How to Create a Business Travel Checklist

Business travel can be an efficient way to build relationships, secure deals, and drive your company’s revenue—or it can be a source of unnecessary stress, missed opportunities, and increased costs.

How can you make sure your work trip is a positive for your company? One key to a smooth and productive journey is a comprehensive business travel checklist that gets you organized and helps you stay on task every step of the way. Whether you’re getting ready for your very first business trip or you’re a seasoned traveler, we’ve got tips to get you travel-ready, with key insights into how to create a checklist for your trip, strategies for packing, and additional considerations if you’re traveling abroad.

How do I write a travel checklist?

Preparation is the foundation of any successful business trip, and a travel checklist should serve as your master plan. Your first step in planning any trip should be to consider every element of your journey so you don’t miss a single important detail. While the checklist for every trip will be unique, an effective checklist should start with a framework that takes into account these key fundamentals:

• The basics: Start by identifying the essential logistics of your work trip—travel reservations, accommodations, necessary documents and identification, and any work-related materials you’ll need to prep in advance.
• The trip’s purpose: Are you attending meetings or conferences, or planning a site visit? Your checklist should reflect any specific needs you’ll have on your trip; for example, if you’re giving a presentation, your checklist should include backups of your files and any presentation equipment you’ll need, while a visit to a worksite might require specialized shoes, clothing, or other equipment.
• The destination: Your checklist can vary drastically based on where you’re headed. The to-dos for an international business trip, for example, might include updating your passport, applying for a visa, and researching local climates, business customs and traditions, and any items restricted by customs.

Once you’ve considered these high-level practicalities, you can start organizing a checklist that’s segmented into different categories (such as a planning overview, logistics, and packing), so nothing important is forgotten. At a minimum, your checklist should include these four components to keep you organized and help you make the most of your time so you can maximize productivity while on the road:

1. Trip overview

• Purpose of the trip: Clearly state the objective of your travel, such as attending meetings, conferences, or client visits
• Dates and locations: Include start and end dates, along with all relevant stops along the way

2. Travel details

Transportation information:

• Flight details (airline, flight numbers, departure/arrival times, confirmation numbers)
• Ground transportation arrangements (car rentals, taxis, public transportation)
• Hotel details (hotel name, address, check-in/check-out times, and contact information)

3. Detailed daily agenda

Meeting schedules:

• Time and location of each meeting
• Participants involved
• Agenda items for discussions

Breaks and meals:

• Scheduled times for meals and coffee breaks

Other activities:

• Social events, client entertaining, or networking opportunities

Pro traveler tip: Avoid overpacking your schedule; it’s important to build in downtime between business meetings to follow up on important leads, handle paperwork, or respond to emails, as well as some time to recharge, especially if you’re changing time zones or traveling for multiple days.

4. Packing list

Once your agenda is solidified, create a packing list—we’ve got more on that below

What to pack for a business trip?

Packing for a trip can be tricky, as you need to balance professionalism with practicality. Your packing list will streamline the process and help you double-check that you’ve got everything you need before departure. Use our template as a starting point to create your own personalized packing checklist. It’s organized by category so you don’t forget a single business trip essential:

Travel documents and necessities

• Driver’s license
• Passport/ID
• Boarding passes
• Travel itinerary
• Hotel reservation confirmation details
• Business travel insurance information
• Local currency and credit/debit cards

Electronic devices

• Laptop and charger
• Phone and charging cables
• Earbuds or noise-canceling headphones
• Portable charger
• Powerbank for personal devices

Clothing

• Business attire (suits, dress shirts, blouses)
• Casual clothing for downtime
• Dress shoes
• Casual shoes
• Workout clothes (if applicable)
• Pajamas
• Undergarments

Toiletries

• Toothbrush and travel-sized toothpaste
• Deodorant/antiperspirant
• Travel-sized shampoo and conditioner
• Razor and travel-sized shaving cream
• Hairbrush or comb
• Makeup (if applicable)
• Prescriptions, medications, and pain relievers
• Travel-sized wrinkle release spray

Personal items

• Notebook and pen
• Snacks
• Reusable water bottle
• Gum/mints
• Travel-sized hand sanitizer
• Earplugs
• Neck pillow
• Eye mask
• Lightweight blanket

Additional supplies

• Printed handouts or presentation materials
• Business cards
• TSA-approved first aid kit
• Packing cubes for organization

Additional considerations for international travelers

If business travel is taking you overseas, you’ll be dealing with an extra level of complexity. Use this international business travel checklist to prepare for any surprises that come your way:

• Personal documents: Make sure your passport is up to date and be aware that for many countries it’s not enough to just have an unexpired passport—your passport must be valid at least six months from your scheduled return. You should also check if your destination requires a visa; look up your destination on the U.S. State Department’s Learn About Your Destination search tool where you’ll find entry, exit, and visa requirements, as well as travel advisories and a link to the country’s embassy.
• Currency: It’s wise to carry a small amount of local currency for initial expenses, such as food or transportation from the airport. Make sure that your credit card doesn’t charge foreign transaction fees, as these fees can quickly add up and add to your overall travel expenses.
• Power adapters: Pack the appropriate power adapters for your destination so you can safely charge electronics and power personal items like electric razors and styling tools.
• Travel insurance: For international trips, it’s smart to research healthcare options in the country you’re visiting. You may want to purchase a travel insurance policy, particularly for health coverage.
• Cultural considerations: Take some time to learn about local customs and business etiquette. Some countries may have specific business practices that differ from your own, such as how to greet colleagues or what’s appropriate to wear to a meeting.

As you travel more, you’ll be able to keep refining your checklist based on your personal travel experiences, and soon, packing and preparing for business trips will become second nature.

Careful planning pays off

No matter how many times you’ve traveled for work, preparation is always the key to success. These additional business travel tips can help your trip go smoothly:

• Check the weather: Check the forecast for your destination a few days in advance so you can pack accordingly
• Avoid overpacking: Choose versatile clothing that can be mixed and matched; using carry-on luggage instead of checked bags is often more efficient, especially if you have tight layovers or are traveling to multiple destinations
• Stay organized: Use apps to manage your itinerary, flights, and hotel bookings; if your company works with a travel management company, they may provide tools that keep all your details organized in one place

Streamline your next trip with ease—partner with AMEX Global Business Travel for expert support and seamless travel planning.

https://www.amexglobalbusinesstravel.com/business-travel-solutions/

Download our Business Travel Checklist