Additionally, you are empowered to make safe choices for your staff. You can fully consider the safest way to incorporate business travel and know your employees will trust your decision. Additionally, you can ask for their input when developing your business travel safety plan to show you’re committed to your safety culture.

Now that we’ve covered the rationale and benefits of developing a work travel safety and security policy, it’s time to consider exactly what you’ll need to include in your own safety plan. Our business travel safety tips below are designed to help you take action with confidence to protect your employees.

1. Develop a corporate travel safety policy

It’s always better to be proactive rather than reactive—and a business travel safety and security policy is one of the best ways to fulfill your duty of care to employees while they’re traveling. This document should include all training, procedures, and resources required for your business to keep employees safe.

2. Prioritize health and safety

In the global threat landscape, both predicable and unpredictable risks emerge, and travelers are particularly vulnerable. Your corporate travel safety policy should place employees’ health and safety front and center—with business priorities taking a back seat. It is your duty to care for employees no matter where they may be working, and traveling employees adopt a higher level of risk, which calls for an equal expansion of support and protection. Only when your people are safe and secure can they fulfill their own responsibilities to the business.

3. Secure buy-in

Consult key stakeholders, particularly those responsible for travel risk management , about your plans for business travel. They can help support your team members while they’re abroad or bolster your safety planning with their perspective and expertise.

4. Delegate responsibilities

As with any policy creation, assigning specific roles is best to ensure accountability and thoroughness. Travel safety can be a big undertaking depending on the destination and nature of the trip, so having a team to back you up will make complicated operations run more smoothly. Your plan should specify who is responsible for which tasks to ensure everything is taken care of.

5. Conduct a risk assessment

Business travelers face a wide range of threats and impediments, including but not limited to

• Travel disruptions
• Crime and terrorism
• Political or social unrest
• New travel laws
• Disease outbreaks and health emergencies
• Extreme weather
• Natural disasters

Companies need to actively monitor an employee’s travel destination before a business trip to gain a clear understanding of whether there are any active or potential threats in that area. A formal threat assessment calls on stakeholders to analyze potential travel risks and determine whether preventive measures are necessary—or whether to avoid specific high-risk travel plans altogether. Travel safety maps are another useful way to visualize the threats affecting different locations, and utilizing a threat intelligence system with threat history can give you an idea of previous incidents in an area.

6. Ready your team for anything

The all-hazards approach can be a valuable framework to follow when designing standard practices for employee travel. While you don’t need to obsessively catalog every potential detail and create a corresponding solution (although you should do so for likely or high-impact events), you can cultivate the capacity, resources, and security measures to react to anything at any time.

7. Create an essential travel safety checklist

Corporate travel safety policies will likely vary from company to company and trip to trip, but there are a few things to consider every time an employee travels:

• Pre-trip planning
• What to pack (safety-related)
• Travel documents
• COVID safety
• How to find emergency services or healthcare
• Ground transportation safety (e.g., car rental or public transport guidelines)
• Communication protocols

8. Maintain a living document

Once you create your corporate travel security policy, review and update it regularly—at least once per year. Communicate any changes to your employees, and offer training refreshers. Without the most up-to-date plans, your employees may be ill-equipped to make the best safety choices before and during their trips.

9. Provide safety training for traveling employees

Safety training can help employees gain situational intelligence and know how best to react to threats, from natural disasters to political instability or terrorism. If something goes wrong, you won’t be there in person to help support your people. By training your team ahead of time and offering essential safe-travel advice, they will be ready to react to common threats and stay as safe as possible. In particular, situational awareness training can help people stay sharp even in unfamiliar environments and situations.

10. Research and respect local customs

Many travelers remark on “culture shock” when immersed in a new place. Sometimes, visitors can transgress cultural boundaries without even knowing it. Provide education on local customs to help prepare your people and reduce any social friction they might encounter on their trip.

11. Train to avoid violent incidents

Many business trips are perfectly peaceful, but violence is a potential threat that calls for advance planning, employee training, and threat monitoring of all locations your employees may visit. In 2017, 53% of business travelers were impacted by terrorism. While these risks may be difficult to imagine, it’s important to feel entirely confident in your preparedness efforts around potential violent incidents. Practicing drills with crisis simulation exercises can help your employees know how to react and stay aware of the risks if they find themselves in a dangerous situation.

12. Be mindful of individuals’ varying risks

Keep in mind which of your employees might be at greater risk while traveling. For example, 83% of female business travelers have safety concerns. Any business travel safety training should also include specific guidance and resources to address or report issues that may predominately affect marginalized groups, like assault, hate crimes, kidnapping, or sexual harassment. It is especially important to keep a record of travelers’ itineraries in these cases to help them as soon as possible if anything goes wrong.

13. Educate travelers on insurance coverage

If your company has a business travel insurance policy, ensure employees understand what it covers and how to use it in an emergency. For example, many policies cover expenses related to medical emergencies, trip cancellations or interruptions, medical evacuations, and lost valuables. If your traveling team members don’t know about that support, they might not use it and put themselves or their work at risk.

14. Establish a reporting process

Providing employees with a method for reporting issues will lead to a better overall travel experience. Despite your best efforts, the world of travel is chaotic, and your plans may fall through. Stay in communication with agents managing travel plans to learn of canceled flights, double-booked accommodations, and other snags as soon as possible so you and your team can remedy them and keep your traveling workforce on track.

15. Observe repeat travel spots between visits

Even after your employees return from a travel location, it’s a good idea to continue monitoring the area. This will give you a firmer idea of the local threat landscape and the frequency and severity of common risks. This is especially important if your employees travel to this area frequently, such as to visit a partner or client’s office.

16. Invest in quality communication software

The right tools can go a long way to ensuring your employees stay safe, and this is especially true of communication for business travel. Your emergency communication tool should include a combination of the following capabilities and characteristics:

• Intuitive interface: Send and receive alerts with ease
• Two-way messaging: Allow users to reply with status updates
• Multichannel notifications: Use different channels such as text message, phone call, email, or WhatsApp , to communicate
• Wellness checks: Quickly survey employees to see if they’re safe or need assistance
• Reduced delivery time: Use pre-built notification templates for different scenarios when seconds count
• Centralized information: Create event pages to provide one source for all updated information related to a specific event
• Availability: Access via mobile devices as incidents can occur at any time

PRO TIP : Use our Buyer’s Checklist to help you determine what kind of emergency communication system your organization needs.

17. Maintain an up-to-date database of employee contact information

No matter how robust your communication technology and processes are, if you don’t have the right info, all of your thoughtful notifications won’t reach the people who need them. Common solutions include self-service information updating in HRIS systems or company directories. You need a communication system that syncs contact info with those existing records so you don’t have to worry about an employee missing important information because their phone number is out-of-date.

18. Deploy threat intelligence and monitoring tools

Leading up to and during an employee’s business trip, the more you know about potential threats, the better you’ll be able to ensure their safety and security. A threat intelligence system is critical for keeping track of threats where your employees are traveling, as well as at home. Reliable threat monitoring tools can help you protect your employees during their trip by tapping into thousands of data sources to intelligently track and monitor threats in real time. These tools also take into account threat history to help you form a clearer picture of what’s happening where.

19. Engage with intelligence analysts

Keeping track of every emerging threat can be an enormous task, especially for small in-house teams. Luckily, high-quality threat intelligence services include live professional analysts who help you sift through the firehose of information and isolate only the most relevant. Some solutions, such as AlertMedia’s, even allow you to chat directly with an analyst to fine-tune your awareness.

20. Increase visibility with location data

If your employees deviate from the plan, willingly or not, you’ll be aware only if they take the time to notify you. By equipping employees with location-tracking technology or apps like GPS-enabled employee communication software , you eliminate the guesswork. This form of tracking should be voluntary to avoid unnecessary surveillance, but employees in certain situations might feel more comfortable if they know their location is being shared with those who are looking out for them.

Preparation Is the Key to Business Travel Safety and Security

A detailed corporate travel security plan is a must in today’s threat landscape. With business travelers exposed to a wide variety of risks—it’s vital for companies to create a culture of safety that extends to employees’ diverse destinations so they can stay safe and perform at their best.

Your travel safety guidelines for employees should not be a static document. Consistently reassess relevant threats and update the plan to account for changes to your travel program or policies. It’s vital to account for all hazards and make sure your employees have the latest information about how to respond. Use the tips and tools we’ve covered to help keep your business running—and give your employees peace of mind .

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An Exhaustive Business Travel Documents Checklist

Home » Guide » An Exhaustive Business Travel Documents Checklist

In today’s globalized world, business travel has become an integral part of corporate operations. From attending meetings and conferences to exploring new markets, professionals often find themselves on the move. To ensure successful and hassle-free trips, proper planning and organization are paramount. This guide presents a comprehensive checklist of essential documents for business travel, covering everything from passports and visas to health documents and COVID-19 requirements. By being well-prepared with the right documentation, business travelers can navigate through their journeys with confidence, focusing on their objectives and making the most of their international ventures.

How to create best business travel checklist?

Here are essential steps to create a comprehensive business travel checklist:

• Include details of your flight, accommodation, and any scheduled meetings
• Pack appropriate clothing for your destination and the nature of your business activities
• Bring necessary documents, presentations, business cards, and any materials relevant to your meetings
• Keep track of receipts and ensure you have a system for managing business expenses
• Include any required medications, a basic first aid kit, and health insurance information
• Ensure your laptop, phone, and other devices are in working order
• Arrange transportation from the airport to your accommodation and between business meetings
• Have information about your hotel reservation, including check-in and check-out times

Complete business travel checklist:

1. visa and passport.

One of the most important documents required for international travel, a visa acts as an official authorization. This provides transit permission within foreign borders to carry out business or tourist activities. It also sets the duration of travel for the visitor. The visa may take time for approval; hence, one should ensure to apply for the visa well before the date of travel. Working as the primary identification, a passport is issued by the domestic country. It has important information such as name, DOB, nationality, and more.

2. Travel itinerary

Corporate travelers should be aware of the plan and itinerary for maintaining an efficient schedule. The itinerary should contain the date and time of the flights, booking details of the hotels, transportation arrangements, and more. This will help travelers ensure productive trips and high ROI.

3. Identification (Driver’s License, National ID, etc.)

Besides your passport, carrying additional government-issued photo identification, such as a driver’s license or national ID card, is recommended. These IDs can be useful for various purposes during your trip, such as renting a car, age verification, or completing certain transactions. Having a backup form of identification is always a good idea in case your passport is misplaced or not readily available.

4. Business invitation/letter

If your trip is for business purposes, having a formal business invitation letter or supporting documents can be beneficial. Such documents may be required for visa applications or to show the purpose and duration of your visit to immigration authorities. They should include details about your host company, the nature of your business engagements, and any planned meetings or events. Always check the specific requirements of the country you are visiting to ensure you have the necessary documents.

5. Travel insurance

Travel insurance provides financial protection and peace of mind during your trip. It covers unexpected events such as medical emergencies, trip cancellations, lost baggage, and travel disruptions. Purchasing comprehensive travel insurance is highly recommended, as it can save you from significant financial losses and inconvenience in case of unforeseen circumstances while traveling.

6. Company ID and business cards

Your company ID establishes your affiliation with your organization and may be required for certain business-related activities during your trip. Additionally, carrying business cards with your contact information is a professional way to network and exchange details with potential business partners, clients, or colleagues.

7. Currency and payment methods

Having local currency for your destination is essential, as not all places may accept credit or debit cards. Before traveling, notify your bank about your trip to avoid any issues with using your cards abroad. Carrying some cash in the local currency for initial expenses upon arrival is also advisable.

8. Health documents (Vaccination records, medical prescriptions, etc.)

Depending on your destination, specific health documents may be required. This can include proof of vaccinations, medical prescriptions, or health certificates. It’s important to research and comply with the health regulations of your destination to ensure a smooth entry and stay.

9. Local contact information

Keeping contact details for your company’s local office or representatives at your destination is essential. These contacts can assist you in case of emergencies, provide local support, or offer guidance during your stay.

10. Emergency contacts

Always carry a list of essential emergency contacts, including your company’s emergency hotline, local emergency services, and contacts of friends or family back home. Having this information readily available can be critical in case of any urgent situations during your trip.

11. Meeting materials

If you have materials needed for business meetings, presentations, or conferences, ensure they are well-organized and easily accessible. Having all the necessary materials ready will help you make a professional and effective impression during your business engagements.

Suggested read:  Fun And Productive Things To Do During A Long Flight

12. COVID-19 documentation (if applicable)

During the pandemic, certain countries may have specific COVID-19-related requirements for entry. This may include presenting negative test results, vaccination certificates, or health-related documents. Stay updated with the latest travel guidelines and ensure you have the necessary documentation as per the destination’s regulations.

13. International driving permit (if needed)

If you plan to drive during your trip, check if an International Driving Permit (IDP) is required in your destination country. An IDP translates your driving license into multiple languages, allowing you to legally drive in foreign countries.

14. Customs declarations

Familiarize yourself with the customs regulations of your destination country and be prepared to complete any required customs declarations. This includes declaring certain items you are carrying to comply with import/export regulations and to avoid any customs-related issues during your trip.

What makes a good business travel checklist?

Here are key factors that contribute to an effective checklist:

• Customize the checklist based on the nature of your business, destination, and individual preferences
• Arrange items by priority, focusing on crucial aspects like travel documents and essential business materials
• Create a checklist that can be easily adjusted for different types of business trips and destinations
• Ensure the checklist aids in streamlining your travel preparations and reduces the chances of forgetting critical items
• Make the checklist easily accessible, whether in digital form on your device or as a printed document
• Regularly review and update the checklist based on your travel experiences, incorporating lessons learned from previous trips

A well-prepared travel document checklist is the key to a smooth and productive business travel experience. From securing a valid passport and appropriate visas to carrying essential health records and emergency contacts, each document plays a crucial role in ensuring seamless travel. Additionally, adhering to COVID-19 requirements and obtaining international driving permits when necessary adds an extra layer of preparedness. By following this comprehensive guide, business travelers can embark on their journeys with confidence, leaving them better equipped to seize opportunities, forge new partnerships, and achieve success in the global business arena.

Suggested read: 15 Tips On How To Plan Successful Business Trips

Business Travel Documents Checklist FAQs

What is a business travel document checklist.

A business travel document checklist is a comprehensive list of essential documents and items required for a successful business trip. It helps travelers organize and ensure they have all necessary paperwork and materials before departure.

Why is a business travel document checklist important?

The checklist is essential to avoid last-minute hassles and potential issues during the trip. It ensures that all necessary documents are in order, reducing the risk of delays, rebooking fees, or denied entry at immigration.

Are visa important for international travel?

Yes, visa provides the primary authorization to carry out international travel.

Do you require travel insurance for business trips?

No, travel insurances are not mandatory for carrying out business trips. However, it is highly recommended to get yourself insured before going on personal or business trips.

What to include in your business travel checklist?

For efficient business travel, pack essentials like travel documents, clothing, and technology. Set up expense management, arrange transportation, and be prepared for emergencies with essential contacts and a contingency plan.

What documents should be included in a business travel documents checklist?

Documents to keep in business travel checklist are passport, visa, tickets, itinerary, accommodation details, insurance, and relevant IDs.

What should I do if I encounter issues with my documents during my trip?

Stay calm check your digital copy of documents. Contact your country embassy and explain all situation. They will help you get new document.

How can I keep my business travel documents organized during my trip?

Always keep digital copy of documents saved on cloud. Apart from that you should use travel organizer folder to keep your documents safety with you. Get hard copy of your documents kept in a different place than original.

What should you consider before creating a business travel checklist?

Destination and purpose of travel, company policy, personal needs, duration of the travel, and the activities involved.

How to know your business travel checklist is complete?

You can perform simple checks such as review, feedbacks and online comparison.

Pratyush is a traveling enthusiast who always looks for innovations in business travel management. He has 5 years of experience writing content on corporate travel management and working closely with expert business travel facilitators.

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20 Business Travel Safety Tips To Provide Awareness

Travelling for business has become almost inevitable in a variety of professions. While client meetings and team working sessions are an important part of business trips, so too is the safety and security of your team while travelling. When planning business trips, it is important to consider how your team’s safety will be impacted during every step of the travel itinerary.  Gaining insight into your travel destination and having awareness of potential hazards, conflict situations, political sensitivities, and historical trends that can all impact what appears to be a simple business trip is necessary to do prior to departure. Depending on your destination, accommodation, transportation, and scheduled plans, there are many moving parts to consider to keep everyone safe.

We’ve put together a complete list of business travel safety tips to help you ensure your and your team’s safety while abroad.

Business Travel Safety Tips

• Before you leave

At the hotel or accommodation

Transportation, during the business trip, before you leave , 1. familiarize yourself with local customs .

As business travelers, you and your team should get familiarized with cultural and business customs before your departure. Not knowing what is customary in the country you are travelling to can cause unintentional offense or conflict. For example, in Japan, business cards are held in high regard; they should be handed out and received with both hands and never played with or written on—especially during a meeting! 

It is also a good idea to learn a few key phrases such as greetings, thank-yous, and goodbyes, to show respect to clients and locals. Consider sending your team a cheat sheet for them to study and refer to while travelling.

2. Understand local laws 

With so much diversity in the world, it is no surprise that there are varying laws and rules in each country. For example, it is illegal to chew gum in Singapore, and swearing in public in Muslim states, like the United Arab Emirates, could get you fined, jailed, or deported. Keep your team safe by reviewing and understanding local laws in your travel country prior to taking off.

3. Learn about political and civil unrest

Political instability can lead to serious trip disruption and put the lives of travelers at risk. Riots, demonstrations, and terrorism are a real threat when travelling to countries with unrest. When planning your business trip, check the Global Protest Tracker to learn about active unrest, follow up-to-date travel advisories from your government, and avoid corporate travel in areas of extreme conflict.

Ask the question, should you or others be travelling to this destination right now?  What is the climate?  What are the risks?  Obtaining threat, hazard, and risk assessments tailored to your travel itinerary can notify you of unforeseen dangers and provide awareness. Find out more on the Paladin Risk Solutions site. 

4. Know unsafe areas and districts 

Every city has a “rough part of town” (or two, depending on where you’re travelling to). Familiarize yourself with these locations ahead of time and avoid unplanned stops or accommodation and restaurant bookings in these unsafe areas.

Consider risk awareness training for you and your employees, to learn best practices on how to be aware of threats and risks, and to gain environmental awareness. 

5. Be prepared for the weather and possible natural disasters

Beyond checking the forecast to see if you’ll need to pack a raincoat, it is also important to check for larger risks like hurricanes, flooding, and earthquakes. Take extra precautions and familiarize yourself and your team with safety protocols in the event of a natural disaster.

Get up-to-date weather information and warnings on global weather websites like The World Meteorological Organization .

6. Create a contacts list 

Knowing who to call when you are in an emergency situation is an important consideration to stay safe during business travel. Create a list of emergency and medical support contacts including local emergency services, and embassies. Know where these establishments are in relation to your accommodations and workspace and be sure to have a list of contact information for relevant corporate emergency contacts (like travel managers) in case you need emergency help. 

7. Understand how COVID-19 has impacted the country

As a result of the economic downturn due to COVID-19, there has been an increase in unemployment, which can lead to a spike in crime in certain areas. Theft, robbery, drug-related violence, and more may be heightened in other countries post-pandemic. Be sure to perform a travel risk assessment to fully understand the safety risks that may be waiting for you at your destination.

You’ll also have to look into what COVID-19 requirements are needed to enter the country. For example, do you have to provide a negative COVID-19 test prior to taking off? If so, what kind of test is needed, will an antigen test be sufficient or does it have to be a PCR test? It’s the same for returning home. The last thing you’ll want is to be unprepared when trying to catch your flight. 

8. Keep accommodation details to yourself

Information like your accommodation address, room number, room key codes, travel documents, and additional security information should be kept confidential. Try not to speak loudly when discussing this type of information and never share it with strangers or people outside of your work cohort. 

9. Avoid being followed to your room

As an extra safety precaution, when your team is heading to their individual rooms— especially female business travelers—be sure to not let anyone follow. If someone is waiting for the elevator with you, let them go ahead and wait for an empty elevator. You can check your phone or ruffle through documents to signify you’re not ready to head up yet, simply gesture to them to go ahead.

10. Use all locks on hotel doors and windows

Whenever you are in your room, use the deadbolt and swing lock once you close the door. Lock all windows and access areas, especially if the room is on the ground level or second floor, and while sleeping or away from the room.

11. Always use the peephole

If someone you don’t know is at the door, keep it closed and locked and do not shout at them through the door. Simply ignore the knocks and they will likely go away. If someone is trying to force their way in, call the front desk immediately and notify them of the situation. 

12. Know the emergency exits

When arriving at any business stay accommodations, you and your team should familiarize yourself with the emergency exits. In case of a fire or need for evacuation, you and your team should be well-versed in how to exit the building safely.

13. Understand local ground transportation options

Transportation from the airport to the hotel should be established ahead of time. Not all cities have Uber. Most, however, will have taxis and car rentals. Arranging for transportation before arrival can save on cost and confusion, and keep travel plans running on schedule. Getting from the hotel to a conference center, office, meeting location, or downtown should also be considered ahead of time, with correct payment options available to employees if using taxis or public transport like the bus.

14. Be smart if you’re renting a vehicle

Depending on the trip, you or your staff may be required to drive. Get familiar with the areas you’ll be driving ahead of time and plan your route on a map. Make sure everyone in the vehicle is wearing their seatbelts and drive with the doors locked. Know where the bad parts of town are and where not to stop for gas. Always lock and alarm the vehicle when it is parked and keep valuables or any loose items out of sight and stored in the trunk to help prevent break-ins.

15. Try not to stand out

Despite the fact that you are a visitor in a foreign country, try not to look like it. If you and your team arrive in overly flashy jewelry, clothing, shoes, and expensive bags, you may stand out and become a prime target for inflated prices, robbery , pickpockets, or physical harm. 

16. Know where you need to go 

Beyond simply looking lost, the act of actually getting lost can be incredibly dangerous in a foreign land. Taking a wrong turn can put you and your colleagues in a very risky situation. Stick to well-lit areas, avoid large crowds (where pickpockets thrive), and make sure you get clear directions before leaving the airport or hotel. Use the GPS on your phone but also consider printing out a road map or writing down the directions to have a hard copy backup in case your phone battery dies.

17. Eat and drink wisely

Corporate travel isn’t all about business. You and your team still need to eat and drink, after all. Food and water safety is something to consider when planning corporate travel, as many countries do not have the same hygiene standards as North America. Try to avoid street food and tap water, which may contain harmful bacteria. Instead, opt for cooked meals at established restaurants, drink bottled water, and always wash your hands or use hand sanitizer before eating.

18. Know how to avoid illness

Health threats may be a risk when travelling abroad, including stomach upset, altitude sickness, heat exposure, and more. Understand these risks, how to avoid them, and how to treat them should they occur.  

19. Keep your team safe during a pandemic

Your team’s personal health is extremely important while travelling internationally. COVID-19 health-related considerations should absolutely be taken into account while abroad. Ensure your team is fully vaccinated, following all social distancing and mask requirements, and frequently washing their hands or using hand sanitizer. 

20. Consider hiring a security team 

To better prepare you for the unknown, it is recommended that you refer to a security and risk consultant to assess the risks and to provide awareness to you and your employees prior to travelling.

If corporate travel safety is a top priority for your business, hiring a security team might be the best approach when travelling abroad.  A reliable travel risk management program can enhance your travel protection.  Additional security measures can be arranged to keep your employees safe but at a minimum, most companies will at least conduct formal or informal security training before departure.

When planning business travel for you and your team, follow these corporate travel safety guidelines to ensure your employees’ safety and security at your destination. If you’re looking to increase your company’s security at home, Paladin provides a range of specialized security services for companies and events across the country. Contact us for a quote to learn more. To obtain more information on how to mitigate travel risk, contact Paladin Risk Solutions

For more Safety Tips around the security industry, make sure to read these helpful articles !

At Paladin, we will take the time to understand the security challenges you face and help you develop an integrated program customized to address your individual situation, needs and budget. Contact us today for a free, no obligation consultation.

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Business Travel Guide

Essential business travel checklist [updated 2024].

Business travel comes with its own set of complexities and uncertainties. To navigate these successfully, you need careful planning and attention to detail. Our comprehensive business travel checklist will ensure that you’re well-prepared for every aspect of your business journey. From the moment you start planning your trip to the post-travel follow-up, we’ve got you covered.

So, whether you’re about to embark on your first business trip or looking to enhance your travel routine, read on to discover how to make your business travel experience efficient, enjoyable, and productive.

Let’s get started on the path to becoming a savvy business traveller with our ultimate business travel checklist.

Pre Business Travel Checklist

• Check and Validate Your Documents: Ensure that your passport, ID, and any required visas are up-to-date and valid.
• Budget and Itinerary Planning: If you are responsible for booking your travel, be aware of any budget constraints or itinerary requirements. In case someone else handles the bookings, submit your proposed itinerary to the designated person.
• Opt for Direct and Simple Travel: Consider your budget when booking your travel; aim for the most direct options available.
• Strategic Arrival and Departure Planning: Align your arrival and departure plans with the purpose of your travel, such as meetings or events. Assess whether arriving the night before or departing the day after is necessary based on your meeting schedule.
• Proximity Matters for Accommodations: Book accommodations near the location where your business activities will take place. This will save you time and streamline your schedule.
• Efficient Transport Planning: Arrange transport to the airport or train station, considering each leg of the journey. Plan and book transportation in advance to avoid last-minute hassles.
• Utilize Loyalty Programs: If you are a member of airline or hotel loyalty programs , take advantage of them when making bookings to accumulate points. If not already a member, consider signing up, especially if you travel for business frequently.
• Fast-Track Your Travel with Programs: Explore programs like Global Entry , TSA PreCheck , or Clear for expedited security processes, making your travel experience faster and more convenient.
• Consider Trip Insurance: Evaluate the option of trip insurance to provide coverage for unforeseen circumstances, offering you peace of mind during your journey.

Business Travel “Packing” Checklist

When it comes to packing for your business trip, it’s important to be organized and ensure you have everything you need. Here’s a checklist of essential items to pack:

1. Travel documents

Travel documents are crucial for a smooth journey, ensuring you have the necessary paperwork to reach your destination and return home. These documents establish your identity, authorize your travel, and provide vital information to authorities. Having a complete set of travel documents is essential for a hassle-free trip.

Documents Checklist For Business Travel:

• Visa (if required)
• Driver’s License
• Travel insurance documents
• Business permits
• Itinerary with flight details and hotel reservations
• Photocopies of important documents
• Emergency contact information

2. Electronics and accessories

In today’s digital age, electronic devices and accessories play a pivotal role in staying connected, productive, and entertained during your journey. They enable you to work efficiently, communicate seamlessly, and stay organized while on the road. Packing the right electronics and accessories ensures you’re well-equipped for the demands of modern business travel.

Electronics Checklist For Business Travel :

• Laptop or tablet
• Chargers for all electronic devices
• Adapter plugs (if travelling internationally)
• Headphones or earbuds
• USB flash drive
• Travel surge protector
• Portable Wi-Fi hotspot (if needed)

3. Medications and personal care

Maintaining your health and personal care routine is essential to feeling your best during your trip. Medications and personal care items help you stay healthy and comfortable. Packing these items ensures you have the necessary supplies to address health needs and maintain hygiene, contributing to a worry-free journey.

Personal Care Checklist For Business Trave l:

• Prescription medications
• Over-the-counter pain relievers
• Allergy medication (if needed)
• First aid kit (band-aids, antiseptic wipes, etc.)
• Personal hygiene items (toothbrush, toothpaste, soap)
• Shampoo and conditioner (travel-sized)
• Razor and shaving cream
• Contact lenses or eyeglasses and solution
• Hand sanitiser

4. Toiletries & cosmetics

Toiletries and cosmetics help you maintain personal hygiene and grooming standards during your trip. They contribute to your comfort and confidence, ensuring you look and feel your best while conducting business and engaging with colleagues and clients.

Toiletries & Cosmetics Business Travel Checklist:

• Body wash or soap
• Toothbrush and toothpaste
• Face wash or cleanser
• Moisturizer
• Hairbrush or comb
• Makeup (if applicable)
• Makeup remover wipes
• Hair products (gel, hairspray, etc.)
• Feminine hygiene products (if needed)
• Perfume or cologne
• Nail clippers and nail file

5. Clothing For Men & Women

Selecting the right clothing is essential for business travellers. Your attire communicates professionalism and reflects your respect for the business environment. Packing appropriate clothing ensures you’re well-prepared for meetings, presentations, and other business-related activities. 

Checklist For Men:

• Dress shirts
• Suits or blazers
• Dress shoes
• Socks and underwear
• Casual clothing for downtime

Checklist for women:

• Blouses or formal tops
• Dresses or suits
• Comfortable but stylish shoes
• Accessories (jewellery, scarves, etc.)
• Undergarments

Bonus Business Travel Tips

While we’ve covered the essentials, here are some bonus tips to enhance your business travel experience:

1. During Your Stay

Explore local cuisine : When dining out, try local cuisine to immerse yourself in the culture regardless of your business travel destination . Ask colleagues or locals for restaurant recommendations to savour authentic dishes.

Network beyond meetings : Look for events, industry conferences, or local business gatherings during your stay. These can provide valuable connections and insights.

Cultural Awareness : Show respect for local customs and traditions. A small effort, like learning a few basic phrases in the local language, can go a long way in building rapport.

Stay Active : If your schedule allows, find time for physical activity. Some hotels have fitness centres, or you can take a morning jog to energize yourself for the day.

2. Staying Healthy and Safe

Travel insurance review: Before departure, thoroughly review your travel insurance policy to understand coverage for medical emergencies, trip cancellations and lost luggage.

Hydration reminder : In-flight and during your stay, prioritize hydration. Carry a reusable water bottle and drink regularly to stay alert and healthy.

Emergency contacts on speed dial: Save local emergency numbers, including the nearest hospital and embassy or consulate, in your phone for quick access.

3. Expense Tracking Tips

Expense Tracking Apps : Consider using digital expense tracking apps or software to log expenses in real-time. This simplifies the process and ensures you don’t miss any deductions.

Organize receipts : Keep all receipts in one place, such as an envelope or a designated folder in your bag. This makes it easier to account for expenses when filling out reports.

Currency conversion Apps : Install a reliable currency conversion app on your phone to instantly calculate expenses in your home currency. It helps you stay within budget.

Credit card statements : Regularly review your credit card statements online to spot any unauthorized charges or errors promptly. Notify your bank of any discrepancies.

Is travel insurance necessary for a business trip?

Yes, having travel insurance is highly recommended for business trips. It can provide coverage for unexpected events like trip cancellations, medical emergencies, or lost luggage, offering you peace of mind during your travels.

How can I prevent jet lag during long-haul flights?

To minimize jet lag, adjust your sleep schedule before departure, stay hydrated, avoid excessive caffeine and alcohol, and set your watch to your destination’s time zone as soon as you board the plane.

Are there any apps or tools to help me find local networking events?

Yes, several apps and websites can help you find local networking events, such as Meetup, Eventbrite, and LinkedIn. You can search for relevant business or industry events in your destination city.

How can I make the most of downtime during business trips?

Use downtime to explore the local culture, try new cuisine, or relax and recharge. You can also catch up on work tasks, read, or use the hotel’s amenities like the gym or spa to make the most of your stay.

This checklist has covered everything you need, from preparing before your trip to staying safe and tracking expenses. Each journey is a chance to grow and discover. So, pack wisely, embrace the adventure, and make the most of every moment. Remember, business travel is more than just reaching your destination; it’s about the experiences and connections you make along the way.

If you’re seeking top-notch hotels and serviced apartments for your business trips, explore our business travel accommodation options and take the first step toward seamless and comfortable travel. Click here to book your next business trip and experience the difference.

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Corporate travel safety 2024

A short guide to corporate travel safety and security, the role of duty of care in the business travel, how travelperk helps you put employee safety first, travel risk management vs duty of care, what are some safety risks to consider while traveling for work, political instability, sanitation and health.

• The availability of healthcare—make sure your travelers know where they can get medical support *before* they need it.
• Food and water safety—whilst working abroad is a great way to gain new experiences and perhaps taste new food and drink, it’s worth remembering that some parts of the world might not have the same hygiene standards as at home. Traveler’s can reduce their risk of stomach upsets by sticking to safe eating and drinking habits. Although tempting, travelers should steer clear of street food. Similarly, opt for bottled water instead of tap water.
• Health threats and diseases—traveler’s will need to complete any necessary vaccination courses for the country prior to traveling.

Accommodation security

• Research where you are staying—know what the security measures are, such as whether the front desk is staffed 24 hours a day. Use Google Street View to survey the surrounding area.
• Do not book a room on the ground floor—these rooms are more susceptible to break-ins.
• When you’re out and about, place the ‘do not disturb’ sign on your door. This way, it looks like you’re still in the room. By doing this, you’re decreasing the likelihood of an opportunistic theft.
• Know your emergency exit plan—this might be one of the most important tips. As soon as you arrive at your room, spend a few minutes getting to grips with the emergency exit map and determine where they are located.

Third-party contractors

Female traveler safety, processes to promote traveler safety you can start now, travel risk assessment, employee itinerary tracking, employee training, it's not usually life and death.

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Business Travel Safety Checklist: Managing Business Travel in 2020

Managing business travel safety: the checklist.

Whatever the size and nature of your organisation, business travel safety is paramount. With the COVID-19 global health crisis affecting business travellers and the travel sector overall, it’s never been more important to be prepared. Working with a travel management company (TMC) who has both the technology and offline support to help you manage your business travel risks and traveller safety is critical. From taking decisions on — and instantly implementing and rolling out — new policy to communicating fast and urgent alerts to your business travellers, there are a vast number of ways you could be supporting your employees’ safety on the road with the right TMC. Tick your way through the business travel safety checklist to assess if your current TMC or in-house programme is helping you provide the best possible duty of care to your travellers and helping your business to:

• Plan ahead to manage travel risks
• Update policy to promote business-wide safety decisions
• Improve safety with leading risk management specialists
• Share urgent communications
• Locate your travellers in an emergency
• Provide your travellers with expert, human customer service
• Mitigate risk with insurance partners

Before Egencia, NTT Singapore found it challenging to manage their travellers’ safety. “In the past, we felt the pain of not being able to keep track of our people. Thanks to Egencia, we know where people are scheduled to be. And because everyone has to book through the platform, we have their location with Egencia Traveller Tracker, which helps us plan for crisis management” — Tricia Lim, executive VP of the corporate planning division at NTT Singapore.

Download the business travel safety checklist today.

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The Essential Business Travel Checklist

There are a lot of things to remember when you’re traveling for business. Did you finish the presentation? Do you have your phone charger? What was your contact’s name again? Being so, we’re here to help you remember all the essentials with our ultimate business travel checklist.

This business travel checklist can help you stay organized and ensure that you don’t forget something important when you’re traveling for work. Below, we cover what you need to remember before, during, and after you travel. We also share some useful hacks from seasoned travelers to make things a bit easier for you, as well as provide links to helpful resources.

But before getting started, remember that there's no one-size-fits-all approach to business travel. Every destination — and every company that requires travel — is different. With that being the case, some of the below tips (such as booking accommodations or purchasing trip insurance) may not be applicable. But no matter what, we encourage you to cover your bases and ensure that the essentials are taken care of, and this guide is a great place to do just that.

Your complete business travel checklist:

Research your destination.

• Read about the area  you’ll be traveling to, even if you've been there before. Consider things that will be important to know on your trip, such as the current political situation, cultural differences, crime, business hours, and business attire.
• Research the top attractions and foods to try at your destination. You may end up with some free time to see more than you expected. You may even turn it into a bleisure trip .
• Talk to friends and colleagues who have been to the location before in case they have any tips.

Make travel arrangements

• Check that your passport, ID, and appropriate visas are valid.
• If you’re responsible for booking travel yourself, find out about any budget or itinerary requirements. If you’re not responsible for booking travel, submit your proposed itinerary to the appropriate person.
• Book the most direct and simple travel that your budget will allow.
• Plan your arrival and departure with your reason for traveling (i.e. meetings) in mind. Consider whether you’ll need to arrive the night before or leave the next day based on your meeting times.
• Book accommodations close to where your business will take place.
• Book transport to the airport or train station. Think about each leg of the journey and what you’ll need to book ahead of time.
• If you’re a member of airline or hotel loyalty programs , consider booking with those brands to get points. If you travel for business frequently and aren't signed up for these programs, make sure to do so.
• Sign up for Global Entry ,  TSA PreCheck , or Clear , if appropriate. These will make traveling a bit faster and easier.
• Consider trip insurance to cover unforeseen circumstances.

Create your itinerary

• Communicate with the people you’ll be meeting with to make sure there's an itinerary for your trip. You should know who you’re meeting with, and when and where those meetings will take place. 
• Check if there’s anything out of the ordinary that you need to bring with you. Confirm whether you will have access to Wi-Fi, power, a presentation screen, and other necessary equipment.
• Know your schedule and what functions you're going to attend so that you can pack appropriately (more on this later).

Prepare for your meetings

• Establish some quick goals and objectives for each of your meetings.
• Review the names, roles, and titles of the people you’ll be meeting with.
• Prepare necessary documents and presentations in a shareable format, and send them ahead of time if necessary.
• Review the key information that you’ll need to share.
• Save a map and directions to your meetings on your phone or computer, or print them out if you prefer. If you have to drive or take public transportation, be sure to plan ahead and take traffic and other delays into consideration.
• Check whether you need to purchase any travel supplies to restock from your last trip.
• Check TSA and other appropriate regulations restricting the size and weight of your luggage, and any restrictions on personal items like toiletries.
• Try to limit yourself to a carry-on suitcase if possible. You’ll save yourself the time and stress associated with checking a bag. If you do check a bag, make sure you have essentials like your electronics, medications, and a change of clothes in your carry-on just in case.
• Consider using packing cubes to organize and streamline your belongings.
• Put toiletries in a clear plastic bag that you can seal to prevent leaks.
• Bring clothes that are wrinkle-resistant and easy to layer. Stick to solid and neutral colors so that they're easy to combine into various outfits. This will make planning your outfits easier for a multi-day trip.
• Consider bringing a wide scarf to use for cold weather. It can double as a blanket on the plane and a cover-up for modesty in certain countries or cultures.
• Passport/visa for the location(s) you’re visiting, credit cards, bank cards, and a personal ID (consider storing a high-res image of these on your phone as a backup).
• Vaccination record with the appropriate immunizations for the location(s) you’re visiting.
• Enough local currency for transportation and a bite to eat when you arrive. You can change more money later if necessary.
• Business cards.
• Notebook and pen.
• Appropriate gear for the weather at your destination.
• Chargers (and plug converters if necessary) for all of your devices.
• Noise-canceling headphones or earplugs for the plane and noisy spaces.
• Necessary medications.
• “Deal with anything” kit, including band-aids, stain remover pen, lint roller, breath mints, allergy medication, upset stomach medication, pain relievers, cold medication, hand sanitizer, face mask, and baby wipes.
• Casual clothes for evenings and weekends.
• Workout gear.
• Water bottle.

Get ready to leave

• Save all of the documents you need to a hard drive or the cloud so that you have an extra copy.
• If needed, print your tickets and confirmations for transport, lodging, and flights.
• Set up your out-of-office message for the days you’ll be traveling.
• Let your coworkers know where you’re going and for how long.
• Make sure you have coverage for office responsibilities that you’ll miss.
• Find someone to take care of your pets and water your plants while you’re gone.
• If you’ll be gone for more than a few days, consider  pausing your mail and packages.
• Give your itinerary and contact information to a trusted friend or family member so they know where you are.
• Consider cleaning and putting a meal in the freezer so that you come home to a clean house and easy dinner.
• Charge all of your devices the night before so that you don’t end up with unexpected outages.
• Check the weather forecast for your destination so that you can add any necessary gear, like an umbrella.

On travel day

• Lock your doors and windows, adjust your thermostat, and turn on your alarm.
• Clean out the refrigerator and take out the trash.
• If there is a time difference at your destination, try to get as much sunlight as possible during the day to reduce jet lag .
• Make sure to hydrate more than usual. This will help with travel fatigue and jet lag.
• Keep a printed version of this checklist and your packing list in your suitcase so that you have it for all your future trips (or store a digital version on your phone or computer).
• Do your best to take a short walk outside, take a scenic route to a meeting, or visit a restaurant at your destination. You don’t want the only things you see to be hotel rooms and conference centers!

Put this business travel checklist to good use!

Traveling for work doesn't have to be stressful. With this business travel checklist, you'll be well on your way to a streamlined trip that may just turn into a vacation along the way.

Up next, check out 12 of the coolest ice hotels around the world . 

Laura Fredericks

Laura brings a decade of insight to improving marketing, as she has worked in technology since 2010. She has experience starting and scaling a business, driving customer marketing, and speaking at live events, including WeDC Fest 2018. She founded Describli and Paradigm Labs, and currently works with companies to improve their customer relationship management and content strategy.

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The Ultimate Business Travel Checklist

Over the years, I’ve been on many business trips, and how successful they were almost always came down to how well they were planned.

There’s an awful lot to think about when planning a business trip, from where to stay to what to pack. You also need to prepare for your home and office while you’re absent.

In this article, I cover everything you’ll need to do to set yourself up for a successful business trip, including tips for accommodation, packing, transportation, preparing your home and work space, and purchasing your flight.

While getting to travel on the company’s dime sounds like the Holy Grail of great travel jobs , it can honestly be a lot of work to organize a business trip . Below you’ll find my complete business travel checklist so you’ll be able to plan the best trip possible, and avoid my mistakes!

In this article, you’ll find a:

• Business Travel Checklist , which covers all aspects of getting ready for a trip other than packing.
• Business Trip Packing List , with everything you’ll need for a successful trip. Scroll down for our printable business trip packing list!

Our business travel checklist

Click here to download a printable business trip travel checklist!

Your first steps

First, find out who’s responsible for your travel planning. Some businesses leave all the travel planning and flight booking to their employees, and have you submit your receipts later. Other businesses will handle every last detail of your travel planning (lucky you!) from pickup at the airport, to flights, hotels and accommodation.

Most businesses fall somewhere in between. It can save you a lot of hassle if you find out who’s responsible for what, early on.

Years ago, I had a last minute business trip to Amsterdam where I spent a few hours and a lot of stress trying to find affordable accommodation in the city. It turns out my employer had already arranged a place for me to stay with a colleague. Even if you think you know who’ll plan your trip, ask!

If you’re responsible for booking your flight, and you’re looking to save money, be sure to check out our post on six easy steps for nailing the cheapest flight . o start, we really love getting a quick price comparison on Google Flights (here are a few great tips for using Google Flights ) or Skyscanner .

Check flights on Skyscanner.

If you’re flying regularly for business, be sure to sign up for an airlines loyalty program, and book with them as much as possible. This can translate into some great upgrades and free flights as well as other perks.

Get your work place ready

So you don’t worry about work while you’re away, and to ease your transition back when you return, try to get your affairs in order at your office before you leave.

Make sure you finish the work projects you are currently working on.

Let coworkers and business partners know where you’re going, and how long you’ll be gone.

Set up an out of office email, if necessary.

Prepare the schedule for your business meetings on your trip; you should know exactly where and when each meeting will take place.

Make sure you’ve organized all the important documents for your trip, including the confirmations, copies of your travel documents, presentations and handouts. Print them out, if necessary, and insure they’re saved to a zip drive or on your hard drive. It’s a good idea to back them up to a cloud service (we like Amazon) to ensure that you can access them anywhere in the world.

Prepare your home for when you’ll be gone

Tell your family about your exact itinerary and leave your addresses and contact phone numbers.

Tell a trusted friend about your exact itinerary and ask someone to take care of your family pets and plants while you’re gone.  If you don’t have a friend or family member that can pitch in, consider getting a housesitter. Probably the most well known and largest place to find house and pet sitters is through  Trusted Housesitters .

Check sitters available on Trusted Housesitters here.

Take safety measures, such as locking all doors and windows, turning on the alarm and try to create the illusion that you are at home by turning some lights on or with a radio that has a timer function.

Suspend or redirect routine deliveries such as newspapers or milk, if necessary.

Give the house a quick clean before you leave. Normally, my house is kinda messy and chaotic, but I hate coming home to a dirty, messy house after a trip, so we give it a complete clean before we go. It’s nice to be able to relax a bit when you get back, rather than stress about how messy the house is.

Turn down the thermostat if it’s cold outside or turn it up if it’s really hot. There’s no point warming or cooling an empty house.

Make sure you check with your home insurance to see if you need to have someone check in on your house while you’re gone. Each home insurance policy is different, but many policies won’t cover damages from floods, water leaks, break ins or theft if the house is not regularly attended.

Travel preparations

If you are going abroad, make sure you have all the necessary travel documents.

If you need any vaccinations or medical documents for the country you are going to, take care of that, too.

Get some cash in the local currency. There are ATMs in nearly every airport in the world. however sometimes the lines are long or the machines are down. You don’t need money for your entire trip, just make sure you have enough on hand to pay for the taxi and a bite to eat when you get there.

Look into any specific workplace customs or practices for where you’re traveling. There’s a great article here on business culture in Singapore , and one for Japan here . A quick Google search should help you find others.

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Charge all of your devices the day before you leave on your trip. That way you won’t be caught flat-footed if your plane doesn’t offer outlets or USB charging ports.

Where to Stay

I’ve put these tips near the beginning, because I honestly believe that your accommodation is the most important part of your stay once your dates are set and your transportation is booked.

Start looking for accommodation early. It can be surprising how early accommodation books out. The earlier you start looking, the easier it will be for you to find a good place for a good price.

Look beyond a hotel room. Hotel rooms are often small, impersonal and honestly, overpriced. You’ll probably be surprised at how favorably the price of a fully furnished, serviced apartment compares. Corporate apartments also have the advantage of having essential business amenities like fast WiFi.

For example, corporate serviced apartments are often more comfortable and private than a hotel. Singapore’s well known as being one of the most expensive destinations for business travel in the Asia-Pacific region, making value for your dollar especially important.

Stay close to work. Look for accommodation that is not far from the place where most of your meetings will take place to avoid having to commute in a foreign city. I’m often surprised how bad traffic and subway crowding can be, even during off peak hours.

Make it work friendly. Make sure your accommodation has a work space where you can use your laptop and make phone calls. A small table and chair will work perfectly.

At the airport and in the air

Savvy business travelers suggest signing up for Global Entry and TSA Precheck . Global Entry is a U.S. Customs and Border Protection program that pre-qualifies you for faster customs, while TSA Precheck will get you boarded faster, as many US airports have special (and faster!) precheck lines where you can skip needing to remove shoes, laptops, liquids, belts or light jackets.

Double check any baggage requirements.  You never know when the rules will change. The USA has even floated the idea of banning laptops in the cabin for all flights that depart, land, or even touch down in the USA.

Try to travel carry on only. Checked bags have a potential to be lost or delayed, adding to your stress. If you can do with just a carry on you’ll be more flexible if there are problems and out of the airport quicker once you land.

If you do check a bag, be sure to keep essentials like your laptop, any business documents and tech, some underwear, and prescriptions in your carry-on bag in case your checked luggage is lost or delayed.

Get a lightweight, sturdy carry on bag with wheels, and carry a personal item as well. You can find more tips on choosing a carry-on here , and our tips for choosing the best business laptop backpack here .

Get clothing designed for travel. If you’re short on space, consider getting a travel jacket or travel gear with hidden pockets or that is wrinkle resistant. We like the SCOTTeVEST women’s trench coat or the streamlined men’s Revolution jacke t.

Stay hydrated on the plane . It’s amazing how much a flight can dehydrate the body. Drink more liquids than normal, and go easy on the alcohol to stay hydrated.

Go to bed normally. Studies have shown that the best way to reduce jet lag is to get as much sunshine as possible at your destination and to sleep normal hours. Tempted to take a quick power nap? Chances are it will just extend your jet lag.

Packing tips

When you pack, use a list with everything you need (see our handy packing list below). Focus on clothing items, toiletries, personal documents, money and banking cards, chargers and the items you need for your business meetings and give yourself time to add and remove items from the list. Try to limit the items you pack to the ones that you will really need.

Tip: Check out our favorite toiletries bags for travel here!

Don’t forget to take weather into account. I can’t tell you how many times I’ve forgotten to check the rain forecast and wished for my handy travel umbrella.

I love packing cubes, because they make organizing my luggage a snap. Check out more in our blog post on how to use packing cubes .

Make sure the liquids in your carry-on luggage (such as your shampoo or your soap) are in bottles that are not larger than 3 oz. (100 ml), otherwise you risk getting them removed by airport control.

Put your shampoo and conditioner, and any other liquids that may leak, in a zip-lock plastic bag. Changes in air pressure on the plane have made liquids come gushing out of bottles more than once on my flights, and the zip-lock bags have saved my clothes from many a spill.

Don’t pack what you don’t need. If you’re certain your hotel will have a hair dryer, shampoo and conditioner, there’s no need to pack these items. If there’s none in your room, ask for one to be brought to you.

Business Trip Packing List

Your business culture will determine exactly what to bring (whether it’s formal business attire like suits or business casual), but these tips should work either way.

Click here to download a printable business trip packing list!

Personal items

Credit cards and bank cards

Any other banking or personal ID you’ll need

Business cards to hand out

Find out what business functions you’ll need to attend (e.g., formal business dinners, or giving a presentation) and include clothes for those.

Bring layers, and make sure all your clothes coordinate by sticking to colors and patterns that all mix together.

Shirt. I recommend one top per day, if possible.

Pants or skirt. I recommend one pair for every two days. If you’ve color co-ordinated your clothing, you can get away with wearing a neutral colored bottom at least two days in a row.

Underwear. I recommend one pair per day, if that’s possible, so you won’t need to bother washing them.

Jacket. Check out our favorite  casual women’s hoodie travel jacket here . For more formal business travel, we like the SCOTTeVEST women’s trench coat, men’s travel blazer, or the streamlined  men’s Jacket .

Outerwear. Depending on the weather, you may need extra gear like sunglasses and a sun hat, or a scarf and gloves.

Footwear. Make sure that you pack at least one pair of comfortable business appropriate shoes, as you never know if you’ll have to walk between offices. If you enjoy working out, make sure you bring some proper footwear for that as well.

Pantyhose. I am NOT a fan of these devices of torture, but if you’re in a very conservative business environment, they may be expected.

Tech and business

WiFi hotspot. Hotel WiFi can be unreliable, so we bring our GLocalMe portable WiFi with us wherever we go. I love having internet at our fingertips across the globe, and it saves us a fortune in roaming charges.  Check out our review of GlocalMe mobile WiFi here.

Tip! Too much gear? We understand. Read our article on how to travel lighter with electronics .

Laptop or tablet

Cell phone charger. Consider both a wall plug charger and a portable external battery charger.

Bring noise cancelling headphones. They’re not only fantastic for shutting out the chatty seatmate next to you when you’re trying to work, but they also do a wonderful job in loud hotel rooms, cafes, and new workplaces.

Tip! If you’re looking for a place to work while you’re away, check out our article on how to find the best places to work while traveling .

Plug converter. Depending on the country you’re in, you might need a different electrical plug. To make life easier, make sure all your chargers and devices are usable with 110-240 volts.

Toothbrush and toothpaste

Earplugs. You’ll thank me for this one, whether it’s for the plane or the hotel room. These affordable  Flents Contour Ear Plugs  get great reviews.

See prices and reviews.

Prescription and non-prescription drugs

Skincare products

Electric razor or disposable razor

Spare contact lenses, a case and contact lens solution if required

Prescription for eyeglasses

For women only

Bring your own tampons and pads, or use a menstrual cup like the Diva cup. In some countries, tampons can be especially hard to find, and brands can be quite a bit different away from home. Trust me, as a female traveler, the last thing you want is to overestimate the absorbency of a new product.

Optional extras

If you have the room and want to take along a few extras that’s fine. Here are a few examples.

Wide scarf in your carry on. This can double as a blanket during flight, and a fashion accessory later.

A small first aid bag with items you think you’ll need like pain relievers, band aids and cough drops. It’s never a bad idea to pack Pepto Bismol and Ex-Lax (or, as we call it, the stop and go duo).

Birth control

Voltage converters. We like this  Universal World Wide Travel Charger Adapter .

See prices now.

Tip! Check out our article on How Not to Fry Your Electronics overseas for more tips.

Travel clothes steamer or travel iron

Tide stain remover pen

Lint roller

Small compression bag for laundry

Breath mints. Avoid gum, as it’s considered rude in many countries.

Travel pillow and or blanket

Baby wipes or facial wipes. We always travel with a small pack of these, as they’re wonderful for freshening up before leaving the plane.

Snacks. We often carry small packets of trail mix or protein bars in our carry on. They’re fantastic if airplane food service is sketchy, or if our hotel doesn’t have an affordable minibar.

Was this list helpful? What do you pack on a business trip? Let us know in the comments below!

Need some more packing list tips?

Check out our  beach packing list and our road trip packing lists!

I suggest to check your wallet. Nothing is more evanescent than the title “best travel credit card.” The competitive balance is always shifting and just this month Chase seized the high ground with two of the first Visa Infinite cards issued in the United States

Thanks for the perfect checklist, Ms Micki Kosman. I use to travel often, but do not know that there is such a huge mandatory checklist to be noted. One tip “earplugs” are some useful tips for a traveller. Your tips on “easy tips for nailing the cheapest flight” were really very useful. Also, the travel Preparation tips were very useful.

You shared very important information and I read it carefully and gain amazing knowledge. Thanks and keep it up.

If I were to go on a business trip, I would make sure to find the right limousine since this will provide convenience. Well, I also agree with you that it would be a great idea to hire a person that will plan the travel. Thank you for sharing here as well the importance of talking to a family member who will take care of my house whilst I’m gone.

This is an awesome blog on travel checklist, very helpful and full of resources that will save you time and money when you travel.

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14 Simple Business Travel Safety Tips

Business travel usually has an itinerary filled with items like client meetings, working lunches and training sessions. Making good use of your time is essential! In the rush of fitting in work, workouts , and the area’s best food and drinks, safety can fall by the wayside. It’s important to remain alert and consider business travel safety during corporate trips, especially when traveling alone.

Corporate Travel Safety

Keep these business travel safety tips in mind to ensure your trips go as planned:

Before You Leave: Preparation

1. Share your itinerary with family members or friends so they have a general idea of where you’ll be during your business travel. If your contact information will be different while you’re traveling because you’re using a corporate phone or messaging app, let them know. 2. Take photos of your travel documents and store them in an online backup service. Give a copy to a coworker as well. 3. When you’re packing for your trip, be wise with your wardrobe and luggage selections. Leave expensive accessories and heirloom jewelry at home. Instead, use professional-looking substitutes that won’t draw attention from would-be thieves. Pack conservative outfits that will help you dress like a local. 4. Familiarize yourself with the culture and customs of your destination. Offending someone, whether in a business meeting or at a restaurant, can be bad for business and jeopardize your safety. 5. Keep an eye on the news and weather forecast for your destination to stay informed of any adverse weather conditions or civil unrest that may affect your trip or put you at risk.

At the Hotel: Business Travel Security

6. Locate the police station and hospital closest to your hotel and meeting locations. Know how to contact emergency services if you need to. 7. Use a portable door lock at the hotel for added business travel safety. Even if you feel safe without the added security, use the door’s deadbolt and peephole.

Ground Transportation: Travel Safety Tips

8. If you are using a rental vehicle, consider utilizing hotel and conference center valet parking. This way, you can enter your car in a well-lit, high-traffic area rather than searching for your car in a dimly-lit parking garage. 9. Make sure you know how to use your rental car’s lights and locks before leaving the lot. 10. Have a road map or app open at all times so you have clear directions to avoid ending up in an unsafe area that you’re unfamiliar with. 11. If you’re using public transportation services, select a reputable transportation service and book your transport in advance. Be sure to identify and confirm the driver’s name and license plate before entering the vehicle.

Throughout Your Trip: Safety Tips While Traveling

12. Keep your bags and luggage with you at all times. This is especially important in the airport. 13. Explore your host city in the daylight. Stick to well-populated areas and carry your valuables close to your body. Only venture out after dark with a group. 14. Carry an external backup battery for your phone with you so you don’t find yourself with a dead phone at the end of the day.

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Business Travel Safety Checklist: Managing Business Travel in 2020

Managing business travel safety: the checklist.

Whatever the size and nature of your organisation, business travel safety is paramount. With the COVID-19 global health crisis affecting business travellers and the travel sector overall, it’s never been more important to be prepared. Working with a travel management company (TMC) who has both the technology and offline support to help you manage your business travel risks and traveller safety is critical. From taking decisions on — and instantly implementing and rolling out — new policy to communicating fast and urgent alerts to your business travellers, there are a vast number of ways you could be supporting your employees’ safety on the road with the right TMC. Tick your way through the business travel safety checklist to assess if your current TMC or in-house programme is helping you provide the best possible duty of care to your travellers and helping your business to:

• Plan ahead to manage travel risks
• Update policy to promote business-wide safety decisions
• Improve safety with leading risk management specialists
• Share urgent communications
• Locate your travellers in an emergency
• Provide your travellers with expert, human customer service
• Mitigate risk with insurance partners

Before Egencia, NTT Singapore found it challenging to manage their travellers’ safety. “In the past, we felt the pain of not being able to keep track of our people. Thanks to Egencia, we know where people are scheduled to be. And because everyone has to book through the platform, we have their location with Egencia Traveller Tracker, which helps us plan for crisis management” — Tricia Lim, executive VP of the corporate planning division at NTT Singapore.

Download the business travel safety checklist today.

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• Travel management Toggle submenu Egencia Overview Travel management solutions Amex GBT Neo1 Amex GBT Select Amex GBT Ovation Amex GBT Lawyers Travel Manage your corporate travel programme Corporate travel policy Travel risk management Travel expense management Reporting Travel management consulting Industry Solutions Transportation & Logistics

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See how Egencia works

• Customer centre Toggle submenu Travellers Help centre Business traveller centre Download the app Travel arrangers Help centre Travel arranger centre Training resources Travel managers Connect community Product updates Customer training
• Watch a demo
• Request a demo
• About Egencia

Business Travel Safety Tips Before You Board, The Checklist

Pre-travel safety checklist.

Travel is changing forever. Our future business travel experiences will be extremely different due to COVID-19, but what does that look like, and how can you prepare for it?

At Egencia, we’ve put together business travel safety tips on a downloadable checklist to help your corporate travellers prepare before take off. The checklist includes tips on areas to consider:

• Before setting off
• When travelling by air
• At the hotel
• When renting a car
• When travelling by rail

Whether your travellers are eager to get back to normal or feeling anxious about travelling again, this ‘Pre-travel Safety Checklist’ will help empower and support them to feel prepared, so that they can hit the road with confidence.

Download this checklist to find out what business travel safety tips your travellers need to consider before their next business trip.

Download the safety checklist

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Home » Lone Worker Safety Resources » Employee Business Travel Checklist

Business Travel Checklist

This Employee Business Travel Checklist is designed for use by companies across the public, private and third sector to help ensure that employees who travel locally and internationally are safe from all foreseeable risks.

By completing the checklist, employees and volunteers can identify any risks they may face by understanding the potential dangers of their destination. Furthermore, the checklist helps to identify the need for other measures to support travel, including finances, important documentation, visas, and communication methods.

Employee Business Travel Checklist

To support your employees travel safety, we have developed a business travel checklist to help identify tasks that must be completed before an employee sets sail on their trip. This includes:

• Destination Safety Questionnaire
• Travel Planning Checklist
• Health and Insurance Checklist
• Important Documents
• Communication
• Personal Safety Checklist
• A list of internal and external resources featuring UK Government travel advice

To help fulfil risk assessments as part of the checklist, you can download our free Risk Assessment Toolkit. 

To learn more about potential travel risks for employees, click here to read our blog “ Business Travel Safety: How to protect travelling employees . “

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