business trip purpose example

What is a business trip? Definition and examples

If you visit somewhere for work purposes, i.e., on behalf of your company, that is a business trip. The term applies to both the journey to your destination and your trip back. In most cases, the trip is not a short one.

Collins Dictionary has the following definition of the term :

“A journey made somewhere and back again for business purposes in one’s working capacity.”

Business trip vs. business travel

The two terms refer to the same action or activity. However, their uses are not the same.

Business travel

Business travel refers to traveling on behalf of your employer generally. Although it is a singular term, i.e., business travel and not business travels , it refers to all trips for work purposes. It is a general term .

I might say, for example: “Business travel is becoming a significant part of our airline’s income.” In this case, we are talking in general.

I cannot use business travel for just one journey. For example, I cannot say: “I’m sorry, Jane is away. She is on a business travel.” I would have to say: “I’m sorry … She’s on a business trip.”

Business trip

This term refers to just one journey. We need to use the plural if we are talking in general.

For example, if I wanted to talk about my airline’s revenue, I would say: “Business trip s are becoming a significant part of our airline’s income.” I would not be able to use the singular form.

Reasons for business travel

In all the examples below, your employer is paying for travel, accommodation, etc.

• Meeting with customers or clients.
• Visiting suppliers.
• Attending a conference.
• Attending a course.
• Identify new markets, trends, and consumer traits elsewhere.
• Visiting somewhere to check the progress of a project.
• Visiting a prospect. A prospect is a company or person that you think could turn into a paying customer.
• Apologizing to a customer.
• Your purpose is PR or public relations , such as taking part in a press conference.
• The ROI from the trip is more than its cost. ROI stands for return on investment .
• Your employer sends you somewhere to fix, for example, equipment.
• Networking. There are many people you can meet away from work with whom you or your company could do business.
• Face-to-face meetings are usually more effective than using email, VoIP, texting, etc. Sometimes they are necessary.

Business travelers typically claim their expenses by filling a report , in which they list how much they spent on local public transport, meals, taxis, phone calls, etc.

Negatives and positives of business travel

Business trips may be extremely rewarding experiences. However, for some people, especially if they have families, there is a price to pay.

Regular business travelers frequently feel loney. Some of them may show signs of deteriorating mental health and even depression. According to Adam Perotta in a Business travel News article in December 2019, over 20% of business travelers said they experienced negative mental health effects.

Regarding the survey, Perotta wrote :

“22 percent of respondents reported that business travel had a “very” or “somewhat” negative impact on their mental health. Twenty-one percent indicated that even thinking about an upcoming work trip caused stress. Factors causing that angst include the toll travel takes on physical health, sleep schedules, personal relationships, personal finances and productivity.”

Traveling regularly on behalf of your company may mean missing major family events, which can contribute significantly to relationship problems.

Jet lag can play havoc with our body clock, productivity, and mental and physical health. Eating small meals before and during your flight, refraining from consuming alcoholic drinks, drinking plenty of water, and getting plenty of rest beforehand can help reduce the negative effects of jet lag.

In a Small Business Trends article, Samson Haileysus wrote that the vast majority of small company owners enjoyed their work-related trips. Approximately fifty-five percent of small business owners travel for work purposes at least once each month. Sixty percent of them spend three nights away from home during each trip.

Haileysus added:

“Surprisingly enough almost all (88%) small business owners who travel for business do enjoy traveling. In fact, just under three in four (72%) say they wish they traveled for business more often.”

Corporate travel is a huge market

Business travel is worth hundreds of billions of dollars each year globally. The biggest spenders on business trips are the United States and China.

In the United States, there are over 405 million business trips annually (long distance). For every working day, approximately 1.1 million Americans are traveling for work purposes.

The world’s most popular destination is New York City, while Shanghai is the fastest growing. Trondent Development Corp. made the following comment regarding the importance of business travel for airlines:

“Business passengers represent 75 percent of an airline’s profits despite only being 12% of their total passengers. But the money is well spent: every $1.00 spent on business travel creates $15 of profit for increased sales.”

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How to write a business trip proposal.

Learn how to write a business trip proposal that will get approved quickly so you can organize and confirm company-related travel.

There are many reasons to take business trips. You can attend conferences, visit other company locations, or just go on a team-building retreat. Of course, you won’t be going anywhere without your company’s approval. That’s where learning how to write a business trip proposal comes in.

What’s a business trip proposal?

A business trip proposal is a document designed to convince management to let employees leave the office for work-related travel and to cover all (or at least most) of the travel expenses.

This proposal is essential because it opens the door for an opportunity to network with new and old clients and potentially reach new markets. The business travel proposal sets clear expectations for management and all who are traveling to set the trip off on the right foot and ensure everyone is on the same page.

What to include in a business travel proposal.

If a business is going to pay for an employee’s trip, there needs to be a good reason. That’s why it’s important to include all the trip details (plus a little persuasion) so the company can determine if it’s worth the investment.

Be sure to include at least the following information in your business trip proposal:

• Reasons for attending
• Destination and dates
• Names of company attendees
• Detailed itinerary
• Expenses, including hotel, airfare, rental cars, meals, and more

If you make a strong enough case, management will sign off on the business trip proposal so that you can finalize travel plans for yourself and your colleagues.

3 steps to writing a business trip proposal.

To create a business trip proposal, you need to take the following steps — choose potential business travel accommodations, create a business trip itinerary, and finally write your proposal.

1. Choose potential business travel accommodations.

When choosing accommodations, you should consider the price and convenience of the location. You should prioritize accommodations that are close to where your travel destination is rather than a deluxe resort stay. Keep in mind local events, holidays, and other occurrences that may increase traffic during your stay.

2. Create a business trip itinerary.

Include as much detail as possible to help plans run smoothly and ensure that you are in control of your schedule. Any dates, times, transportation details, addresses of the accommodations, and reservations should be included. Leave time for potential traffic delays, traveling, and general breaks in between events.

3. Keep your business travel proposal short.

When creating your business travel proposal, you should include plenty of details while keeping information concise. Business leaders are booked with meetings and tasks all day, so use a simple format with a font that is easy to read. Support your proposal about why this trip is essential to business success with examples and stats, if possible.

Make your business trip proposal approval ready.

To make sure there aren’t any miscommunications down the road, you should aim to get a signature on any business trip proposal. Once signed, it means you have the approval needed to not just propose the trip but also confirm the details.

To make it easy to approve business trip proposals, use e-signature software like Adobe Acrobat. Your manager can add their legal signature with the click of a button right from their computer or nearly any mobile device.

Explore what more you can do with Acrobat to make creating and approving business trip proposals fast and easy.

See how Cvent can solve your biggest event challenges. Watch a 30-minute demo .

What Is Business Travel? Importance and Types

Business travel has always been an integral part of the corporate world. It provides opportunities to meet clients face-to-face, attend conferences and networking events, and explore new markets. 

However, as much as business travel can be exciting, it also comes with its fair share of challenges. From flight delays and cancellations to tracking approvals and keeping spending in check, numerous obstacles can make business travel stressful and overwhelming. 

In this blog, we will explore the challenges and solutions of business travel and provide insights on how businesses can optimize their policies and practices to make them more efficient, cost-effective, and enjoyable for everyone involved. 

What is Business Travel?

Millions of professionals worldwide engage in business travel each year. Business travel is when you hit the road or take to the skies for work-related purposes. So, if you've ever traveled across state lines for a meeting or hopped on a plane for a conference, you've been on a business trip. 

According to  the Bureau of Transportation Statistics , Americans take over 400 million long-distance business trips yearly, accounting for roughly 16% of all long-distance travel.

What is the Importance of Business Travel?

It's clear that business travel is a significant part of many companies' operations, but what motivates them to send their employees on these journeys? There are several reasons why companies invest in business travel. Here are some of them: 

1. Closing Deals

Business deals often involve significant negotiation, and in-person meetings can be critical to reaching an agreement. When people meet in person, they can build trust and establish personal connections that are difficult to achieve through virtual communication. As such, closing deals in person is a common reason for business travel. 

2. Exploring New Markets

Companies looking to expand into new markets often send representatives to explore the conditions on the ground and conduct research. Visiting a new market can provide valuable insights into consumer behavior, local regulations, and cultural norms that can help companies tailor their products and services to a new audience. 

3. Building Relationships

One of the primary advantages of business travel is its opportunity to build stronger relationships with clients, partners, and colleagues. While email, phone, and video conferencing are convenient, nothing beats face-to-face interactions regarding establishing trust and rapport.

You can pick up on nonverbal cues during in-person meetings and establish a more personal connection. It can lead to a deeper understanding of the other person's needs and goals, which can ultimately help you provide better service or products. Additionally, in-person meetings can help address any concerns or issues more quickly and efficiently, preventing them from becoming more significant problems down the line. 

4. Networking

Attending industry events, trade shows, and conferences can provide networking opportunities, learning about new trends, and meeting potential clients and partners.

Networking can be invaluable for building relationships, finding new clients or partners, and staying up-to-date with industry best practices. For example, attending a trade show can provide opportunities to showcase your products or services, meet potential clients, and learn about the latest market trends. 

5. Competitive Advantage

Companies prioritizing business travel and investing in face-to-face meetings with clients and partners can gain a competitive advantage over those relying solely on digital communication. By meeting with clients and partners in person, companies can establish more personal connections and build trust, leading to more business opportunities and revenue. 

Here's a  business travel checklist  to make business travel for your employees less stressful. 

Different Types of Business Travel

Business travel can take many forms, depending on the purpose of the trip and the activities involved. Here are some of the most common types of business travel: 

• Event and Conference Travel:  Companies often send employees to corporate events and conferences where attendees can learn and network with peers, potential clients, and service providers. 
• Training and Education: Companies may send employees to conferences and workshops to learn about trends and best practices in their functional areas. These events can provide valuable opportunities for professional development and networking, helping employees stay up-to-date on the latest industry developments and build relationships with others in their field. 
• Internal Meetings and Visiting Offices:  National and multinational companies may need to send employees and leadership to other offices to discuss specific projects and business strategies or to build a more integrated organizational culture. 
• Company Retreats:  Some companies hold retreats annually or multiple times yearly to help teams grow stronger and build company culture through shared activities.
• Client Meetings:  Maintaining solid relationships with existing clients is crucial for many businesses. Account managers and others may regularly visit their most prominent clients to check in on them, take them out for a meal or drink, and generally show gratitude for their business. These visits can strengthen relationships and potentially lead to additional business. 
• Trade Fairs:  Many organizations attend trade shows and expos to display their products and services and connect with potential clients. Attending these events can effectively generate leads and build relationships with potential customers, especially in industries where face-to-face interactions are critical. 
• Transfers and Offshore Work:  Long-term transfers involve relocating employees to a different city or country for a certain period, usually to work on a specific project or set up a new function or business process. 
• Transient Travel:   Business transient  travelers typically refer to individuals who frequently travel for short periods, often for a business meeting or work-related. These travelers usually stay in hotels or temporary accommodations and frequently move between locations for work or other activities. 
• Bleisure Travel:  This hybrid travel style combines business and leisure travel, allowing employees to extend their business trips to leave time for sightseeing and relaxation. Bleisure travel can benefit employers and employees, encouraging employees to volunteer for business trips more often and providing a relaxing break. 

Top Challenges To Manage Business Travel 

As many businesses need help managing company travel, several issues affect day-to-day operations. These include: 

1. Managing Large Numbers of Requests

When managing large numbers of travel requests, keeping track of all the information and ensuring that requests are processed efficiently can be challenging. It can result in delays and frustration for employees waiting for travel approvals or information. 

For example, imagine a small company with just one finance person responsible for managing all travel requests. They receive requests from various team members in different formats—email, Slack messages, and in-person visits. It can lead to confusion and delays in processing the requests and distract the finance person from other essential tasks. 

2. Tracking Approvals

It's a massive headache if your company's travel approvals are manually emailed. Tracking travel approvals can be time-consuming and prone to errors. It can result in missed approvals, delayed travel, and frustration for employees waiting for approval. 

Imagine a team member submits a travel request, and the finance person then sends an email to the manager for approval. If the manager is busy or forgets to respond, the request may be delayed or even missed altogether, causing frustration for the employee who is scheduled to travel. 

3. Keeping Spending in Check

Managing travel costs can be difficult, especially when employees book trips independently or through different channels. It can result in overspending and frustration for finance teams who aim to keep costs under control. 

For example, imagine a company where employees book travel through different channels. Some employees book expensive hotels and flights, while others find cheaper options on discount travel websites. It can lead to inconsistency in travel costs and make it difficult for the finance team to manage and budget travel expenses. 

4. Being Flexible

Flexible travel policies can result in consistency, especially when balancing cost control with employee satisfaction. It can result in frustration for both employees and finance teams. 

For example, a business with restrictive travel policies can limit employees to specific airlines, hotels, and routes. It may help control costs, restrict employee options, and make travel less enjoyable. On the other hand, if policies are flexible, employees may book expensive options outside the budget. 

5. Reducing Errors

Reducing errors in travel management can be challenging, but it is essential to ensure accurate tracking of expenses and approvals. This can help prevent delays and frustration for employees and finance teams. 

How Companies Can Manage Business Travel  

Companies must make the process straightforward to ensure that team members comply with travel policies. If the process is simple, team members will find ways to circumvent the rules, and compliance will improve. The following are some common pitfalls to avoid: 

• Too many rules:  Too many, incredibly confusing or contradictory, can be overwhelming and frustrating for team members. It can lead to non-compliance or errors. 
• A high number of touches:  Too many touchpoints, like requiring additional emails to managers for approval, can slow down the process and make it difficult. 
• Lots of manual steps:  Requiring team members to file printed documents and receipts can be time-consuming and create opportunities for errors. 
• Unclear processes:  If team members are unsure of the steps or rules they must follow, they may become frustrated and disengage from the process. 

To ensure compliance and simplify the process, use  a corporate travel management system  that walks employees through each step. By automating the process and making it easy and intuitive, team members are more likely to follow the rules and comply with company policies. 

What is a Business Travel Solution? 

A travel management system is a software platform that helps companies manage their employees' travel-related activities and expenses. These systems can be purpose-built tools from third parties or developed in-house by large companies. However, building a travel management system from scratch doesn't make sense with the availability of business travel management tools out of the box for a relatively low cost. 

These systems aim to oversee, regulate, and coordinate a company's employees' travel activities and expenses. Previously, a company's office administrators or a dedicated travel manager would handle these tasks. However, with a travel management system, these manual tasks can be streamlined or automated, freeing up staff for more valuable work than monitoring others' travel plans. 

A  business travel solution  typically offers features such as online booking, expense tracking, policy compliance, travel budgeting, and reporting. They make booking, managing, and tracking business travel much simpler and more efficient for companies and their employees.  

As a business, it's essential to recognize the value of investing in business travel. There are numerous reasons why companies send their employees on these trips, including closing deals, exploring new markets, holding internal meetings, prospecting, educating, and visiting existing clients. These opportunities provide valuable experiences and insights to enhance your company's operations and bottom line. 

However, managing business travel can present challenges, such as managing large requests, tracking approvals, and dealing with changes in travel plans. To address these challenges, it's crucial to have a straightforward and streamlined travel policy outlining the process for requesting, approving, and booking travel and any expense and reimbursement policies. 

Another essential aspect of managing business travel is providing support and resources to employees while on the road. It includes ensuring they have the necessary technology and tools to stay connected and productive, providing guidance on safety and security, and offering access to travel support services in emergencies.

By recognizing the importance of business travel and implementing strategies to manage it effectively, your company can reap the benefits of enhanced collaboration, improved relationships with clients and partners, and increased opportunities for growth and success. 

So let your employees stay connected, build relationships and enjoy their next business trip!

John Hunter

John is the Senior Manager of Event Cloud Content Marketing at Cvent. He has 11 years of experience writing about the meetings and events industry. John also has extensive copywriting experience across diverse industries, including broadcast television, retail advertising, associations, higher education, and corporate PR.

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Your business trip is over, and now it’s time to draft up a travel report. Why does your manager ask for a business trip report? And what should a good report include? Scroll down to learn everything you need to know about how to write a travel report.

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A business trip report, or business travel report , is a document about a business trip, usually written for a manager. It’s like a memo of the trip, its purpose, learnings, and outcomes.

The meaning of a business trip report is to give an overview of the trip and justify the expenses. 

With a travel report, you tell your manager (or other relevant people in the company) what your trip was about: purpose, goals, achievements, learnings, and recommendations. The purpose of a business trip can be, for example, to solidify business partnerships, prospect for new clients, or learn about the latest industry trends.

A business trip report also justifies the investment the company makes. If your employer sends you on a business trip and pays for the costs, how will it benefit from your travel? 

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There isn’t one set format for a travel report. You can check if your company has a template for reporting business trips or if there are some conventions or requirements the report should follow. If not, you can find a simple business trip report template in this article. 

Unless you work in a traditional industry, a travel report doesn’t have to be too formal. Your manager probably doesn't want to scan through a 20-page report. 

It’s okay to keep the report brief and concise. You can skip the table of contents and executive summary and focus on the goals, outcomes, and learnings of the trip – the part that matters the most. 

A simple outline for a business trip report  self.__wrap_b=(t,n,e)=>{e=e||document.querySelector(`[data-br="${t}"]`);let s=e.parentElement,r=R=>e.style.maxWidth=R+"px";e.style.maxWidth="";let o=s.clientWidth,i=s.clientHeight,c=o/2-.25,l=o+.5,u;if(o){for(;c+1 {self.__wrap_b(0,+e.dataset.brr,e)})).observe(s)};self.__wrap_b(":Rktajm:",1)

If you want to keep your travel report short and sweet, you can follow this simple structure. 

Basics : Your name, participants (your colleagues), travel period, and destination.

Purpose of trip : Why did you go on this trip? What were the goals? 

Overview : What events did you attend? Who did you meet? What learnings did you gain? 

Summary and Conclusions : A brief summary of the trip and recommendations or action points.

Expenses : You can list your expenses here or deliver your expense claim separately. 

Attachments : If you claim expenses, attach receipts and invoices as proof of travel costs.

Claim travel expenses with an expense report self.__wrap_b=(t,n,e)=>{e=e||document.querySelector(`[data-br="${t}"]`);let s=e.parentElement,r=R=>e.style.maxWidth=R+"px";e.style.maxWidth="";let o=s.clientWidth,i=s.clientHeight,c=o/2-.25,l=o+.5,u;if(o){for(;c+1 {self.__wrap_b(0,+e.dataset.brr,e)})).observe(s)};self.__wrap_b(":Rqtajm:",1)

If you’ve paid travel expenses from your own pocket, you can claim expense reimbursement from your employer. Depending on your company’s conventions, you can either attach the expense claim to the report or deliver it separately. 

More and more companies use digital tools to manage travel expenses, which means that you don’t need to claim back travel costs with a paper document (and not even with a PDF). For example, Pliant features an integration to Circula , a software designed to streamline and automate claiming and managing travel costs and allowances.

Use a business travel report template  self.__wrap_b=(t,n,e)=>{e=e||document.querySelector(`[data-br="${t}"]`);let s=e.parentElement,r=R=>e.style.maxWidth=R+"px";e.style.maxWidth="";let o=s.clientWidth,i=s.clientHeight,c=o/2-.25,l=o+.5,u;if(o){for(;c+1 {self.__wrap_b(0,+e.dataset.brr,e)})).observe(s)};self.__wrap_b(":R10tajm:",1)

If your company doesn’t have a fixed structure for a business travel report and you’re not sure how to go about it, here’s a template to help you get started. 

You can use this template to summarize your trip and its expenses in a simple and easy-to-skim format. 

Bear in mind that this isn’t an official travel report template – if there is such a thing. Feel free to edit and customize it for your needs. You can skip or add sections that you see useful. If you want to highlight something particular, add new sections, like Goals or Learnings. 

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Following the structure of the template above, here’s how you write a travel report. 

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First things first. In addition to your own name, mention any colleagues that were with you on the trip. Include the travel period and destination.

Focus on the benefits for the company  self.__wrap_b=(t,n,e)=>{e=e||document.querySelector(`[data-br="${t}"]`);let s=e.parentElement,r=R=>e.style.maxWidth=R+"px";e.style.maxWidth="";let o=s.clientWidth,i=s.clientHeight,c=o/2-.25,l=o+.5,u;if(o){for(;c+1 {self.__wrap_b(0,+e.dataset.brr,e)})).observe(s)};self.__wrap_b(":R1gtajm:",1)

The body is the most important part of your report. You can use a structure that works best for you, but if you’re not sure what to include, here are some ideas.

You can start with the purpose . Why did you go on this trip? What were the goals? This could be, for example, to keep up with the industry trends at a conference. 

Provide an overview of the trip. Who did you meet? What events did you attend? What did you learn? This is your chance to shine. Stress how the trip was beneficial for the company. Not only did you pick up new skills at a seminar, but now you can put them to use in your work for the company. You’ll want to show how sending you on this trip was a good investment. 

Close with a summary and conclusions . Write a summary and revisit the key points, like your learnings, how the goals were met (or why they weren’t), and recommendations and an action plan for the next steps.

Attach a cost summary and receipts (if necessary) self.__wrap_b=(t,n,e)=>{e=e||document.querySelector(`[data-br="${t}"]`);let s=e.parentElement,r=R=>e.style.maxWidth=R+"px";e.style.maxWidth="";let o=s.clientWidth,i=s.clientHeight,c=o/2-.25,l=o+.5,u;if(o){for(;c+1 {self.__wrap_b(0,+e.dataset.brr,e)})).observe(s)};self.__wrap_b(":R1qtajm:",1)

Depending on your company’s travel expense policy, you can attach a cost summary of your reimbursable expenses and relevant attachments to the travel report. Attachments include receipts and invoices as proof of incurred expenses during the trip.

If you deliver an expense claim with an app or in another way established in your workplace, you don’t have to include it in the travel report.  

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There are many types of business travel, ranging from conferences to trade shows to visiting international branches of the same company. 

What qualifies as business travel in the eyes of the tax office varies from country to country. But usually, there’s some kind of requirement for temporary travel for work purposes.

Examples of business travel include:

Conferences and seminars

Trade shows and fairs

Travel to meet business partners, like suppliers or clients

Internal visits and meetings at different locations  

Company retreats and events

Not every type of business travel requires a travel report. If you’re traveling to a company retreat or summer party to unwind and bond with your colleagues, you can skip the report. 

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Whether a business trip report is required depends on the organization and its travel policy. A travel report isn’t always necessary, so it’s best to ask your manager. 

But if you claim reimbursement for business-related travel expenses, you do need to submit an expense report and receipts. This is usually required by the tax office to provide a clear audit trail of why your employer is making a (tax-exempt) payment to you. But this doesn’t mean you have to write a report on the whole trip. 

Depending on the policy of your company, you might either submit an expense claim with an app or software or in another fashion that is established in your organization. 

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Business travel report policies vary from company to company. While a travel expense claim may be required by the tax office, a business trip report is usually just used for internal purposes. 

In some companies or industries, lengthy reports may be the norm. But just the same, there may not be a culture of writing travel reports at all. When in doubt, ask your manager.

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Objectives of a business trip

Do you know how to correctly state the objectives of a business trip?

It is useful to state the reason for the employee's travel so that travel expenses and per diems can be reflected in the accounts to reduce the cost of travel.

To do this, it is important to take into account a number of points. What are they?

Practicing accountants cite a variety of them and highlight the following:

•  An employee's business trip must be clearly in the best interest of the company. The purpose of the business trip is formulated in a way that makes it clear: the "trip" is beneficial to the company, contributes directly or indirectly to the profitability of the company, increases the volume of business, improves the quality of goods and services. An employee of an organization cannot be sent on a business trip with the task of "resting", "recovering" or "healing". Annual leave or leave for health reasons is provided for this purpose.
• The purpose of the trip must not conflict with the job description. For example, an accountant cannot be sent on a business trip to negotiate with clients.
• The purpose of a business trip must be consistent with the duration of the "trip" and its itinerary. If the purpose of a business trip is, for example, to attend an exhibition, an employee of the organization is required to "travel" in the opposite direction within one day after the end of the event.
•  It is best to avoid general formulations. It is important to state the exact reason why an employee of the organization is sent to work away from the permanent place of work. Otherwise, auditors may have doubts about the legality of the tax accounting.
•  The purpose of the trip must be formulated in such a way that it is possible to draw an unambiguous conclusion as to whether or not the assigned task has been fulfilled. After the trip, the employee must submit a report on the results, attaching documents confirming the completion of the task. Incidentally, there may be a situation when the purpose of the trip is not achieved. In this case, the employer requires the employee to submit an "explanatory note" stating the reasons why the task could not be performed. If you have this document, the travel expenses may be accepted for tax purposes.
•  If the purpose of the trip is extensive and consists of several tasks, it is also important to list the individual tasks of the trip, the completion of which must also be confirmed.

To keep track of tasks and things to do on your trip we offer you a free resource. A business travel agenda digital, which will be of great support to your organization.

Examples of business trip objectives

The purpose of the trip must be stated. Which, in practice, is often formally stated in a document. And verbally or in the form of one or more written instructions, the purpose of the trip is explained in detail to the employee. However, by law, the purpose of the trip must be stated. business travel and this formality must be respected. The objectives may vary, here is a partial list of examples of objectives:

• Negotiation
• Purchase of goods, raw materials, etc.
• Advertising and presentation of a product or service
• Market research and marketing objectives
• Participation in or organization of events, conferences, etc.
• Training or exchange of experiences.

There are also universal objectives: the development of the company's activities. In this case, it is essential that you explain the tasks in detail to the employee. For example, negotiations can be aimed at both customer acquisition and the acquisition of new partners or investors. The above are some of the most common examples of objectives, but there are also very specialized tasks:

• Audit of branches
• Audit and other verifications
• Maintenance of branches and divisions in the regions

The purpose of the trip is written in a concise and dry manner. It is not necessary to explain the details and characteristics of the trip in the order. However, travel recommendations and the employee's specific objectives should also be formulated in writing. It can even be a simple e-mail or a service document containing specific tasks and objectives. In this document, the tasks should be fully reflected, as it is through them that the objectives set will be met. An oral presentation can also be made, but legal obligations must be taken into account.

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Your key to an well-planned business trip

A successful business trip starts with a detailed travel itinerary. Through it, you’ll clearly outline your trip and its goals.

What’s a business travel itinerary? What should it contain? When should you get it ready, and how? Read on for our tips on how to create a watertight business travel itinerary.

Business trip and business travel itinerary: defining the terms

Let’s start with the basics: what’s a business trip?

A business trip

A business trip occurs when an employee or a manager takes a trip outside of their usual place of work for corporate purposes. This could be attending a client meeting, a seminar, a conference, or participating in a business fair.

The term business trip is particularly used when the work-related trip is more than 24 hours long. Such a trip can also be referred to as corporate travel .

The business travel itinerary: a roadmap for your work trip

Companies in the know often put together roadmaps. A roadmap is a great planning tool as it spells out the action plan (that is, all the key steps and tasks to be completed) to achieve a goal.

When used to plan a business trip, a business travel itinerary is the trip’s roadmap of sorts in that it’s a great planning tool. It’s the roadmap you prepare ahead of the trip and distribute to the employees going on the trip.

As its name implies, the business travel itinerary includes a detailed itinerary and provides employees with an overview of the different steps in the trip .

While having one is optional to go on a business trip, a business travel itinerary is a useful document to have with you.

How to successfully organize a business trip

When it comes to business travel, the keywords are organization and planning ahead.

Going hand in hand with that is, of course, the business travel itinerary. But since you put it together once all the trip details have been arranged, down to the reservations, let’s first discuss the steps to take before.

Assess your business travel objectives

Before planning anything, the first thing to do is be clear about the business trip’s goals.

• What is the purpose of the trip ?
• What objectives does the company wish to achieve?

It’s also good to ask yourself if the trip is necessary and consider its cost-benefit ratio . For example, a business trip incurs many costs for the company (transportation, accommodation, and so on).

Once you’ve asked yourself these questions, it’s time to start outlining the actual trip:

• Where will the business trip take place? What is the planned itinerary ?
• What are the trip’s main moments? Who are the key people to meet ?
• Who’s taking part in this trip?

All these elements must be very clear: they’ll help you put together your business travel itinerary.

Stay ahead of the trip’s expenses

Once you have the destination and itinerary in mind, it’s time to plan travel expenses and put together a budget for any potential expense reports .

There are several areas to budget, such as transportation and accommodation costs or fees to attend a seminar or a conference.

As a reminder, expenses incurred during a business trip are exempt from social contributions and deductible from the company’s taxable income.

Make your travel arrangements well in advance

Ideally, you want to book transportation (plane or train tickets, for instance) and hotel rooms ahead of time to grab the best deals and optimize your budget.

The company is responsible for paying any expense incurred during the trip . 

• Either the employees on the trip pay for their expenses directly. To get reimbursed, they must file an expense report, including all supporting documents (such as receipts).
• Or, employees have company cards and can use them to pay for their trip expenses.

Did you know that Qonto offers both physical and virtual payment cards that are fully customizable ? That way, your teams no longer need to pay upfront for expenses and file expense reports . This also lets you stay in control and follow their trip expenses in real-time, should you wish to. And, if your employees travel by car, you can also provide them with business fuel cards to use at gas stations.

Get corporate travel insurance

Before you leave, another element to check is whether you and your employees are covered by the company’s insurance policy during the trip , especially if this trip is going to be abroad.

How to put together a business travel plan for your work trip

Now that everything is booked and the trip is looming closer, you have one last key thing to do: create your business travel itinerary.

This travel itinerary can resemble anything you want, as it’s not a mandatory document. It doesn’t need to contain any compulsory mentions or such and such.

However, to make it a valuable document to have on hand, here’s what we recommend your itinerary includes:

• contact information (name, first name, address) of all the employees going on the trip;
• objective and goals of the trip;
• date and time of departure;
• length of the stay (including the total estimated duration );
• means of transport that will be used;
• lodging address ;
• contact information of the people you’ll be meeting;
• addresses and exact location of the meetings and rendezvous scheduled,
• agendas for the different meetings;
• and more broadly, the schedule for the trip.

Your itinerary can also be in the form of a table if you find that clearer.

If the business trip is going to take place abroad, including practical information about the country in the travel itinerary is a good idea.

Tools to use to create your business travel itinerary

You have several options at your disposal to put together your business travel itinerary.

Find a template or an example

You can easily find business travel itinerary templates online, available in a Word or Excel format. Use them as they are, or base yourself off those to create yours.

Use a project management tool like Notion

Notion is a very comprehensive project management service.

So, why not use it to create and customize your business travel itinerary? One of Notion’s biggest perks is that it’s a collaborative tool. That way, everyone taking part in the corporate travel can easily edit the document and add their touch.

Why it’s essential to bring a business travel itinerary

A business travel itinerary has many advantages for the company and its employees.

For the employees

Business trips can be stressful times, with lots to think of. Where do I need to go? Who am I supposed to meet? Why am I meeting them? What time’s my meeting? How long am I going to be gone?

By providing your employees with a detailed business travel itinerary , you’re giving them all the information they need to feel reassured and organized during the trip. They can also save time thanks to that detailed document.

Unsure when the meeting’s taking place? A glance at their itinerary will tell them all they need to know.

For the company

Through a business travel itinerary, the company also has a clearer understanding of the business trip’s objectives. This makes it easier, post-trip, to assess whether the trip’s goals were met .

Frequently Asked Questions

Who’s in charge of creating the business travel itinerary.

It’s usually up to the employer or the manager to put together the business travel itinerary. That being said, once all bookings have been made, an employee taking part in the business trip can very well create it, following the company’s travel policy.

Is it mandatory to have a business travel itinerary for a work trip?

No, it’s not mandatory to bring one during a work trip. However, having one on hand is highly recommended, as it ensures a trip is well organized.

As an employee, can I say no to a business trip?

In theory, no. Without reasonable cause, an employee can’t refuse to go on a business trip. Nevertheless, your employer must give you sufficient notice - i.e make sure they’ve let you know well in advance. You should find exactly how far in advance they need to notify you detailed in your work contract.

In addition, you can have real and serious grounds to say no to a business trip. Such a reason could be health issues, urgent family matters, or if your employer refuses to cover your travel expenses (for instance, mileage, accommodation, or transportation costs) . Check out our article on refusing a work trip (link in French) for more details.

What documents do I need to bring for a business trip?

Several documents are essential for a business trip, including:

• your ID card or passport if you’re traveling abroad;
• a visa or travel authorization, if needed;
• travel tickets, and booking confirmations;
• business cards.

Make your business trips easier

With Qonto, order payment cards for your business trips, and receive them at home in just a few days. Choose from a large selection of cards to suit your corporate travel needs.

Qonto collects and processes your personal data to better respond to your requests. Learn more about how we manage your data and your rights.

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Purpose Matters for Business Travel, Too

• Claudio Fernández-Aráoz

So plan accordingly.

Why do we travel? Some 60,000 years ago we humans began to journey out of the ecological niche we shared with our primate cousins in Africa to explore the unknown. Our curiosity led us from the savanna to coasts, deserts, forests, valleys, mountains, and ice caps. Evolution made us ever more curious, and so we traveled to learn more. On a to-do list written by Leonardo da Vinci around 1490, most of the tasks he wanted to accomplish involved visiting various masters in their fields. Travel allows us to, a Montaigne put it, “rub and polish our brains” against people from different regions and cultures.

• Claudio Fernández-Aráoz  is an advisor on Talent and Family Businesses, a frequent lecturer at Harvard Business School, and the author of  It’s Not the How or the What but the Who .

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More From Forbes

12 key steps when planning a business trip.

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For the business professional who has been in their field for some time, business trips have most likely become a common occurrence. If you're new to the world of executives, however, a business trip may be both an exciting opportunity and a daunting task.

Sadly, while businesses pay for their executives or employees to go on business trips to expand the company's influence, they rarely teach them what to expect when they set out on that visit. To aid newcomers to the position prepare for both the expected and unexpected aspects of a business trip, 12 members of   Forbes Coaches Council share some of the most crucial steps everyone should take when planning such a trip.

Members of Forbes Coaches Council discuss techniques they take to ensure the success of their business trips.

1. Stay Travel-Ready

Traveling used to be incredibly stressful for me and I've found the easiest way to handle this was by staying travel-ready. I have a speaking capsule wardrobe, so I never have to stress about anything fitting or coordinating. I keep duplicates of my makeup bag, toiletries and supplements. And I order healthy snacks and water to be delivered to my hotel room, so I'm fueled up for a busy day. - Racheal Cook , Racheal Cook MBA

2. Make Preparation Your Travel Buddy

Being overprepared can become a huge benefit. I like to research who will be there and the area and pack more than I need. One time, I showed up without my suit and I was the keynote speaker! It was quite embarrassing—luckily, I knew what stores were in the area and I was able to grab a backup just in time. Whether you're speaking or simply attending, go overprepared. - Miranda VonFricken , Miranda VonFricken Mastermind Coaching

3. Establish Membership Programs

If you've never been traveling for business before and expect to start, start exploring airline, hotel and rental car membership programs. Also, research a credit card that gives you extra points toward travel expenses. If you plan to do a lot of business traveling, these programs pay you back. Over time, these programs make traveling even easier with perks and upgrades. - John Knotts , Crosscutter Enterprises

4. Plan For Unexpected Delays

Planning for travel (essentials plus backup headphones, hefty power sources for recharging, etc.) is key for a smooth trip. Unexpected delays are often the greater challenge. Maximizing “work time” while on board will help reduce frustration and the time cost of traveling. Upgrade to premium economy or first class for easy in and out, the highest productivity and space to use your laptop and be in work mode. - Christy Geiger MCC, CPCC , Synergy Strategies Coaching & Training

5. Create A Clear System

Create a system that will help with all your trips. Have a packing list and check the weather for your destination so that you can prepare accordingly. Plan out your meals so that you can cater to any dietary needs you might have. Do you have access to a gym? Learn about the transportation systems and the availability of ride-sharing in that city. Will you be walking? Then you'll need comfy shoes! - Carolina Caro , Carolina Caro

6. Network Before You Get There

Many first-timers and even experienced business travelers leave the networking for when they attend the meeting or conference, but sometimes it is too late when they do. Why is that? Isn't the purpose of travel to meet, talk and network when you get there? Not if you want to get the most out of business travel. What could you do? Know people's bios, connect on LinkedIn and plan for a better meeting. - John M. O'Connor , Career Pro Inc.

7. Take Extra Care

If you're traveling for work, remember that you are the most important asset. If you get tired or sick, you cannot bring your A-game, which is why they hired you. Everything counts. As a speaker, I block off time to decompress, eat well, sleep well and limit my time with people before I travel. Because I want to bring high energy on stage, even as an extrovert, I'm mindful of how I spend my time. - Monica Kang , InnovatorsBox

8. Pack Light And Stay Productive

I was in my early 20s when I took my first business trip and I wish someone would have told me that packing light is key. Throughout the years I also learned to carry my work with me. From handling work calls to finishing up presentations at the airport, it’s all possible if you prepare all your tools ahead of time. There's plenty of time to be productive when you travel. Staying productive is key. - Adriana Rosales , Adriana & Company™ LLC

9. Don't Check A Bag

Because I’m a guest expert on TV and coach clients on TV shows, I spend more than 150 nights a year in Marriott hotels alone. The most important thing for any traveler is to not check a bag. Checking a bag causes you to wait at baggage claim, and often bags don’t show up. Get a great carry-on, fill it to the max and carry your bag on every time. Never check a bag. - Clint Arthur , Celebrity Entrepreneur

  10. Consider Cultural Differences

Cultural difference doesn't always happen in different countries or continents. If you live in the Midwest, LA is a different country. The dress codes, after-hours interactions, salutes, handshakes, collaborations and even ways to present in a meeting can be different. Talk to a friend, co-worker or even the person you will meet about general rules and protocol. That can save you from making a bad first impression. - Susan Ibitz , HUMAN BEHAVIOR LAB

11. Back Up Your Laptop

Every time I travel for a business trip (or any time I travel with my laptop), I always make sure that my files (the entire Documents folder) are backed up to an external hard drive and that mission-critical files for that particular trip are backed up to the cloud and a thumb drive so that I've got access to them should my laptop die, get stolen, etc. - Annette Franz , CX Journey Inc.

12. Always Bring A Presenter's Kit

Take a speaker’s kit! A laptop, presentation remote (I use the Logitech Spotlight), cables and adapters for any TV, monitor or projector and your signature speech is an absolute must. Anytime you have a chance to share your personal or business story to any size audience could land you the deal or opportunity of a lifetime. My big wins from being prepared include TV, publishing and massive brand deals. - Mike Koenigs , MikeKoenigs.com

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Business travel purpose examples.

Business travel is an essential part of modern-day corporate culture, and there are many reasons why people undertake these trips. Whether it is for meeting clients or attending conferences, business travel can be a crucial factor in the success of any organization. In this article, we will discuss various business travel purpose examples that can help individuals or companies in planning their trips.

Meeting Clients

One of the most common reasons for business travel is to meet clients. When companies have international or remote clients, it becomes necessary to meet them in person to build relationships and ensure that business deals are executed smoothly. Business travelers often visit clients to discuss contracts, negotiate deals, or provide training and support. It is essential to plan such trips well in advance and ensure that all necessary travel arrangements are made.

Attending Conferences

Attending conferences is an excellent way for businesses to keep up with the latest industry trends and developments. Business travelers may attend conferences to network with other professionals, attend workshops and seminars or give presentations. Conferences can take place locally, nationally or internationally, and planning travel for them requires careful consideration of travel arrangements, accommodation, and other logistics.

Exploring New Markets

Business travel may also be undertaken to explore new markets or expand existing ones. This type of travel is often done by sales teams or business development professionals who travel to new regions to assess the demand for their products or services. It is essential to conduct thorough research before embarking on such trips to ensure that they are profitable and cost-effective.

Training and Development

Training and development are critical components of any successful organization, and business travel is often used to provide these opportunities. Businesses may send employees to attend training programs, workshops, or seminars to acquire new skills or enhance existing ones. It is essential to align such trips with the organization’s overall objectives and ensure that they are cost-effective.

Recruiting Prospective Employees

Business travel may also be undertaken to recruit prospective employees. Companies may send recruiters to job fairs or visit college campuses to meet with potential candidates. It is essential to plan such trips well in advance and ensure that all necessary arrangements are made to make a good impression on prospective candidates.

Business travel serves various purposes, and it is essential to plan such trips well in advance to ensure that they are cost-effective and successful. Whether it is meeting clients, attending conferences or exploring new markets, business travel can be an essential factor in the success of any organization. By using the examples discussed in this article, individuals or companies can plan their trips effectively and achieve their desired objectives.

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• Corporate Finance

Corporate Business Travel: Everything You Need to Know

Katie Miller is a consumer financial services expert. She worked for almost two decades as an executive, leading multi-billion dollar mortgage, credit card, and savings portfolios with operations worldwide and a unique focus on the consumer. Her mortgage expertise was honed post-2008 crisis as she implemented the significant changes resulting from Dodd-Frank required regulations.

Corporate business travel involves the movement of individuals representing their organizations for work-related reasons. Whether it’s attending client meetings, industry conferences, or sealing business deals, this practice covers a range of activities essential for professional growth.

In the interconnected global business environment, where face-to-face connections matter, corporate business travel plays a central role in sustaining and expanding enterprises across borders. Businesses face challenges in optimizing this crucial element of their operations. Strategic considerations must be taken into account to use this element of business to its greatest potential.

Key Takeaways

• Corporate business travel can unlock new opportunities for business growth, offering the possibility of reaching new markets, connecting with a wider pool of prospects, or developing brand presence and reputation.
• Traveling for business has many benefits for individuals as well, providing them the chance to meet fellow employees, grow their career by participating in different opportunities, and network within the industry, not to mention experience new destinations.
• Business traveler safety and security are top priorities during corporate travel.
• To ensure that travel goes smoothly and stays within budget, companies should implement corporate travel policies and best practices for employees traveling on behalf of the company.

Importance of Corporate Business Travel

There are many business-related reasons to travel. It can encourage team building, promote learning, offer different perspectives, provide connection to a wider network, open up new markets, and drive sales. And whether or not the trip is for a specific purpose (such as a conference or a retreat), the benefits for employees and companies alike can extend beyond the stated intent of the trip, building confidence, cultural competency, relationships, and company reputation.

Many employees consider the opportunity to travel for work a desirable job perk, as it can offer the chance to venture somewhere that they may not ordinarily go, or to have a trip paid for by their company. And although expenses are associated with travel from a corporate perspective, they may be well worth the return on investment in terms of potential leads or sales—plus, many travel expenses are tax- deductible .

Types of Corporate Business Travel

Corporate travel can take many forms, including the chance for employees and executives to attend events, such as meetings, conferences, industry networking sessions, and fairs. Or a trip may take advantage of educational opportunities such as training sessions, seminars, and workshops. Retreats and guided trips can make for valuable team-building time in new contexts that unlock different perspectives and strengthen working relationships.

Businesses may send their employees to a different location to network, sell, teach, learn from, or generally connect with external contacts or internal employees in regional offices, or to act on behalf of the company in some way.

Additionally, from a client perspective, business travel may occur as a form of due diligence , ensuring that your vendors or suppliers are legitimate, legal, and compliant organizations—for example, traveling for regular audits to confirm that what you think is happening at your supplier organizations is actually happening.

Creating a Corporate Travel Policy

From a company perspective, travel can be a challenge to administer and manage . Costs can easily balloon out of control; travel logistics can be time-intensive to arrange; employees traveling on behalf of the company must be granted a great deal of trust; and like any form of travel, business travel can open up risks to safety, security, and health.

No matter the size of the business or the frequency or complexity of travel, a corporate travel policy can be a helpful tool for any company to set expectations for its employees, communicate guidelines and processes, keep expenses within budget, and streamline booking and logistics.

In creating a corporate travel policy, companies might consider the following for both domestic and international travel, as applicable:

• Purpose(s) of travel
• Which employees are eligible to travel
• Booking and expense approval processes
• Risks and liabilities of travel and how to manage them
• Expectations for employee behavior, including acceptable and secure uses of technology, personal vs. leisure time, communication, and entertainment while traveling
• Eligible expenses for employees while traveling, including per diem rates if applicable
• Determine if employees will be reimbursed for their expenses or given a corporate credit card to use
• Financial tracking, record-keeping, and reimbursement processes
• Acceptable booking practices and costs, including preferred agents or vendors
• Travel insurance

Of course, policies must also be communicated and enforced to ensure compliance and fairness. Including a travel policy as part of a corporate handbook or reviewing it in an onboarding or training module can be a good way to ensure that all employees receive and understand the information. Making it easily accessible for future reference on a shared drive or company portal will encourage employees to refer to it often.

Business travel managers estimate, on average, that spending on domestic and international corporate travel is at 77% and 74%, respectively, of where it was before the COVID-19 pandemic.

Setting a Corporate Travel Policy

Corporate Business Travel Best Practices

There are many best practices that both employees and companies can keep in mind around corporate business travel to ensure that it is a successful experience. These encompass everything from administration and financing to employee behavior and well-being.

Booking Corporate Travel

Booking travel can be labor-intensive and time-consuming. To improve the booking process, save on costs, and streamline expense reporting, it can be helpful to designate preferred travel agencies, online platforms, vendors, and lodgings for employees and executives to book with. If the size of the company allows, it can also be helpful to hire an employee or team specifically to oversee and administer corporate travel, or designate this duty as part of an employee’s broader job description.

Managing Travel Expenses and Budgeting

There are many financial considerations when it comes to corporate business travel, and expenses and budgets must be carefully managed to keep costs under control. Many travel expenses are tax-deductible and can be written off, representing potentially significant savings for a company. Setting a budget and clear guidelines for employees about what can be an expense and what cannot is a must, as is creating and enforcing policies and procedures around tracking and reporting expenses.

Many corporate credit cards offer travel rewards and cost-saving opportunities for business travel, as do many other vendors and suppliers in the corporate travel industry. Businesses can take advantage of these to reduce inefficiencies and save on costs.

How to Manage Corporate Travel

Ensuring Traveler Safety and Security

As with any trip, business trips are not without safety and security risks, including the potential for political or civil unrest, crime, illness, injury, accidents, emergencies, natural disasters, cybersecurity breaches, or theft.

To protect their employees against unexpected and undesirable circumstances, at a minimum, businesses will want to have a travel insurance plan in place. It’s also helpful for businesses and employees to undertake some form of travel risk assessment to aid them in navigating potential risks, and outline safety and emergency preparedness guidelines within a corporate travel policy.

Employees should also know how to call if something goes sideways, such as hotel booking issues. A travel agent? A supervisor? If there’s a hurricane, you don’t have a car, and your flight is canceled, can you book another last-minute flight to get around the weather to get home? These details should be planned ahead for.

Maximizing Productivity During Business Trips

The overlap of business and leisure, sometimes referred to as “bleisure,” is one of the main draws of corporate business travel. However, there can also be pitfalls associated with this gray area. It can be difficult to stay productive while working remotely, whether due to the many distractions of a new environment (positive and negative), or because the trip entails an increased workload or time spent away from day-to-day job duties.

Employees looking to manage their time efficiently while away should get clarity on the intended purpose and expected outcome of their trip, and their employer’s and teammates’ expectations for their workload and communication frequency. They can also plan ahead to make the most of their travel time and downtime, and anticipate time zone differences to ensure smooth communication and adjustment to jet lag.

It’s important for employees to maintain work-life balance while traveling on behalf of work. Researching food, entertainment, and fitness options and preparing accordingly can pay off in terms of mental and physical wellness, especially for frequent travelers.

Tips for Business Travel Etiquette

Traveling anywhere, whether domestically or internationally, comes with responsibilities and expectations regarding employee behavior. Perception is one of the most important factors to remember when traveling as a representative of your company. You represent your company out in the public, so you need to ensure you’re displaying any key values that your company represents when interacting with vendors, clients, and peers.

This applies to cultural sensitivity as well. Travelers should do research in advance of their trip to ensure that they can be mindful of local customs and professional etiquette and behave with awareness and respect. Even the basics, such as learning appropriate forms of greeting or how to handle money and payment, and committing a few common words or phrases to memory can go a long way toward demonstrating good intentions and building a new relationship across cultures.

Sustainable and Responsible Business Travel

Recognizing that corporate travel can have a negative impact on the environment, many businesses and individuals are reexamining their travel practices and policies to see where they can make improvements. One example is reducing emissions by booking different means of transportation when possible. In general, seeking out vendors or companies that promote sustainable travel practices and responsible tourism, and that support local communities and ecosystems, can be a good first step to reduce environmental impact.

Technology and Tools for Corporate Business Travel

Software and technology tools can be immensely useful across all aspects of corporate business travel. Travel management and booking platforms; apps for tracking expenses, navigation, or converting currency; and translation and communication tools are all things that employees and businesses alike can take advantage of before, during, and after traveling.

When it comes to technology, it’s important to account for cybersecurity risks and only bring what is necessary to reduce the potential impact of damage, loss, or theft.

Managing Business Travel Expenses

What Is an Example of Corporate Business Travel?

There are many work-related reasons to travel, but many businesses will have their employees travel for conferences, events, sales and networking, seminars, meetings, team building, retreats, and to open up new business growth potential.

How Does Corporate Business Travel Work?

Corporate travel is simply travel for business-related purposes, so the nature of the trip will depend on its length and purpose. Companies whose employees travel frequently on behalf of the business should consider creating a corporate travel policy with information and guidelines for their employees.

Who Handles Corporate Business Travel?

Some businesses employ internal teams or individuals to manage corporate travel and business trips. At other times, employees are responsible for making their own arrangements within guidelines laid out by the company. There are also corporate travel agencies that businesses can leverage to streamline and optimize their bookings and costs.

The Bottom Line

Corporate business travel can be an invaluable path to both business growth and individual career development, building strong relationships and teams. No matter what form it takes, it’s prudent for companies to collect, implement, and communicate best practices for business travel to their employees in a company handbook or corporate travel policy. This should incorporate areas such as expense and booking management, safety and security, productivity, sustainability, technology, and employee behavior and etiquette.

Michela Buttignol / Investopedia

Internal Revenue Service. “ Understanding Business Travel Deductions .”

Global Business Travel Association. “ GBTA Business Travel Industry Outlook Poll .”

Harvard Business Review. “ How to Work and Travel at the Same Time .”

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Main types of business travel and how to arrange accommodation

What are the different types of business travel, event and conference travel, internal meetings and visiting offices, company retreats, client meetings, trade fairs, transfers and offshore work, bleisure travel, business travel and transportation.

• Cost: Are certain transport options more budget-friendly?
• Distance: How far will travelers be going?
• Urgency: Are travelers short on time? Would they benefit from a faster transportation option (such as a high-speed train or a short-haul flight?)
• Group bookings : Do travelers need to be seated together? Are there cost advantages to having travelers share transportation (such as a shared vehicle?)
• Sustainability policies : Would certain transport options help meet your corporate sustainability goals and lower your carbon footprint?
• Accessibility: Do any travelers have mobility challenges or other accessibility needs?
• Seniority: Will you offer business-class tickets or other travel perks and upgrades for senior employees and executives ?

Business travel and accommodation

• Cost: Is budget a major factor in your decision-making? If so, are there budget-friendly accommodation options (like short-term apartment rentals) available?
• Facilities: Will travelers on long-term trips need access to certain household facilities (such as a kitchen or laundry?) Will travelers on short-term trips need access to certain time-saving facilities (like a 24-hour front desk, printer, WiFi, restaurant or gym on-premises, etc.?)
• Accessibility: Do any travelers have reduced mobility or other accessibility needs? Does the property have stairs or other mobility impediments?
• Safety: Is the property in a safe location? Are there security cameras or personnel on-site?
• Privacy: Will travelers need to share hotel rooms or other spaces ? Do all travelers feel comfortable, or are there potential privacy concerns?
• Seniority: Will you offer high-end hotels and a VIP experience for senior employees and executives ?

Why corporate travel policies are an essential for business travel

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Guidelines for writing a clear business purpose.

This job aid provides guidance to help properly document a Business Purpose to ensure compliance with university policy and governing regulations, and to avoid delays in processing financial transactions.

General Guidelines

The Business Purpose provides the justification for the expense and should be written so that someone reading it at a future time would have sufficient information about the activity (for example, provide context, spell out any acronyms, include full titles and department names) and why it was a permissible Stanford expense.

Basic Elements

The Business Purpose should include six basic elements:

• Brief Summary of the Expense The first 30 characters of the business purpose will display on reports and should be a brief description of the expenditure. Your department may have specific protocol or format for the summary description.
• Who Was Involved in the Activity? Give the name(s) of the person(s) and their organization and/or department involved in the activity. For example, if a reimbursement request or Purchasing Card (PCard) transaction is related to a business meal, the who component would be a list of the attendees and their affiliation to Stanford. Supply the information for expense requests involving 5 or more attendees via an attached attendee listing. A list of specific individuals is not required if the participants can be labeled as an identifiable group, including the number of attendees (e.g., Payroll Department; 26 employees). For large seminars and conferences, it is acceptable to estimate the number of attendees and not attach a list of attendees by name.
• What Activity Was Performed? Explain the activity or circumstance that gave rise to the expenditure.
• When Did the Activity Occur? Indicate the date or inclusive dates the activity took place. Specific dates are also part of the item descriptions, and dates included in the Business Purpose can be more general (the dates of an entire trip, for instance, instead of the date of each meal).
• Where Did the Activity Take Place? Give the location of the activity, such as to/from destination, restaurant name and city or other appropriate information.
• Why Was the Activity Done, and How Did It Benefit Stanford? Describe the benefit to Stanford. For example, does it further ongoing research or teaching efforts?

Best Practices

• If the Business Purposes exceeds the character limit, attach a word document of the Business Purpose, and refer to it in the business purpose field.
• If there are specific restrictions on a funding source , it is recommended that preparers include information about the allowability of the expense in the Business Purpose.
• When a single event incurs multiple transactions, for example, parking costs, table set-up, caterer and service, include the related transaction number(s) and/or the event name/title in the Business Purpose to help link related transactions.

Examples of Business Purpose Descriptions That Meet University Requirements

The following examples show acceptable Business Purpose descriptions and answer each of the questions discussed above.

The first few characters (up to 30) present a brief summary that would be meaningful on an expenditure statement and will show in the reporting.

Nelson WHOFR Trip, 4/16-20/19. Who: Professor Mike Nelson and two of his PhD students, Nick James and Elias Storm. What:  Attendance at the WhoFR (WHales are Our FRiends) workshop where Professor Nelson presented his paper on An Analysis of the Orca Language. Why: The workshop supported Professor Nelson's research on the U.S. Navy grant Cetacean Communication, award WTALK and has been approved by the sponsor. When: April 16-20, 2019. Where: University of Puget Sound, Washington.

NewNSFGrantLunch3/14/24 Who: Professor Zack Mayo and Professor Emil Foley, and PhD students, Paula Pokrifki and Sid Worley from the Stanford Doerr School of Sustainability. What: Discussion of how to apply for a U.S. National Science Foundation (NSF) grant to study capybara habitat restoration projects in Brazil. When: March 14, 2024. Where: The Axe & Palm restaurant on campus, Stanford, California. Why: Dr. Mayo and Dr. Foley are studying habitat restoration in order to improve the cost and effectiveness of these projects in Brazil and would like the PhD students to participate in field research. This meeting was held during lunch as this was the only meeting time available for all parties involved.

Quality Award Who: Dr. Peter Mitchell. What: Trophy for the Department of Homeopathy Quality Improvement Award. Why: Award presented annually to the administrative associate who made the most significant improvements in work quality, as measured by number of purchase requisitions and reimbursements that were processed without incident. When: For FY2019, awarded on December 1, 2019. Where: Department of Homeopathy, School of Wellness.

Redford Presentation, 7/4/2019 Who: Robert Redford. What: Participation in a panel discussion on Western Movies in American Cinema. Why: Part of the Drama Department's Summer Seminar Series. When: July 4, 2019. Where: Memorial Auditorium.

Human Subject Guidelines and Examples

• Human subject names should not be in a business purpose.
• Study should be identified using a Protocol ID or other study identifying number.
• Study title or subject description is optional based on the confidentiality requirement for the study.
• Human subject advance request should include the number of participants and the amount each participant will be paid.

The application of these general guidelines will vary based on transaction type.

Hum Subj Payment, ID#12345 (or other study identifying number), Chronic Pancreatitis (study title optional for confidentiality), January 27, 2020 (date participation).

Hum Subj Adv, ID#12345 Who : William Jones PI, What : advance for human subject incentives, 8 participants at $150 each, Why : Protocol ID #12345 (or other study identifying number), Chronic Pancreatitis, When : January 27, 2020 (date of request).

Hum Subj Adv, ID#12345 Who : William Jones PI, What : clear advance ADV87654 for human subject incentives, Why : Protocol ID #12345 (or other study identifying number), Chronic Pancreatitis, When : January 27 through February 28, 2020 (dates of study).

Hum Subj Trav Reimb, ID#12345 Human subject travel reimbursement, Protocol ID #12345 (or other study identifying number), Chronic Pancreatitis (study title optional for confidentiality), Los Angeles to Stanford, January 27 through February 2, 2020.

Policy References

Reimbursement of business expenses is governed by Administrative Guide Policies:

• 5.3.6: Payments to Nonemployees
• 5.4.1: Expense Advances
• 5.4.2: Business and Travel Expenses

For a summary of policy, refer to Topic Overview: Business and Travel Expense Policies .

Expense Reporting & Reimbursement Submit a Support Request

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What Are The Key Features Of Business Travel Justification?

Home » Corporate Travel » What Are The Key Features Of Business Travel Justification?

In today’s dynamic corporate landscape, business travel plays a pivotal role in expanding horizons, forging partnerships, and driving organizational growth. However, with a heightened focus on budget optimization and remote work capabilities, justifying business travel has become more critical than ever. In this blog, we delve into the significance of business travel justification, exploring its benefits, and understanding the key aspects that make a compelling case for hitting the road.

Business travel justification features:

1. aligning with business objectives.

Effective business travel justification begins with a clear alignment of travel plans with the company’s strategic goals. Whether it’s exploring new markets, meeting potential clients, or attending industry conferences, each trip should contribute to the overall success and growth of the organization. Demonstrating how the travel directly supports revenue generation, market expansion, or skill enhancement adds weight to the justification.

2. Emphasizing face-to-face interactions

While technology has made virtual meetings possible, the value of face-to-face interactions cannot be overstated. Building rapport with clients, prospects, and partners is often more effective in person. Highlighting the potential for creating long-lasting relationships and securing business opportunities through face-to-face meetings strengthens the case for business travel.

3. Maximizing Return on Investment (ROI)

The financial aspect of business travel is a critical consideration for organizations. Justifying travel expenses requires a comprehensive cost-benefit analysis, showcasing the potential return on investment (ROI) from the trip. Factors like increased sales, new contracts, or improved market insights resulting from the travel contribute to a positive ROI.

4. Enhancing collaboration and innovation

Business travel fosters collaboration among team members and departments. In-person meetings encourage creative problem-solving, brainstorming, and sharing of ideas that may not be as effective in virtual settings. Justifying business travel as a means to enhance innovation and teamwork can strengthen the case for travel approvals.

5. Addressing cultural nuances and local insights

Entering new markets often demands a deeper understanding of cultural nuances and local practices. Business travel allows professionals to immerse themselves in the local environment, gaining valuable insights and adapting strategies accordingly. Demonstrating the importance of firsthand cultural experiences for successful market penetration can be a compelling argument for travel justification.

6. Mitigating project risks

For complex projects or critical assignments, business travel may be necessary to mitigate potential risks. Being physically present at project sites allows for real-time assessment, efficient problem-solving, and timely decision-making. Emphasizing the importance of risk management and project success through travel can help secure travel approvals.

7. Capitalizing on time-sensitive opportunities:

In the fast-paced and competitive business environment, certain opportunities arise that demand swift action and immediate attention. These time-sensitive opportunities can include last-minute deals, urgent client requests, time-bound projects, or critical industry events. Justifying business travel for such occasions is essential to seize the moment and gain a competitive edge.

8. Seizing last-minute deals

In the business world, opportunities may present themselves unexpectedly. Justifying business travel to capitalize on last-minute deals can lead to significant cost savings, new partnerships, or increased sales. Being physically present to negotiate terms, finalize contracts, and establish trust with potential clients or partners can make a crucial difference in securing lucrative opportunities.

9. Responding to urgent client requests

Client satisfaction is paramount in any business. When a client makes an urgent request or expresses the need for immediate attention, business travel becomes imperative. Justifying travel to address clients’ urgent needs demonstrates a high level of responsiveness and dedication to providing excellent customer service.

Suggested Read:  Top Benefits Of Corporate Travel Reporting For Finance Team

10. Meeting time-bound project deadlines

For time-bound projects or time-critical deliverables, in-person collaboration may be essential to ensure successful project completion. Justifying travel for project-related purposes emphasizes the organization’s commitment to meeting deadlines and delivering high-quality results on time.

11. Engaging in critical industry events

Certain industry events, conferences, or trade shows are time-sensitive and have a limited duration. Justifying business travel to participate in these events allows professionals to network with key industry players, stay updated on the latest trends, and identify potential opportunities or collaborations that may not be available at other times.

12. Navigating regulatory changes

In some cases, regulatory changes or policy updates may require immediate attention. Justifying business travel to address compliance-related matters or to engage with regulatory authorities can prevent potential disruptions to business operations and protect the organization’s interests.

13. Securing time-bound funding or investment opportunities

Time-sensitive funding rounds, investment opportunities, or grant applications may necessitate immediate action. Justifying travel to participate in pitch meetings, secure funding, or present proposals in person can significantly enhance the chances of success.

14. Ensuring timely project oversight

For large-scale projects or those with remote teams, business travel allows for on-site project oversight and efficient communication. Justifying travel for project monitoring demonstrates the organization’s commitment to ensuring the smooth execution of critical initiatives.

15. Building trust and credibility

Face-to-face interactions create trust and credibility, particularly in negotiations and sensitive business deals. Demonstrating how business travel enhances the organization’s reputation and fosters goodwill can bolster the case for travel approvals.

16. Networking and industry insights

Attending conferences and industry events offer unparalleled networking opportunities and access to valuable industry insights. Justifying business travel as a means to stay abreast of the latest trends, technological advancements, and competitor analysis adds value to the organization.

Business travel justification is more than just an administrative requirement; it is a strategic process that emphasizes the value of human interaction, growth opportunities, and measurable results. By aligning travel plans with business objectives, maximizing ROI, and highlighting the intangible benefits of face-to-face interactions, organizations can make compelling cases for business travel approvals. As travel policies evolve to adapt to changing times, embracing thoughtful business travel justification can lead to purposeful ventures, fruitful collaborations, and sustainable growth for the organization. Remember, behind each justified business trip lies the potential for transformative business success.

Suggested Read: What Is A Business Trip Report And How To Prepare One?

Business Travel Justification FAQs

Why is business travel justification important.

Business travel justification is essential for ensuring that company resources are used efficiently. It helps management evaluate the necessity of each trip, control expenses, and align travel with strategic goals.

What should be included in a business travel justification request?

A travel justification request should include the purpose of the trip, specific business objectives, expected outcomes, a breakdown of expenses, and how the travel aligns with overall strategy of the company.

Who typically needs to provide business travel justification?

Employees, managers, or project leaders who are requesting approval for a business trip are responsible for providing the travel justification. This ensures transparency and accountability in travel-related decisions.

How can I demonstrate the importance of the business trip?

To demonstrate the importance of a business trip, emphasize the specific goals, outcomes, and potential benefits the trip will bring to the company, such as securing new clients, attending critical industry events, or conducting essential research.

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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Business Travel Purpose Examples

Business travel can be an important part of growing a company. It can help employees build relationships with customers and partners, learn new skills, and get a better understanding of the company’s products and services.

There are a number of reasons why a company might choose to send employees on business trips. Some common purposes of business travel include:

1. Meeting with customers or partners

2. Attending trade shows or conferences

3. Training or development

4. Investigating new market opportunities

5. Conducting market research

6. Traveling to support sales efforts

7. Attending company or industry events

8. Meeting with suppliers or vendors

9. Travelling to establish or maintain business relationships

• 1 What is the purpose of business travel?
• 2 What are the travel purposes?
• 3 What is classified as business travel?
• 4 How do you justify a business travel?
• 5 What are the benefits of business travel?
• 6 How do you write a travel purpose?
• 7 What is your purpose of visit answer?

What is the purpose of business travel?

What is the purpose of business travel? The answer to this question is not as straightforward as it may seem. Business travel can serve a variety of purposes, such as promoting a company’s products or services, establishing relationships with clients or partners, or attending industry conferences.

One of the most common reasons for businesses to travel is to promote their products or services. This may involve traveling to new markets to establish relationships with potential customers or partners, or attending trade shows and other events where the company can showcase its products and services. Attending such events can be a very effective way to generate leads and make sales.

Another common purpose of business travel is to establish and maintain relationships with clients and partners. In some cases, face-to-face meetings are the only way to build strong, lasting relationships. Traveling to meet clients or partners in person can help to solidify these relationships and may result in more business opportunities down the road.

Finally, business travel can also be used to attend industry conferences and other events. Such gatherings provide a valuable opportunity to learn about the latest trends and developments in one’s industry, as well as to network with other professionals. Conference attendance can also help to build brand awareness and generate leads.

So, what is the purpose of business travel? Ultimately, it depends on the specific needs and goals of the business. However, the three purposes listed above are some of the most common reasons for businesses to travel.

What are the travel purposes?

There are many reasons why people travel. Some people travel for work, some people travel for leisure, and some people travel for a combination of both work and leisure. No matter what the reason, travel provides a unique opportunity to see the world and experience different cultures.

Work-related travel can include business trips, conferences, training courses, or vacations that are connected to work in some way. Business trips can be a great way to network with people in your industry and learn about new trends and technologies. Conferences can provide you with an opportunity to learn about new research in your field, and training courses can help you improve your skills. Vacations that are connected to work can be a great way to relax and recharge after a long period of work.

Leisure travel can include vacations, weekend getaways, or trips to visit family and friends. Vacations are a great way to relax and explore new places. Weekend getaways can be a fun way to escape the city for a few days and explore a new area. Visiting family and friends can be a great way to catch up with people you haven’t seen in a while.

No matter what the reason for travel, it can be a great way to learn about new cultures and experience new things.

What is classified as business travel?

There is no definitive answer to this question as it can vary depending on the individual or company. However, in general, business travel is considered to be any travel that is undertaken in order to conduct business-related activities. This could include travelling to meet with clients or suppliers, attending conferences or trade shows, or travelling for work-related training.

Business travel can be a great way to network and build relationships with potential clients and partners. It can also be a cost-effective way to expand your business reach by attending trade shows and other industry events. However, it can also be expensive and time-consuming, so it is important to plan ahead and make the most of your time away from the office.

Some tips for reducing the cost and hassle of business travel include:

– Booking flights and accommodation as far in advance as possible.

– Taking advantage of online check-in and boarding passes.

– Packing light and using a carry-on bag.

– Planning out your route and schedule in advance.

– Buying a travel adapter and SIM card for the country you are visiting.

– Checking whether your company offers any travel discounts or allowances.

Business travel can be a great way to boost your business, but it is important to be aware of the associated costs and make sure you plan ahead to make the most of your time away from the office.

How do you justify a business travel?

Business travel can be a great way to further your career and make important connections, but it can also be expensive. So, how do you justify a business trip?

The first step is to make sure that the trip is necessary. Ask yourself why you can’t accomplish the same goals from your office or home. If the trip is necessary, make a case for it to your boss.

Explain the purpose of the trip and how it will benefit the company. Show that you’ve done your research and have a plan for how you will use the time on the road.

Be prepared to justify the cost of the trip as well. Can you get a good rate on a hotel? Is there a cheaper flight that will still get you to the destination on time?

If you can justify the trip, it’s important to be professional and courteous while on the road. Make sure to stay connected with the office and be available for important calls.

Business travel can be a great way to advance your career, but it’s important to make a strong case for it to your boss. By being professional and prepared, you can make the most of your time on the road.

What are the benefits of business travel?

Business travel is an important part of many jobs. It can provide opportunities for employees to learn new things, network with other professionals, and advance their careers. Additionally, business travel can have a number of financial benefits for companies.

One of the main benefits of business travel is that it can help employees learn new things. When traveling for work, employees have the opportunity to visit new places and learn about new cultures. This can help them develop new skills and knowledge that can help them in their careers.

Business travel can also help employees network with other professionals. Networking with other professionals can help employees build relationships that can be helpful in their careers. Additionally, networking can help employees learn about new opportunities and businesses.

Finally, business travel can help employees advance their careers. By attending conferences and networking events, employees can meet people who can help them advance their careers. Additionally, traveling for work can help employees build their resumes and demonstrate their skills to potential employers.

In addition to the benefits that employees can receive, business travel can also have a number of financial benefits for companies. When employees travel for work, the company can deduct the costs of the travel from their taxes. Additionally, businesses can often write off the costs of hotels, meals, and other travel-related expenses. This can help businesses save money on their taxes.

Business travel can also help companies save money on their travel budget. When employees travel for work, the company can save money on airfare, hotel rooms, and other travel expenses. Additionally, when employees are traveling for work, the company can often get a discount on car rentals and other travel-related services.

Overall, business travel can provide a number of benefits for employees and businesses. It can help employees learn new things, network with other professionals, and advance their careers. Additionally, it can have a number of financial benefits for companies.

How do you write a travel purpose?

When you’re planning a trip, one of the first things you’ll need to do is decide the purpose of your journey. This will help you determine the best places to visit, the activities you’d like to do, and how much money you need to budget. Here are a few tips on how to write a travel purpose:

1. Know your goal

Before you can determine the best way to achieve your travel goal, you need to know what it is. Are you looking to explore a new place, learn about a different culture, or just relax on a beach? Once you know what you want to get out of your trip, you can start planning.

2. Do your research

Once you have a general idea of what you’d like to do on your trip, it’s time to do some research. Read travel guides, websites, and blogs to get an idea of the different places that fit your goals. Narrow down your choices until you have a list of destinations that you’re excited to visit.

3. Make a plan

Now that you have a destination, it’s time to start planning. Decide how long you want to stay, what you want to see and do, and how much money you want to spend. Planning ahead will help make sure you get the most out of your trip.

4. Go for it!

Once you’ve planned your trip, it’s time to go for it! Book your flights and hotels, and get ready for an amazing adventure.

What is your purpose of visit answer?

When you visit a foreign country, you may be asked what your purpose of visit is. This is a question meant to determine whether you are visiting for tourism or for business.

If you are visiting for tourism, you will likely be asked to show proof of your return ticket and proof of accommodations. You may also be asked to provide information on your itinerary.

If you are visiting for business, you will likely be asked to provide information on the nature of your business and the people you are meeting with. You may also be asked to show proof of your return ticket and accommodations.

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April 21, 2019 By Michelle Maraj 1,396 Comments

5 Out of Office Examples for Traveling on a Business Trip

This post may contain affiliate links, meaning that we will receive a commission if you click through and make a purchase. All opinions are those of the author.

When you need to travel for work, you might need to set an out of office message. Out of office messages are useful if you are not available during regular work hours. This may be necessary if you are out of the office in transport, such as on an airplane without WiFi, or if you are participating in a conference and cannot be online.

Out of Office Message Requirements

Your out of office message can be as detailed as you would like, but there is one requirement for your auto reply email: state when you will be back. You do not  need to explain why you are away, however you should at least communicate when you will be able to respond to your emails. Otherwise, you can be as creative as you would like.

A typical business travel out of office email will have the following components:

• Thank the person for their email.
• Let the person know when you will be returning.
• Provide an alternate contact person or emergency contact number.
• State that you will respond to emails when you return.

Additional components of your out of office message could include:

• Whether you are checking your email, versus if you are out of the country
• Why you are currently out of the office

See some of our business trip out of office messages below.

Out of Office on a Business Trip

If you are out of the office on a business trip, you can state so in your auto reply message. If you are traveling for a client, you do not want to get too specific on the location. Instead, leave your email vague. Put your location on your corporate calendar. If your coworker needs to know where you are, they can check your calendar for details.

Thank you for your email. I am currently out of the office on a business trip, and I will be returning on [Date]. I will respond to your email upon my return. Sincerely, Michelle

The above should be the bare minimum included in your auto reply message. If there is the possibility of urgent matters coming up while you are gone, you should include a contact person or an emergency contact number in your message as well.

I am currently out of the office on a business, and I will be returning on [Date]. If your matter is urgent, please contact [Name] at [Name’s Email], or call me at [Number]. Otherwise, I will respond to your message when I return. Thanks, Michelle

Only include your phone number in your out of office message if you do not mind being reached. If you are traveling to a place without service or will be unable to talk, it is best to only leave a contact person.

Out of Office during Business Travel

Occasionally for work, you may find that you are in commute for an entire day and will have limited access to email. If many of your coworkers will wonder where you are, it may be ideal to set up an out of office message for business travel.

I am currently traveling with limited access to email. If you need immediate assistance, please contact [Contact]. Otherwise, I will respond to your email as soon as possible. Thanks, Michelle

You might also be traveling to work, but find yourself at a client with a poor Wifi connection. While you are working, many of your coworkers may be wondering why you do not appear online, or why you are taking longer than usual to respond. In these circumstances, you might want an auto reply message similar to the following:

I am currently on-site with limited access to Wifi. If your matter is urgent, please contact [Contact] or call me at [Number]. Thanks, Michelle

Out of Office Attending a Conference

If you are on a conference business trip, mentioning the conference in your out of office can be beneficial. If a client who is also attending the conference emails you, your client may notice the opportunity to meet up with you.

Thank you for your email. I am currently at the Tableau Conference in Las Vegas, with limited access to email. I will be returning on [Date]. If you need immediate assistance, please contact me on my cell at [Number]. Sincerely, Michelle

Auto Reply Messages for Business Travel

Depending on your company culture, your out of office messages may be more casual or fun. However, if you work in professional services, it is best to keep your auto reply messages as fluff-free and simple as possible. State that you will be out, say when you will be back, and include what to do if it is an emergency.

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