Check your passport early
For international work trips, look at your passport as soon as the trip is likely, not the week before.
- Many countries require your passport to stay valid for some months beyond the date you leave, and some require blank pages. The exact rules differ by country.
- Renewing a passport can take weeks, and longer at busy times of year.
- If your passport is damaged, even slightly, ask the issuing office whether it is still acceptable.
Visas and entry rules for business
Many countries treat business visitors differently from tourists. Attending meetings may be allowed on a visitor visa or travel authorization, while doing hands-on work, such as installing equipment or providing services to a client, may need a different visa. The rules are specific to each country and each type of activity.
Check the official government website of the country you are visiting, and your own government's travel advice pages, before you book. If your employer has a travel or mobility team, ask them. Never rely on a forum post or an old email from a colleague for entry rules.
Keep copies of key documents
- Store a scan of your passport photo page, visa and ID in secure storage you can reach from your phone.
- Keep a paper copy in a different bag from the originals.
- Write down your employer's travel support number, your insurer's emergency number and your bank's card loss number. If your phone is lost, these are hard to find.
Know your insurance
Find out before you travel what cover you have. Some employers provide business travel insurance, which may include medical care abroad, evacuation, lost baggage and trip disruption. Others expect you to arrange it. Read what is covered, how to contact the insurer in an emergency, and whether you need to call them before seeking non-urgent treatment.
Share your plans
Give your one-page itinerary to a colleague and someone at home. If your plans change, tell them. Some governments let citizens register international trips so the embassy can contact them in an emergency. It is worth doing for longer trips or less familiar destinations.
Everyday safety habits
- Use official taxi ranks or book transport through a known service. Check the vehicle details match before you get in.
- Keep the hotel room number private. If staff say it aloud at the desk, you can ask for a different room.
- Use the door's extra lock and check where the nearest fire exit is when you arrive.
- Carry only the cards and cash you need for the day, and keep the rest in the room safe.
- Keep laptops and phones with you or locked away, and use a strong screen lock.
- At work dinners, know how you are getting back to the hotel before the evening starts.
If something goes wrong
| When | What to do |
|---|---|
| Passport lost or stolen | Report it to local police if required, then contact your country's embassy or consulate for an emergency travel document. |
| Cards lost | Call the card issuer to block them. Tell your employer if a corporate card is involved. |
| Laptop or phone lost | Tell your IT team straight away so they can lock or wipe the device. |
| Medical problem | Get care first, then contact your insurer and employer as their rules require. |
| Major disruption | Contact your employer's travel support or your manager, follow official local advice. |
For the latest safety advice on a destination, check your government's official travel advisory before you go and again just before you leave.