Start with the purpose
Write down in one sentence why you are going. "Present the quarterly review to the regional team on Thursday at 10" gives you a fixed point. "Visit the new office" does not. Once you know the fixed point, you know the latest you can arrive, the earliest you can leave and what you need to bring.
Check whether the trip needs to happen at all, or whether part of it could be a call. Fewer, better planned trips are easier on you and on the budget.
Read the travel policy first
Most employers with regular travel have a written policy. Read it before you book anything, because it often decides:
- Whether you must book through a company tool or travel agency, or can book on your own.
- Which class of travel and type of room is allowed, and any spending limits.
- Whether you need approval before booking, and from whom.
- How meals, ground transport and incidentals are paid for: a company card, your own card with reimbursement, or a daily allowance.
- Which receipts you must keep and how soon you must file the expense report.
If the policy is unclear, ask the person who approves your expenses. A two-line email now is easier than a rejected claim later.
Work back from the meeting
Travel delays are common enough that you should plan for one. A few rules of thumb many frequent travelers use:
- For an important morning meeting, arrive the afternoon or evening before.
- Leave at least a few hours between landing and any meeting on the same day, more if you are crossing time zones.
- Avoid booking the last flight or train of the day when the next morning is critical. If it is canceled, there is no backup.
- On a connecting itinerary, choose connections with time to spare, especially if you must change terminals or clear immigration.
Bookings to make
Keep each booking in one place as you make it. Save confirmation emails into one folder and note the confirmation code in your itinerary.
- Main transport. Flights or trains, with seat choice if it matters to you. An aisle seat makes it easier to get up and move on long flights.
- Accommodation. Close to the meeting place is usually worth more than a nicer room farther away. Check the cancellation terms in case the meeting moves.
- Ground transport. Know how you will get from the airport or station to the hotel, and from the hotel to the meeting. Look up the route and rough journey time before you leave.
- Meeting logistics. Confirm the address, the building entrance, who will meet you and whether you need ID to get in.
Make a one-page itinerary
A single page with every time, address and confirmation code saves you from searching your inbox in a taxi line. Include:
- Departure and arrival times, in local time, with flight or train numbers.
- Hotel name, address, check-in time and confirmation code.
- Meeting times, addresses and the name and number of your host.
- Your manager's or team's contact details, and your employer's travel support line if there is one.
Keep it on your phone, offline, and share a copy with a colleague or someone at home.
A simple planning timeline
| When | What to do |
|---|---|
| Three or more weeks before | Confirm the purpose and dates, check the policy, get approval, check passport validity and entry rules for international trips. |
| Two weeks before | Book transport and accommodation, note confirmation codes, plan ground transport. |
| One week before | Confirm meetings and addresses, build the one-page itinerary, check any health or medication needs. |
| Two days before | Check the weather, plan outfits for each event, charge devices, download files you need offline. |
| Day before | Pack, check in online if available, share the itinerary, set an out-of-office message. |
For international trips, start the passport and entry check earlier. Some visas take weeks. The documents and safety guide explains what to check.
Should I book the cheapest option to save the company money?
Follow your policy. The cheapest fare sometimes has strict change rules, which can cost more if the meeting moves. Many policies ask for the lowest reasonable fare rather than the lowest possible one.
Can I add a few personal days to a work trip?
Some employers allow it and some don't, and the rules on who pays for what vary. Ask before booking, and keep personal costs clearly separate from work costs.