A business travel itinerary template helps organizations execute work plans to ensure corporate travelers are ready for business trips. They support businesses in keeping track of travel-related costs and time.
A business travel itinerary template can verify that the organization stays within the corporate travel budget by maintaining proper documentation of all business trips.
What does a business travel itinerary template do?
A business travel itinerary template is a written list that organizes your travel plans. Writing down your destinations and activities is the quickest approach to planning a business trip itinerary. If that is the case, it usually gets divided into days or 24 hours.
Destinations and meetings get assigned for each day. These are the suggested locations for meetings, appointments, and bleisure activities like events or sightseeing according to individual business interests.
A step-by-step guide to creating the ideal business travel template
Step 1. Schedule transport: flights and other arrangements
Arranging your business travel plans in advance, whether on your own or through a travel management company, ensures that booking arrangements and take-offs occur as scheduled. When a big deal is at stake, hardly anything is more stressful than arriving late to a flight or skipping a last-minute trip.
Your business travel itinerary template should include the following:
- Travel date
- Airport Check-in
- Flight number
- Flight departure
- Arriving airport address
- Airport pick-up details (Taxi, shuttle, limousine service at the airport)
- Departing airport address
- Airport drop details
- Departure check-in
- Departure time
| Business Travel Itinerary Template – Flight Arrival | |
| Airport Check-in | |
| Flight Number and time | |
| Flight Departure | |
| Arriving Airport Address | |
| Terminal and ticket confirmation number | |
| Airport pick-up details (Taxi, shuttle, limousine service at the airport) | |
| Travel Date – start | |
| Travel Date – reaching destination | |
| Business Travel Itinerary Template – Flight Departure | |
| Airport Departure check-in | |
| Flight Number | |
| Departing airport address | |
| Airport drop details | |
| Terminal and ticket confirmation number | |
| Airport pick-up details | |
| Travel Date – start | |
| Travel Date – returning home | |
Step 2. Plan accommodation
The advantage of making hotel reservations in advance is that you can make individual-specific arrangements and durations by organizing a minimum of 1 month beforehand.
Having a plan further gives you the freedom to shop around for the cheapest value and, if necessary, provides an opportunity for sudden amendments. If someone else is making the booking, find out what extras they may have negotiated for you. This part of your business travel itinerary template may include the meal plan, late check-outs, or complimentary amenities.
- Hotel Name
- Hotel address and contact details
- Room Type
- Rate (if necessary)
- Booking confirmation number
- Check-in date
- Check-out date
- Extras or requests: such as meal plan, complimentary breakfast, late check-out, etc.
| Business Travel Itinerary Template – Hotel | |
| Hotel Name | |
| Hotel address and contact details | |
| Room Type | |
| Booking confirmation number | |
| Check-in date | |
| Check-out date | |
| Check-out date and time | |
| Extras or requests: such as meal plan, complimentary breakfast, late check-out, etc. | |
Step 3. Appointments, meetings, and events
When you begin trip plans make arrangements with your professional connections to organize necessary appointments. If you have any business events you anticipate attending or presentations you have lined up, ask the organizers for precise event details.
Using your objectives as a guide, develop your business travel itinerary template accordingly. Prepare a list of crucial appointments, noting their timings, places, dates, and venues, scheduled as per how they will occur. Make sure you understand every aspect by summarizing. Use a map like an overlay and get printout instructions for the entire route.
Use this list as a prototype and tweak it where necessary.
- Person to meet
- Reason for meeting
- Meeting time
- Meeting location
- Meals and locations
- Entertainment if any (sightseeing, shows)
- Everyday Budget
- Exchange rate for local currency
- Names and contact information of each travel companion
- Your travel schedule for business
| Business Travel Itinerary Template – Events and Appointments | |||
| Person to meet | Day 1 | Day 2 | Day3 |
| Reason for meeting | |||
| Meeting time | |||
| Meeting location | |||
| Meals and locations | |||
| Entertainment if any (sightseeing, shows) | |||
| Everyday Budget | |||
Step 4. Packing for the trip
Make sure you are prepared for the weather when you arrive by researching the regional weather predictions. Carry a travel business pack with you on your business trip that includes all the necessary travel schedules. Ensure the clothes you pack are suitable for weather conditions and the events you attend on your business trip. Reconfirm and double-check all the appointments and travel plans before you leave. Place your printed business itinerary and map directions inside your bag.
When departing on a business trip, prep your bags. This may incorporate the below-mentioned items:
- Clothes
- Essential travel documents
- Health or vaccine certificate
- Passport
- License
- Flight tickets, boarding passes
- Travel insurance where required
- Company materials like visiting cards, brochures, flyers, or sample products
- Money in regional currency as needed
- Credit cards for business, airport lounge cards, and access cards as needed
Step 5. Add contact details for every task or activity on your business travel itinerary template
Provide name and address for every occasion or engagement listed on the business travel itinerary template, like contact information, email, locations, etc. By doing this, you can help ensure that it is simple for you to contact the right individuals or companies if there are modifications.
Time-saving Techniques for Business Travel
A travel management company handles your booking process by gathering information through the reservations you create and keeps track on the platform. Travel managers may establish corporate travel schedules seamlessly for a workforce on the go.
Hiring a trained driver is one of the best methods to remain professionally punctual at a strange place. A qualified chauffeur can ensure that you arrive at your appointments on time.
When traveling for work, consider your mobility requirements like staying on schedule, getting picked up at the airport, getting driven to the accommodation, entertaining clients or team members at different locations. Always prepare for every scenario.
Ways to prevent future travel itinerary problems
The following are a few mistakes you should try to avoid:
- Not researching transit and accommodation choices
- Inaccurate event and activity planning
- Forgetting to record and make reports of business meetings and contacts
- Neglecting to include contact details in the itinerary
- Forgetting to prepare for unforeseen problems (delayed flights, traffic jams, technology glitches, storing copies of presentations)
Furthermore, some travelers overlook domestic responsibilities and professional objectives when planning an itinerary, which might result in a less profitable business trip.
More reasons to use the business travel itinerary template
Use the same processes discussed before to organize your own journey using this itinerary template. So, you won’t need a travel agent or other travel managers to stay on top of anything for your trip-related information.
Also, you may use this business travel itinerary template for any corporate event that needs comprehensive planning, including seminars, networking occasions, company conferences, training exercises, and more.
Final insight
When designing a business travel itinerary template, careful planning and consideration are needed to ensure a smooth journey.
Corporate travelers can enjoy a profitable and effective business trip by looking into transit options, booking places to stay, arranging meetings and social events, and using the guide for business travel itinerary template.
