How to create a checklist for business travel 

Business travel continues to grow: according to ReportLinker, the business travel market will reach a value of $829.5 billion by 2027. 

While this growth trend reflects the strategic importance of travel, it also presents companies with potential challenges in managing it. 

Between flights, accommodation, meetings and itineraries, even the smallest organisational error can become a source of stress for managers and an unforeseen cost or missed opportunity for the company.

To avoid these problems, the solution is to rely on an often underestimated but essential tool: the travel checklist.

With a business travel checklist, you can plan every detail in advance, avoid costly mistakes and ensure that every aspect of the trip is under control. Here’s how to structure an effective travel checklist.

What is a travel checklist and why?

A travel checklist is a strategic document for organising every aspect of an international trip. The purpose of this tool is to help you plan each business trip accurately, avoid forgetfulness and deal with unforeseen events with peace of mind.

The checklist helps you keep track of all the logistical and practical details such as bookings, necessary documents, work materials and personal items. It allows you to save time, reduce stress and maximise efficiency by ensuring that everything is in place before you leave.

How to write a business travel checklist

The first thing to do when writing a travel checklist is to divide your list into categories to make it easier to read and organise. When thinking about the structure of a travel checklist, you should consider several factors, such as:

• The purpose of the trip: different items or documents may be needed depending on the purpose of the trip. For example, if you are attending an event as a speaker, you may need a back-up copy of slides or specific equipment (such as a microphone). Or, if you need to visit a client’s office to sign a proposal, you will need the documents to be signed, a company presentation and any marketing materials;
• The volume of appointments: a trip is also and above all organised according to an agenda. If you have several meetings on the same day, you will need to plan quick transfers to avoid delays;
• The final destination: the travel documents may vary depending on the destination. For example, international travel may require a passport or additional permits to enter the country, which should be arranged well in advance.

Here is everything that should never be missing from a checklist.

1. Logistics and reservations

The first section of the checklist is a general overview where you can enter any details relating to logistics. In this section you can enter, for example:

• Flights: airline, flight numbers, departure and arrival times, confirmation numbers;
• Hotels: name, address, check-in/check-out times and useful contact details;
• Transport: bookings for chauffeur services (such as LimoLane) or other means.

2. Documentation

In addition to the logistics information, make sure you have all the documents you need for the trip. Specifically:

• Passport and visas (if required);
• Boarding passes, reservation details:
• Travel insurance policies and useful company information.

3. Work materials

One of the most common omissions on a business trip is the tools you need to do your job. Make sure you include the following on your list:

• Presentations and meeting materials, both digital and hard copy;
• Laptops, chargers and other electronic devices;
• Back-ups to the cloud or external devices to prevent loss of important files.

4. Daily schedule

Another aspect not to be overlooked in a checklist is a detailed daily schedule to make the most of your time on a business trip. In this section of the checklist, you can organise each day precisely to avoid confusion and unforeseen events. Specifically, you can include:

• Meeting times: record the time and place of each meeting, who is attending and the main points to be discussed;
• Meals and breaks: plan times for lunch, dinner or coffee breaks so that you can recharge your batteries without interfering with your work commitments;
• Possible extra activities: consider social events, networking opportunities or moments dedicated to relaxation.

International travel checklist: what changes

If you are planning a business trip abroad, you will need to adjust your checklist to include a number of extra items, such as specific documents or international regulations. Here is some advice to keep in mind:

• Travel documents: always check that your passport is valid for at least six months beyond your expected date of return. You should also check whether a visa is required for your destination country and find out about entry and exit requirements. You can find this information on official government or embassy websites;
• Local currency: carry some cash in the local currency to cover small initial expenses. Also check that your credit cards are valid in your destination country;
• Power adapters: each country has different plugs and voltages, so it is important to have the right adapters for your electronic devices;
• Travel insurance: it is common, especially for business trips, to be offered an insurance policy that includes health care abroad. When travelling internationally, it is always important to know how the local healthcare system works and to have coverage in case of an emergency;
• Cultural and business protocol: before you leave, find out about the customs and cultural expectations of the country you are visiting. For example, find out how to greet colleagues or what to wear to a meeting: knowing these dynamics will help you make a good impression and build stronger working relationships.

Plan your business trip with LimoLane

A business trip does not have to be a source of stress or complications. With LimoLane, logistics are simplified: you can travel the world with our chauffeur service and book your transfer directly online thanks to our app.

By accessing the LimoLane app, you can plan your trip in advance, find out the price of your service and monitor and optimise every step of your journey. 

Discover how LimoLane can transform your corporate travel management: start here.