Embarking on a business trip entails meticulous planning to ensure a seamless, productive and stress-free journey. The team at TravelManor compiled a comprehensive business trip planner tick-list, broken down into essential categories to address before, during, and after your travels.
This curated list aims to streamline your preparations, enhance your experience as a business traveller, or help you when planning a business trip for your boss. From travel and expense management to communication and health, these carefully selected apps and considerations are designed to make your corporate trip more efficient and hassle-free.
Ensure that your passport is valid for at least six months beyond your intended return date from an overseas business trip.
Obtain the required visas for your destination(s) well in advance. Some countries may have specific visa requirements for business travellers. Be sure to check and comply with them.
Consider purchasing travel insurance that covers medical emergencies, trip cancellations, and other unforeseen events.
Have copies of your flight itinerary and electronic and physical copies (in case of no internet accessibility) of your airline tickets.
Keep copies of hotel reservations and confirmation details.
Some countries may require a business invitation letter from the organisation or company you are visiting.
Prepare a detailed travel itinerary, including addresses and contact information for your business meetings and accommodations.
If you plan to rent a car at your destination, ensure that your driver’s license is valid and accepted in that country or apply for a temporary foreign driver’s license.
Bring internationally accepted credit cards and some local currency for business trip expenses.
Carry any necessary health documentation, such as vaccination certificates or medical records, especially if travelling to areas with specific health requirements.
Familiarise yourself with customs regulations and carry any required declaration forms.
Carry a list of emergency contacts, including local contacts and contacts back home.
Save digital copies of important documents, such as your passport, visa, and itinerary, on your phone or a secure cloud service. Consider using travel apps for easy access to information.
Bring an ample supply of business cards to exchange with colleagues and contacts during your trip.
If travelling internationally, bring the appropriate power adapters and chargers for your electronic devices.
Consider getting a local SIM card or activating international roaming for your mobile phone to stay connected.
If necessary, bring your laptop and any materials needed for work, presentations, or meetings.
Always check with the relevant authorities and do thorough research on the specific requirements of the country you are visiting, as these can vary widely.
Passport
Visa(s)
Boarding pass
Any necessary business invitations or letters
Important medical and/or vaccination documents
Laptop
Charger
Portable charger or power bank
Laptop bag or sleeve
Tablets are useful for entertainment or reading during the flight.
Noise-cancelling headphones can be particularly beneficial for a quiet work environment or rest during the flight.
Handy for jotting down important notes or ideas.
Bring business-related materials, magazines, or a book for leisure.
Healthy snacks to keep you energised during the trip.
Stay hydrated by bringing an empty water bottle to fill up after passing through security.
Travel-sized toiletries (toothbrush, toothpaste, deodorant, etc.)
Facial tissues or wipes
Sanitising wipe
Carry any necessary medications in your carry-on bag with a copy of the prescription. To be safe ask your doctor or pharmacist to issue you with a document that all the medication, even over-the-counter medication are legitimate.
A change of clothes, especially if you have an important meeting upon arrival or in case of unexpected delays.
Useful for getting some rest during long flights.
Helpful for getting better sleep on the plane.
Adapters for different power outlets and chargers for all your electronic devices.
Keep a supply of business cards easily accessible.
Useful for freshening up during or after the flight. Chewing also helps if your ears tend to pop during off-take or landing.
Handy for quick clothing repairs.
Write down or have a digital copy of important contacts in case your phone is not accessible.
Can be used for warmth, as a blanket, as a pillow behind your next or as a fashion accessory.
Remember to comply with airline regulations regarding carry-on items and liquids, and consider the specific needs of your trip when customizing this list.
Business suits or appropriate professional attire for meetings and events.
Extra shirts/blouses and/or ties.
Casual clothing for downtime or travel days.
Workout clothes if you plan to exercise during your trip.
Comfortable business shoes.
Casual shoes for downtime or exercise.
Full-sized toiletries, including shampoo, conditioner, body wash, and skincare products.
Hairdryer if needed.
Full-sized toothbrush and toothpaste.
Razor and shaving cream.
Deodorant and other personal care items.
All necessary prescription medications and supplements. Remember to keep a copy of the prescription packed together with the medication eg. in a zip lock bag.
Laptop and charger.
Smartphone and charger.
Power strip if you have multiple devices to charge.
A multi adapters for different power outlets if travelling internationally.
If you need to do laundry during your trip.
Keep your clothes looking neat and professional.
Compact and lightweight, in case of unexpected rain.
Useful for bringing back extra items or souvenirs.
Non-perishable snacks for times when meals are not readily available.
Printed copies of important documents.
Presentation materials if needed.
A photocopy of your passport and other important documents stored separately from the originals.
A foldable or collapsible bag for additional storage or as a carry-on for short trips.
Useful for avoiding overweight luggage fees on the return trip.
Handy for quick clothing stains.
Remember to consider the climate and specific activities you have planned at your destination when packing, and always check luggage size and weight restrictions imposed by your airline.
Share your travel itinerary with key colleagues and stakeholders who need to know your schedule.
Delegate tasks and responsibilities to appropriate team members during your absence.
Set up out-of-office email and voicemail messages with details about your absence and alternative contacts during your professional trip.
Inform important clients, partners, and customers about your upcoming absence and provide alternative contacts if necessary.
Ensure that any documents, reports, or presentations needed during your trip are prepared and saved in accessible locations.
Make sure your calendar is up-to-date with your travel schedule and any meetings or appointments you have planned.
Back up important electronic files and documents in case you need access while traveling.
Charge all electronic devices you’ll be taking with you, including laptops, tablets, and smartphones.
Provide status updates and hand over any ongoing projects to relevant team members.
Ensure you have an ample supply of business cards for networking during your trip.
If applicable, complete and submit any pending expense reports before you leave.
Inform office security about your absence and provide emergency contact information.
Ensure that your workspace is secure, turn off equipment, and lock away sensitive information.
Double-check that your contact information in the company directory is accurate and up-to-date.
Share an emergency contact list with relevant colleagues and ensure they know how to reach you in case of urgent matters.
Confirm flight, hotel, and transportation arrangements.
Pack all necessary materials, documents, and equipment for your trip. This includes your passport and visa.
Check if any health precautions or vaccinations are needed for your destination.
If applicable, ensure you have remote access to work systems and files.
Taking the time to finalise these tasks before leaving for a business trip can contribute to a smoother experience and allow you to focus on your work and meetings while away.
Ensure all windows and doors are securely locked.
Set the alarm system if you have one.
Consider informing a trusted neighbour or friend of your absence and provide them with a spare key when going on an extended business trip.
Put a hold on your mail or arrange for someone to collect it.
Delay any package deliveries to coincide with your return from your local or international business trip.
Put the geyser off to save energy.
Unplug electronic devices to save on energy consumption.
Arrange for pet care, whether it’s a pet sitter, a friend, or a boarding facility.
Ensure there’s enough pet food and any necessary supplies.
Water indoor plants or arrange for someone to do so.
Consider moving sensitive plants away from direct sunlight.
Double-check that all appliances (stove, oven, etc.) are turned off.
Unplug non-essential appliances to prevent any electrical issues.
Set up automatic bill payments or schedule payments for bills due during your absence.
Inform your bank of your travel dates to prevent any issues with your accounts.
Provide a friend or family member with your itinerary and emergency contact information.
Make sure they know how to reach you or someone close to you in case of an emergency.
Ensure you have an ample supply of any necessary medications.
Provide a family member or friend with a copy of your health insurance information.
Consider cleaning your home before you leave, so you return to a tidy space.
If applicable, arrange for someone to drive your car occasionally to keep it in working order.
Ensure your vehicle is parked in a secure location.
Review and understand your travel insurance coverage for both health and belongings.
Prepare a small emergency kit with basic first aid supplies and contact information.
Consider unplugging electronic devices to save energy and reduce the risk of electrical issues.
Set up any necessary security measures for your home automation systems.
TripIt helps organise travel plans in one place, including flights, hotels, and rental cars.
TripActions combines booking and travel management with expense tracking for business travellers.
Expedia is a comprehensive travel app for booking flights, hotels, and rental cars with real-time updates.
Kayak allows users to compare prices for flights, hotels, and rental cars and provides travel itineraries.
Expensify is a tool for tracking expenses, scanning receipts, and generating expense reports to you stay within your business trip budget.
WhatsApp
Slack
Skype for Business
Teams
Google Translate translates text, speech, and images into various languages.
iTranslate supports translation of text, voice, and images across multiple languages.
Google Maps provides maps, navigation, and information about local businesses.
Waze is a navigation app that uses real-time traffic data and community feedback for optimal routes.
Evernote helps in note-taking, organising ideas, and syncing across devices.
The Weather Channel provides detailed weather forecasts and alerts for your travel destinations.
AccuWeather offers hyper-local weather forecasts and minute-by-minute precipitation predictions.
MyFitnessPal tracks nutrition and exercise, helping business travelers stay healthy on the road.
Calm is a meditation and relaxation app to manage stress and promote mental well-being.
FlightAware tracks real-time flight status, airport delays, and gate information.
GateGuru provides information on airport amenities, security wait times, and flight details.
These apps can enhance the overall experience for business travellers by offering convenience, organisation, and support in various aspects of their trips. Always check the latest reviews and updates before downloading to ensure the best user experience.
In the dynamic world of business travel, being well-prepared is key to success. As you navigate your upcoming ventures, leverage the power of this travel planner tick-list by TravelManor to stay organised, connected, and focused on your objectives.
For an even smoother experience, consider reaching out to seasoned professionals at TravelManor travel planner agency that can expertly handle the intricacies of planning, leaving you with the freedom to concentrate on your business endeavors. Download the checklist now and embark on your next business trip with confidence, or contact our corporate travel planner team for personalised assistance tailored to your unique travel needs. Safe travels!
