corporate travel plan template

The complete guide to corporate travel policies 

The business travel policy guide you’ve been waiting for .

Creating a business travel policy for employees can feel really daunting. You don’t want to just throw something together and hope for the best, but it feels impossible to anticipate every possible scenario. The truth is your policy serves as more than a rule book; it's a guide to better decision-making about your corporate travel program and can save you a world of headaches down the road. 

Introduction

What is a travel policy .

• Why do you need a travel policy?
• How to create a travel policy

What to include in a travel policy 

• Travel policy best practices
• How to promote travel policy compliance
• How to market your travel policy

When to review and update your travel policy

• Final thoughts

When it comes to company travel, a travel policy brings it all to one place. It acts as an influencer for travelers to make the most cost-effective choices, an important visibility tool for your managers and HR department, and it protects your people if it’s done right. 

If you’re new to business travel or haven’t looked at your travel policy in a while, we’ll start with the basics and then move into the nitty gritty of corporate travel policies. We’ll touch on a few best practices for writing a travel policy, what to include, and offer plenty of resources along the way. 

Ready to get cracking? Let’s go! 

A travel policy is a guide for business travelers to follow that outlines: 

• How, where, and when to book 
• Approved technology for travel management 
• Preferred suppliers for air travel, land travel, and accommodations 
• Approvals process for out-of-policy bookings 
• Trip extensions and personal travel 
• Expenses and what is covered or not covered 
• Reimbursement processes 
• Business travel insurance information 
• Emergency procedures and contacts 

Your company’s travel policy should reflect your company culture and values, be supportive of your travelers and their needs, and protect your company from unforeseen circumstances. It acts as a central document that guides your team to the processes of embarking on company business travel, from start to finish! 

While you might hear a few grumbles and groans around the words “policy” or “process,” don’t worry! A travel policy does not need to be rigid and inflexible. 

Do your travelers prefer to book on their own? Don’t take away their autonomy. They can still self-book, you’ll just provide them with a better tool and way to do it more efficiently. 

Do your people feel prepared for any event that can cause a travel hiccup? With a travel policy, you can give them clarity and help them feel more prepared when traveling for business purposes. 

Why do you need a travel policy? 

Your travel policy is an extension of your travel program and company culture. It’s the glue that holds your travel program together – from approvals, expenses, booking processes, and emergency contacts. 

Having a travel policy helps you: 

• Control travel costs 
• Determine how reimbursement works 
• Compile a list of trusted and approved travel vendors 
• Manage an employee’s travel experience and safety 
• Cut rogue bookings – and simplify approvals 
• Budget, report on travel expenses and activity and reconcile bookings 

It’s a roadmap or guidebook that your travelers can reference when they’re booking their own travel if they run into a tricky situation abroad, and it helps provide clarity around processes. 

As a company though, your travel policy helps centralize your travel program, makes data and tracking more accurate and easier to navigate, and it saves time and money (including on expense management). Plus, if you take the time to craft your policy in an intentional and inclusive way, you’ll have a policy your travelers are happier to follow. 

How to create a travel policy for employees 

• Determine business travel guidelines 
• Create a travel policy that puts your people first 
• Set reasonable budget limits 
• Simplify the process of expense claims 
• Adopt a user-friendly all-in-one travel platform 

Once you’ve read through our tips, be sure to download our free  travel policy template  so you can get started on creating a travel policy of your own! 

1) Determine corporate travel guidelines 

When you take the time to create a policy that meets the needs of your business, you are making sure that your travelers are safe, costs are controlled, and you’ve made every business trip count. 

Start by looking at what types of travel are allowed and the reason for each trip. 

If you have team members traveling all over the globe, you might want to set some extra safety measures. You should also decide if there will be restrictions on the type of ground transportation used or where employees can stay. 

Create a process for booking flights, hotels, and other ground transportation needs. How far in advance should they be booking? Do different rules apply based on the traveler’s position? Who is the point of contact for bookings and other travel questions? 

Making sure to include your company’s travel insurance info is also important. Make sure to note if your policy covers medical expenses and/or any losses due to cancellations or delays in transportation services due to factors outside an employee’s control. 

Do you have a policy for reporting and documenting expenses? This includes having a system in place for claims (like meal expenses) and a reimbursement process, so your team can easily get their money! 

2) Create a travel policy that puts your people first

You’ve heard the term “duty of care” before, so it’s important to create a corporate travel policy that puts traveler safety and accessibility needs first. You’ll need to define and assign the roles and responsibilities of everyone involved, including a travel manager, if you have one. 

Set up an emergency plan and provide access to traveler safety information. Determine who is the emergency contact (your TMC?) and how to get in touch. Do they have 24/7 emergency support available by phone or chat? What about email support? 

Invite your HR department, the travelers themselves, and your DE&I manager into a discussion to find out what needs your team has as individuals, what hiccups they face when traveling, and what holes exist in your travel program that make it difficult to navigate. 

Working with a TMC is a great way to ensure travelers are kept safe before and during their trip.  

3) Set reasonable budget limits for business travel

You have a budget you need to adhere to, but is it realistic? Setting reasonable budget limits is key to an effective policy. 

Your budget should account for all travel-related expenses, including airfare, accommodation, meals, and ground transportation. And once you’ve set your budget, you can determine reasonable costs for hotels and accommodation, ground transport, flights, and more. Build these caps into your  travel booking software  to help travelers stay within the set parameters, which will later help with accountability. 

It's important to set clear rules on what the company can pay back and what types of expenses are out-of-pocket. 

If you’ve set a maximum daily rate for meals on work trips, it's crucial that travelers understand the limit before racking up additional charges. Requiring receipts can also help keep track of employee spending and make sure they're not going over budget. 

By working with a  travel management company  like Corporate Traveler, you can review your previous year’s expenses and find where you can optimize or make changes based on market changes. 

4) Simplify the process of expense claims 

If you're unfamiliar with how to write a travel expense policy, creating a simple process for claiming expenses is key to getting your team on the same page. Do you have access to a payment system that pays for the majority of expenses at the time of booking? This could be a good way to save time and stress down the road.  

The more you can pay for before your travelers get to their destination, the easier everything is to reconcile after they get home.  

If you have a person in charge of reviewing expense reports and watching pre-trip approvals, make sure to set criteria for claim approvals and look at automating processes to make approvals simple! 

5) Adopt a user-friendly all-in-one travel platform  

Finding the right  corporate travel platform  is essential. The right booking platform can provide travelers with an easy-to-use experience, giving them access to the best fares and availability. 

For example, at Corporate Traveler, we use Melon . It’s a booking tool, reporting suite, travel policy pusher, traveler profile manager, and so much more. Melon features a “recommended spend” function, which helps keep travelers booking in policy. Hello, visual guilt! 

Melon’s simple user interface, combined with dedicated travel consultants and expert 24/7 support, makes it simple to book, manage, and keep track of your business travel. You’ll be able to access Melon-exclusive deals and perks (alongside many negotiated contracts and online deals) and take care of all your travel needs from one place. 

From the get-go, you’ll be able to work closely with our team to ensure that all of your needs are met. We'll help you customize your travel program to meet specific business needs, build your travel policy into the platform, and offer training to staff to help them along the way.   

Putting it all together  

Wow! You’ve reached the end and should have a better idea of how to write a corporate travel policy. High five! Now it’s time to put it all together and get it on paper.  

Maybe you already have something in place that needs some work or an entire overhaul. Check out our easy-to-use template and start checking those boxes! 

Grab our corporate travel policy template builder

Not sure where to start? No worries! We’ve got you. Here’s how to streamline your process with a travel policy template! 

While there’s no one-size-fits-all travel policy for every company, following the set guidelines helps you nail a perfect-for-you policy that can see you through an ever-changing travel climate. 

Travel policy template  

When you’re crafting your business travel policy, there are so many considerations to be made. Things might come up that you never even thought of, but not to worry. We have loads of resources to help you see this through. 

Starting out, it might be looking a little drab and wordy, but depending on your travel program size, a visual travel policy might be just what you need. You can search for examples online or take a look at an example of a visual travel policy we’ve created.  

When building your policy, it’s important to include: 

1. International or foreign travel policies  

When you’ve got travelers all over the globe, you need to build out a policy for international or foreign travel. This is a protects them (and you) on anything from travel safety, to expenses, and everywhere in between. 

Whether your travelers are individuals or entire teams, your international travel policy needs to cover: 

• How and where to book – is that with a travel manager, online booking tool, a travel management company (TMC) ? 
• Travel insurance coverages and contact info – international numbers and policy information 
• Emergency contacts – how to reach them and the process of in-destination emergencies 
• Travel expenses – limits and how to file for reimbursement 
• Travel documentation – who to contact with questions 
• Advance booking timelines – when should they be booking for international travel? 
• Travel extensions – are these allowed and what are travelers expected to cover if they choose to extend their trip for leisure? 

By outlining all of this information in your policy, you’ll streamline the process for your finance teams, travel managers, and your travelers. And really, who doesn’t want to make travel a smoother experience? 

2. Corporate travel policy for business class travel 

Does your corporate travel program have different rules, limits, or allowances for different levels of seniority? Are some junior members expected to travel in economy class, while some executives are allowed to book in business class? 

If some certain exceptions and situations might allow for an employee to book business class, regardless of their position, you should include that in your policy as well. 

Making this as clear as possible will avoid an approvals nightmare down the road. 

3. Corporate meal allowance policy 

It’s great if you’ve already centralized most of your business travel expenses like flights, accommodation, transportation, and car rentals, but your people gotta eat! It’s super important to include a meal allowance policy that clearly outlines which meals (and how much) you’ll cover. 

Some of your team might be traveling with corporate credit cards, while others might need to be reimbursed. The guidelines and procedures for submitting expenses or asking for reimbursement need to be crystal clear! 

Make sure to outline if you have a corporate travel policy for alcohol, too! You don’t want murky policies when it comes to footing the bill for drinks. 

Some things to consider for your meal allowance and alcohol travel policy: 

• Which meals are covered and for how much? 
• Who is footing the bill for an alcoholic beverage with dinner? 
• If entertaining clients, what is the budget, and how flexible is it? 
• What is the process of submitting company card expenses? 
• What is the process for requesting reimbursement? 

Your team will always have questions about the policy on food and drinks, so make sure they can find the info easily and have a point of contact for whoever can offer more clarity. 

4. Executive travel policy 

We briefly touched on executive travel when we talked about traveling in business class, but there is certainly more to the top dogs traveling. 

Executive travel can be a touchy subject if there are more lenient policies in place than there is for less senior team members. Your executives also may need to know the guidelines in place for their own travel, so they don’t accidently go overboard, which could be an accounting nightmare! 

You’ll need to make sure you deliver a guide for approvals, procedures, booking deadlines, meals, accommodation, basically everything. 

Lay it all out. Make your policy as digestible as possible, and for a busy exec, consider bullet points and titles in bold so they can easily skim to the areas they need to know. 

5. Natural disaster or COVID-19 business travel policy  

We can all agree that COVID-19 caused business travel to come to a screeching halt. Across most industries, the pandemic impacted client relationships, the ability to gain new clients and caused budgets to get slashed pretty dramatically.  

While this was only one event, many businesses have begun to consider the “what-ifs” of their travel programs should another outbreak of COVID or something else happen. Crossing our fingers and toes doesn’t cut it, unfortunately. 

There is also the chance of their travel being impacted by a natural disaster. We’ve seen it before – earthquakes, tsunamis, volcano eruptions, hurricanes. Do you have a plan or policy to aid your team and guide them through the unthinkable? 

In 2022, we surveyed 120 employees across various industries and businesses. More than half, 51% of respondents said their companies didn’t provide resources or tips for safety on their trips. Duty of care isn’t something to put on the back burner, it’s your legal obligation to make sure your team is informed. 

So, what’s the solution, you ask? 

Working with a TMC gives you the backup you need if anything ever happens and you have people traveling abroad. At Corporate Traveler, our travel management software, Melon, is a central place to house your policy for quick and easy access. Plus, our travel experts can help you paint the big picture of what to do, who to call, and how to get your team home safely as quickly as possible. 

Is there anything missing from your travel policy? 

Let’s break it down. If you think of your policy like a sandwich, it should include: 

The bread and butter  

• Where and why: Are there any restrictions on who travels domestically or internationally? Or guidelines around reasons for travel? 
• When: Are there any restrictions on when business travel is a no-no, like during an auditing period or financial downturn? 
• How? How should travel arrangements be booked? Through your corporate travel booking software or with a preferred Travel Management Company (TMC)? How far in advance should domestic and international trips be booked? 
• Preferred suppliers: Do you have preferred partners for air travel, accommodation, ground transport or travel insurance? 
• Approvals: Who’s responsible for giving the green light on trips? 
• Show me the money: What’s the process for managing/submitting expenses, paying for travel and reimbursements? 
• Uh-oh: How will you prevent or deal with non-compliance to the travel policy? 
• Noise level: Getting loads of ‘noise’ and questions about things in your policy? This means it’s not clear and it’s time to review why and where the stumbling block is for travelers (or your finance team!) 

 The filling  

• Classy, baby: Who gets to fly business class, book 5-star properties or order UberLUX? And how does your business handle upgrades or airport lounge access for long-haul flights? 
• All work, some play: What are the conditions if someone wants to extend their business trip to take personal leave? Are you happy for them to enjoy a bleisure trip, and if so, who foots the bill and for what? 
• Loyalty: Are there any travel rewards or business loyalty programs that can be used during booking? 
• Spending money: Do your business travelers have a daily allowance for meals, snacks, and drinks? How much is it, what does it include – and what’s not covered? Can they order room service, drink from the mini-bar, or use the in-house laundry service? 

The not-so-secret sauce  

• Safety first: your policy should support air, accommodation and ground transport suppliers that have been safety and security vetted. Guidelines or information on travel insurance for work trips is also helpful. 
• Now what: What’s the plan of action in the case of Acts of God or Force Majeure events? Does your team know who to call for help? 
• What’s next: Who is responsible for updating and reviewing your travel policy, and how often? 

Corporate travel policy best practices

• Write for skim readers
• Guide travelers to the right resources
• Automate your policies
• Stipulate a timeframe for expense claims
• Be prepared for the unexpected

1. Write for skim readers  

One of the first steps towards writing a people-first travel policy is understanding how your travelers will read it. And the truth is…  

They probably won’t.   

Research has shown that  adults get distracted every 47 seconds . So if a business traveler is looking at your policy, they’re most likely just searching for a specific answer – and they want it fast. So what can you do?  

First, make sure the document is easy to navigate. That means including things like:   

• A table of contents  
• Visual elements to help guide the eye toward crucial information, like flow charts and tables  
• Clear headings and important details in bold  
• Bulleted lists (see what we did here?) 

And even though it’s a technical document, don’t make it sound like one. An effective travel policy should be clear, concise, and easily comprehended. So skip the long, complex sentence structures and technical jargon, and write in plain, simple English. It helps to pretend like you’re writing it so an eighth-grader can understand it.   

2. Guide travelers to the right resources  

Remember when we said travelers will only read your policy to find a solution for a specific need? Whether it’s a link, a phone number, or a step-by-step tutorial – a well-managed travel policy should provide them with the right resources.  

Instead of treating a travel policy as a list of rules, treat it like a resource sheet. Here are some key pieces of information travelers might need to pull up easily:  

Your approved online booking tool (and steps on how to use it)  

• QR codes to download your  mobile travel app   
• Preferred airlines, including class, budgets, and other limits  
• Permissible hotels, including guidelines on star-class and incidental expenses  
• Guidelines on ground transportation (trains, ride-sharing services, rental cars, and personal car usage)  
• How to get travel support  
• Travel insurance carrier  
• Clarification on the reimbursement process (more on this later)  

You can also include other factors specific to your company, but this should at least be the necessary groundwork to help employees make the right choices on their own.  

3. Automate your policies  

Let’s face it: even with the best communication efforts, there’s always a chance that an employee may violate policy, even unintentionally. So, what can you do?  

Build policy into booking.  

By building your travel policy into your travel management software, it becomes unavoidably embedded in the booking process, so even the most easily confused employees end up following by default.   

Automation tools can sound the alarm on out-of-policy bookings and even provide an audit trail. This can be especially helpful for employees who may struggle to remember procedures and policies, especially after big changes to your travel program.  

4. Stipulate a timeframe for expense claims  

No one wants to get stuck waiting on the money they’re owed – or worse – find out they’re not getting reimbursed for an expenditure they thought would be covered.  

Having a clear and well-defined expense claim process is critical in any travel policy. Employees need to know how to claim their travel expenses, how soon they need to submit an expense report, and when to expect reimbursement.   

The policy should also be clear about what expenses are and are not reimbursable, including any limits or exceptions. For example, if an employee needs to book a different seat class to  accommodate a disability , the policy should include the process for requesting and approving this expense.   

Plus, a submission deadline reduces cash flow issues and provides more accurate and complete expense data for that period (your finance team will thank you later).  

5. Be prepared for the unexpected  

As a company, you have a duty-of-care responsibility. When it comes to business trips, you need to be prepared for the unexpected. No matter how much effort you put into planning, there will always be a few hiccups along the way.   

For instance, lost luggage, canceled or delayed flights, and sudden weather or political emergencies in unfamiliar destinations could all leave your employee stranded.   

“Companies need to be prepared to plan for the particular, not just the universal. Every aspect of the travel program needs to be able to fit each of your travelers like a glove, from adaptable plans and experts on call, to technology that makes the journey seamless.” - Emese Graham, DE&I Manager @ FCTG  

Don’t let unexpected situations blindside you. Have processes in place to ensure travel safety and security. Make sure they know what to do, where to go, and who to get a hold of if something goes wrong. Taking a proactive and prepared approach to your policy can minimize the impact of emergencies and take care of your team’s well-being while they’re on the road.  

BONUS TIP: Update your policy regularly  

Here’s a free business travel policy best practice just for you! It isn’t just a “one and done” deal – it’s a living document.  

What’s that mean? As your company grows and travel conditions change, so should your travel policy. Revisit your expense policy at least once a year to keep it relevant and effective – and lead you towards new cost-saving solutions.    

Data is going to be your best friend here. Here are a few key factors you should look into when updating your travel policy:  

• Analyze travel spend patterns – are you throwing a lot of company money at certain suppliers? You might want to see if you can negotiate a new deal or find better rates elsewhere.  
• Identify areas of overspending or inefficiency – are employees accruing high parking or travel costs? See if you can get season tickets or other accommodations.  
• Evaluate the overall performance of your policy – are you still compliant with any new regulations that have come into play since the policy was established? How can traveler experience be improved?  

You may even want to consider enlisting the help of professionals, such as a travel management company with experience in expense management, to give advice on how to optimize your travel policy to better meet the needs of your employees and your business as a whole.   

Building a travel policy that's good for business and travelers and meets their needs is no small feat. But whether you're looking to retain your team, attract new talent, or make life a little easier for your travelers, investing in a well-designed travel policy is definitely worth the effort and great for company culture.  

By following these travel policy best practices and ensuring your policy meets all travelers' needs, you’ll be on your way to smoother, safer, and more enjoyable travel experiences for all.  

How to promote travel policy compliance  

Whether compliance is a big or small issue in your company, it takes a little bit of investigating to figure out why it’s an issue at all. 

Maybe your policy meets the needs of only a few of your team members. Maybe it’s too difficult to navigate your policy. Or maybe, your policy is written in legalese and makes your travelers vision blur before they go rogue and book how they want. 

It could be that your travelers prefer a bit of freedom in booking and would rather do it on their own. Or, maybe they have specific needs that aren’t being met by the options provided. 

Whatever their reasons, it’s your job to figure out why they aren’t following and what you can do to build better compliance. 

Here are a few tips to improve travel policy compliance: 

• Make your policy easy to navigate, understand, and find 
• Use an online booking tool (OBT) for travelers who prefer to self-book 
• Allow a bit of flexibility so travelers feel they have some autonomy 
•  Include a category for last-minute bookings so it doesn’t mess up your data 
• Understand your traveler needs and build an inclusive policy 

Read the full guide:

You've researched, gathered the necessary resources, and communicated your travel and expense (T&E) policy to your employees. But now, you're not so sure they're actually following it.  

Read the full guide:  How to Improve Corporate Travel Policy Compliance

How to market your corporate travel policy internally?

Corporate travel might be off the radar for most employees, especially those outside of customer-facing positions. The first step in promoting successful corporate travel policies is awareness. 

Do employees know about the policy? Where can they find information and updates on business travel? Clear communication at pivotal points and frequent intervals can help keep everyone aware.

Review common and expected challenges

Business trip policies might be ineffective if they don't meet the needs of some business travellers. You can get ahead of challenges by understanding that last-minute travel can be necessary or that different travellers have unique needs. 

Inclusive policies plan for employee safety and comfort on a range of business trips, paying attention to details such as arrival and departure times, car rentals, ground transportation, and noise levels.  

Communicate business travel policies effectively

Travel managers can use best practices to ensure all employees are aware of and understand travel programs. Visual policies, internal documents, and guides all work well. People learn differently, so it’s a good idea to have key information in both visual and text formats. 

A yearly update is also beneficial, as well as communication on any major changes, like new technology or changes in the approval process or submitting expenses. An internal FAQ page can increase understanding of corporate travel guidelines, as well as prompt new questions.

Book a demo of Melon , the all-in-one travel platform. 

Increase employee engagement 

Highlight areas of company travel that offer flexibility, to show what’s possible for different preferences. Talk about benefits like an online booking tool vs. working directly with a TCM.

Developing interactive content, like employee surveys, can show if traveller satisfaction is achieved. It also helps identify travel arrangements that are unnecessary for cost savings.

Find internal champions for the business travel program 

Travel policies cross paths with a lot of different departments, from sales to the finance team. Identifying key people and keeping them involved in developing the travel program means getting buy-in and internal support.

Corporate Traveler has a long history of travel management and is ready to join forces as an external member of your travel planning team. Let’s make booking a breeze , together.  

Case studies: effectively marketing your corporate travel program

A travel manager should match your company culture for the best fit. Find out how these companies successfully targeted the right mix of technology and service to meet employee expectations and business goals.

Flipp Travel Case Study

Streamlining global travel for Eliquent Life Sciences

Beyond Energy Case Study

If the last time you reviewed or upgraded your travel policy was more than a year ago, it’s outdated and needs a refresher. If your company is small and has low turnover, you could probably get away with making small tweaks and optimizations. 

But if you have a larger company with multiple departments and higher turnover, you probably need to do an overhaul and review it more regularly. We’re not saying you have to change it every time someone is hired or leaves the company, but making sure it’s relevant to the people who are there and are traveling matters! 

Corporate Traveler conducted a survey in 2022, which showed that 48% of respondents didn’t know if their company had resources for specific traveler profiles, while 41% said their company didn’t provide resources for specific traveler profiles. This really goes to show that there’s room for improvement in how policies are built to support their people and their businesses. 

A people-first travel program and policy have become necessary as the world grows and begins to understand neurodiversity, disabilities, and cultural differences. When we learn about our team members’ diverse needs, we can better understand how to support them when they venture abroad for our businesses. 

GUIDE: Download the How to design a people-first travel program guide 

We recommend policy reviews every 3-6 months, but at the minimum, once per year. 

Final thoughts 

Business travel is so unpredictable, as we’ve seen in recent years. There will always be circumstances you can’t avoid as a company, but making sure that you have the necessary checks and balances in place can help to make things just a little easier. If you have groups traveling, VIPS, or people heading to high-risk destinations, it’s important that your policy is relevant. 

Don’t forget that travel policies shouldn’t be written and forgotten about – these are living documents that must be regularly updated to make sure they best protect your people. 

Remember these best practices when writing your travel policy: 

• Keep it simple and make it pop with visuals, bullet points, and bold headings. 
• Answer any and every question possible – think of all the eventualities 
• Always put your people first 
• Implement a quick and simple approval process 
• Automate as much as you can 
• Use technology that’s supports your policy 
• Be flexible with due reason 
• Be clear about what’s not allowed 
• Update your travel policy at least once a year 
• Keep it somewhere easy to find  

And finally, it doesn’t hurt to have a couple of different formats. Consider a visual version and an extended version so the message is delivered best depending on the person reading. For some, it might be easier to digest one over the other. 

Looking for a policy review? We’d be happy to work with you. 

Let’s chat .

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The complete guide to corporate travel policies

A guide to corporate travel policies, how to improve travel policy compliance with travelperk, what is a travel policy.

• Booking procedure and approved corporate travel company
• Allowable cost of booking (hotels, airfare, ground transportation)
• Special exceptions or rules for more expensive cities or routes
• Preferred company vendors
• Approval process for trips that exceed typical limitations
• Reimbursement process
• Permitted and not permitted expenses
• Travel debriefing process
• Travel insurance carrier
• Duty of care vendor or procedures

Why create a business travel policy?

Benefits for travelers.

• Flexibility and autonomy to book their own travel within guidelines
• Safety first! (Travelers’ whereabouts are tracked)
• Reduce confusion and hassle with travel booking

Benefits for the company

• Reduce spikes in travel spend and gain control
• Reduce friction and frustration over expenses and reimbursements
• Reduce total costs on business travel and optimize your company's budget
• Increase fairness and foster a positive company culture

What should be included in a corporate travel policy?

Start writing your own corporate travel policy with our comprehensive template

Lodging policy guidelines, travel and entertainment policy guidelines.

• Spending limits for meal expenses (either on a per meal or per day basis)
• Rules on what is allowed when employees are entertaining clients (meals, alcoholic beverages, etc)
• Clear instructions regarding situations where alcohol can and cannot be expensed , and a maximum amount that can be spent on alcohol per head
• List of unallowable personal expenses, such as laundry services, mini-bar charges, and personal phone call charges
• Instructions on information, original receipts, and other documentation required in order to process reimbursements

Air travel policy for employees guidelines

Guidelines for business class bookings, guidelines on using business frequent flyer miles for personal use, common challenges with travel policies.

• Travel policies are difficult to understand
• No one reads them or remembers them
• Travel policies are not enforced using technology
• Travel policies come across as overly bureaucratic

How to market your corporate travel policy

Make sure that your corporate travel policy is visible and accessible, create a comprehensive faq, encourage employee feedback, travel policy problems by the numbers.

• 64% of millennials understand their company’s travel policy but still book outside of it.
• 72% of businesses haven’t met their desired level of travel policy compliance.
• 50% or more of hotel bookings are outside of corporate policy.

How to bake your policy into the booking process

• How to write a travel policy
• Best practices for travel policies
• A travel policy template
• How to improve policy compliance
• How you can automate a travel policy

Achieving 100% travel policy compliance has never been so easy

What to consider when creating a business travel policy for startups, “bleisure” travel, younger employees may prefer to self-book travel, alternative lodging options.

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Free Itinerary Templates

By Kate Eby | February 28, 2018

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An itinerary is essentially a schedule that can aid in organizing travel plans, conferences, meetings, and other events. Itineraries are most commonly used for business trips and personal travel to provide a record of important details, such as transportation and lodging information, business meetings, tourism plans, and emergency contacts. Whether you’re embarking on a business trip or family vacation, an itinerary can help you plan ahead, pack appropriately, and prioritize activities in order to save time while traveling. To make your process even more efficient, below you’ll find free travel itinerary templates, planning checklists, meeting itineraries , and other templates for Microsoft Excel and Word, PDF, and Google Docs. All of the templates are professionally designed and easy to use, and you can print them to provide a hardcopy during travel or to utilize in a meeting.

Business Itinerary Templates

Business travel itinerary template.

Keep track of flight information for both departure and return trips, accommodations, rental car details, and meetings or events with this business travel itinerary. You can plan for multiple travel dates, and the template is designed with alternating colors for an easy-to-read layout.

‌ Download Business Travel Itinerary Template

Business Trip Checklist Template

Customize this checklist template by adding tasks that need to be completed and items to pack on a business trip. Using a checklist can help ensure that important items are taken care of and that nothing is overlooked. It’s a simple planning tool that can have a big impact on the outcome of a business trip.

Download Business Trip Checklist Template

Excel | Smartsheet

Simple Business Trip Itinerary

This blank itinerary template offers a basic format that can easily be customized for a specific trip. Create a multi-day itinerary that covers transportation, lodging, meetings, and any other travel details that you want to keep track of. Consider adding hyperlinks to locations, such as hotels and restaurants, so that you have a record of online resources while traveling.

Download Simple Business Trip Itinerary 

Business Trip Report Template

A business trip report typically follows a memo format and provides a summary of the purpose and results of a business trip, including recommendations or follow-up actions that need to be taken. This is different from a business trip expense report, which is used to keep track of travel expenses for reimbursement. You can save and print the template as a Microsoft Word or PDF file.

Download Business Trip Report Template

Word  |  PDF  | Smartsheet

Travel Agency Planning Form

Travel agents can use this form to collect information from clients and create travel plans. Edit the template to include whatever details are relevant for the client and the type of trip, such as flight preferences, travel insurance options, lodging information, or discounts offered. Create a record of client information for future reference.

Download Travel Agency Planning Form

Word  |  PDF

Flight Itinerary Template

Multi-flight trips can be complicated, but a simple template can help prevent you from feeling overwhelmed. This Excel itinerary template will help you keep track of flight info so that travelers have all the details on a single spreadsheet. Enter your flight numbers, airport locations, and departure and arrival times for each leg of your journey, including layovers.

Download Flight Itinerary Template

Excel  |  Word  |  PDF

Vacation Itinerary Templates

Vacation itinerary template.

Plan a quick three-day trip, a five-day getaway, or a longer vacation with this comprehensive itinerary template. You can make and record plans for each day of your trip, including restaurant reservations, entertainment ideas, transportation, and nightly lodging. This provides a detailed look at your daily itinerary as well as an overview of the entire vacation.

‌ Download Vacation Itinerary Template

Vacation Planner Template

While creating a vacation itinerary requires advance planning, doing so allows you to relax and enjoy your trip without having to make arrangements while traveling. This vacation planner template is designed to help you compile information, compare options, and then create an itinerary based on what you discover. It can be used for planning a variety of trips, from family vacations and reunions to student field trips or travel for sports team competitions.

Download Vacation Planner Template

Excel  |  Word  |  PDF

Travel Day Planner

Use this Microsoft Word itinerary template to create a schedule for outings and events on a single day. Keep track of items to bring, restaurant locations, tourist attractions, and important notes. You can create your own easy-to-carry guide to follow throughout the day, and stick to your travel plan or make adjustments as you see fit.

Download Travel Day Planner

Family Vacation Itinerary Template

This itinerary template is designed with families in mind, and provides sections for listing all of the important trip details, which may include traveler names, medical info and contacts, other emergency contacts, and travel plans. Keep track of activities that your family plans to enjoy along with any corresponding details you want to document, such as cost, location, or advance tickets.

Download Family Vacation Itinerary Template

Excel  |  PDF

Travel Planning Checklist

Create a simple checklist for planning a personal trip or vacation. This template includes sections for adding items to complete at work, arrangements for home and pet care, a packing list, and other tasks. A to-do list can provide organization and accountability before you leave for a vacation.

Download Travel Planning Checklist

Meeting and Event Itinerary Templates

Formal meeting itinerary template.

Keep meetings on track with this organized itinerary that shows topics to be covered, presenter names, and the time allotted for each agenda item. You can also record the names of everyone in attendance, the meeting objective, and the location. This is a Google Docs template that can be modified to suit your particular organization and easily shared with team members.

Download Formal Meeting Itinerary Template

Word | Smartsheet

Meeting Minutes and Itinerary

This meeting itinerary template for Word provides a traditional layout with room to record minutes. Customize the template by adding a business logo or editing the items included in the itinerary. The template also includes a signature line for secretary approval.

Download Meeting Minutes and Itinerary

Weekly Staff Meeting Itinerary Template

Plan your weekly staff meetings and share the itinerary with attendees in advance. The agenda includes an overview of weekly achievements, progress updates, action items to discuss, and scheduling info for the next meeting. This template provides a roadmap to follow during the meeting and can also serve as a record of what was covered.

‌ Download Weekly Staff Meeting Itinerary Template - Word

Event Itinerary Template

Create a simple itinerary for a conference, workshop, fundraiser, or other event with this schedule template. You can show activities that occur in different locations simultaneously, such as different speakers at a conference, and display the starting and ending time for all activities. Use this template to plan a single or multi-day event.

Download Event Itinerary Template

Excel  |  PDF

Tips for Planning a Business Travel Itinerary

Some companies hire a corporate travel planning service to manage trip planning, booking, and emergency services. However, small businesses and independent consultants can simplify their travel planning by keeping a few tips in mind.

• Begin Planning Early: While some trips occur with short notice, you should aim to start planning a month in advance (if possible) to reduce stress and ensure that you get the services you need at the best rates available. Schedule any business meetings before securing transportation, lodging, and other travel details. It can also be helpful to arrive a day or two early to give you time to get organized and recover from jet lag.
• Bring a Backup Itinerary: Mobile devices, cloud-based storage, and the global availability of Wi-Fi make it easy to access documents from anywhere. But technology can fail, and devices can be lost or stolen, so it’s wise to print a hardcopy of your itinerary to bring in your carry-on luggage. If you’re traveling overseas, consider emailing a copy of your itinerary to your local contact as well.
• Check the Weather: This may seem obvious, but in some locations and at certain times of year, you may need more than your typical business attire in order to be prepared and comfortable. Before packing, check the weather forecast for your destination.
• Confirm Arrangements: Verify that a hotel will provide all the services you will need before booking. Once arrangements have been completed — but before setting out on your business trip — confirm lodging and other travel details to ensure that everything is in order and your itinerary is accurate.

Creating an organized itinerary will give you a map to follow during your trip so that you can focus on business engagements and other work responsibilities.

Create Flawless Travel Itineraries with Work Management in Smartsheet

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Business travel itinerary

Unlock stress-free business travel: optimize your trip with our itinerary template. Prepare, plan and succeed!

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Mastering business travel: the importance of a structured itinerary

Are you gearing up for an upcoming business trip? Whether you're a seasoned business traveler or embarking on your first corporate adventure, having a well-structured business travel itinerary is the key to a successful and stress-free journey. In this article, we'll introduce you to the benefits of using a business travel itinerary template, walk you through its key components, and discuss why planning is crucial for making the most out of a business trip.

The benefits of a business travel itinerary

Organization: The pre-travel checklist is an essential component of a business travel itinerary. It ensures you have all necessary documents and items before your trip, eliminating last-minute panic and providing a sense of order to your journey.

Efficiency: Structuring your time let’s you optimize your important business meetings while still giving yourself the space and flexibility to relax or explore your new destination. This level of planning ensures that every moment of your trip is used efficiently. To optimize your business meetings and personal time, our travel itinerary template provides a structured approach for a balanced and efficient journey.

Accountability: Another crucial aspect is facilitating expense tracking. It ensures you stay within budget and adhere to company guidelines. By meticulously recording your expenses, you maintain financial responsibility during your trip and align with company spending guidelines.

Preparedness: Having all your travel information in one place, from flight details to hotel reservations, is a cornerstone of an effective business travel itinerary. It ensures you're fully prepared for any situation that may arise, promoting a sense of confidence and readiness for your travels. With all essential information at your fingertips, you're equipped to tackle the unexpected with ease. Discover the benefits of comprehensive planning with our detailed guide to making travel itineraries.

Key components of the business travel itinerary

Pre-travel checklist: This essential checklist ensures you have all necessary items and documents before your trip, eliminating the risk of forgetting crucial items and ensuring a smooth journey.

Essential travel details: Traveler's information and travel dates ensure that you can be reached during your journey and help coordinate your travel plans effectively. Transportation and accommodation details streamline your travel logistics, while tracking expenses ensures your trip is well-organized and within budget. 

Day-by-day itinerary: A well-structured day-wise itinerary helps you make the most of your time during the trip. It ensures that you stay on track with your schedule, manage your commitments efficiently, and have time for both work and relaxation. This level of planning enhances your productivity, reduces stress, and maximizes the value of your business travel experience.

Why business travel itineraries matter

Business travel itineraries are not just about paperwork; they are tools for seamless and productive journeys. They ensure you have everything you need, help you stay organized, and make your trip as efficient as possible. For your next business trip, consider using our trip planner template to simplify your preparations and maximize the efficiency of your travel experience.

Incorporating a well-structured business travel itinerary can greatly simplify your preparations, keep you organized, and ensure you're well-prepared for every aspect of your journey. Whether you’re completing the itinerary yourself, or have a secretary to organize the trip for you, this comprehensive tool is your key to stress-free and productive travel. Take the first step toward enhanced efficiency and give this itinerary template a try for your next trip. Safe travels!

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Itinerary Templates

18+ business travel itinerary template in excel | google docs | word | apple numbers | apple pages | pdf.

Travels and tours are common in almost every business. You need to send your employees to meet clients or supervise a worksite or attend meeting itinerary templates , conferences and so on. A business travel itinerary is the most useful here as it puts the entire plan in a precise schedule so that it gets easier for your employees to understand their assignments & allotted timelines within the business tour. If you need help creating a proper business travel itinerary, you can count on a business travel itinerary template.

• You are getting a readymade sample business travel itinerary template here which eliminates the cumbersome work of creating a whole itinerary from scratch.
• A business itinerary template for travel thus saves a great deal of time & energy which you can use for other essential works.
• There are several sites from where you will get a Free business travel itinerary template. Thus, you don’t have to bother about any additional expenses while downloading the itinerary template.
• These printable templates are easily customizable.

Free Business Travel Itinerary Planner Template

• Google Docs
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Business travel desk calendar template, business travel calendar template, business travel voucher template, professional business travel itinerary template, international business travel itinerary template, business travel itinerary with meeting schedule template, business travel itinerary planner template, business travel itinerary format template, simple business travel itinerary template.

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The complete guide to corporate travel planning and management

Transform your corporate travel planning approach with our step-by-step guide. Discover time-saving planning tricks and helpful checklists that make traveling a seamless experience for everyone.

Planning global business travel is a high intensity job, requiring you to think through every single scenario of getting from A to B, not to mention having to make last minute changes to itineraries and schedules. But whether you're planning small or big trips involving one or multiple employees, meticulous preparation is key. This article aims to help you ensure that when you're designing your corporate travel program, you're not only creating a seamless travel experience for those traveling, but that you can enjoy a stress-free time back at the office and focus on the things that need to be ticked off your to-do list. 

Short on time? Download our guide and read it later.

What is corporate travel planning? 

You don't need to have worked in the travel industry, or be a full time travel manager to get the hang of corporate travel planning. It's just about creating smooth and seamless processes and a positive travel experience for those traveling in your company, while also sticking to the company's   travel policy . Good business travel planning and managment makes sure that everyone gets the most out of business travel, but that the company can also save money and resources in the process. There are a few key areas that you'll need to be aware of if you're new to business travel planning and those include:

• Booking transportation - including all flights, trains, rental cars and taxis
• Booking accommodation - finding the right hotels and rates based on budget and distance to meetings or events
• Preparing a detailed itinerary  - compiling all the travel details into an easy-to-use format for the business traveler
• Coordinating meetings and networking events - being part of planning and scheduling business meetings or events
• Handling travel documents - updating passports, or identifying the right visa or any documentation that's needed
• Handling expenses - tracking and monitoring corporate travel expenses
• Complying with the company's travel policy - including safety protocols or other specifications in place

A good travel program can make a huge difference for everyone involved and can make travel an enjoyable experience, both before, during and after the trip. Having a well managed corporate travel planning strategy is also especially important for companies that travel regularly for work, such as consulting firms, tech companies, sales and marketing agencies or businesses operating complex manufacturing and supply chains.

Why is corporate travel planning important?

A 2023 study from the travel industry found that 83% of business travelers see business travel as a positive experience, and 79% of those say that it improves their overall job satisfaction. All the more reason to "get it right" for your employees. But aside from the value it brings your employees, corporate travel planning is important to ensure cost saving, employee productivity, and that you get the most out of the "investment" in the trip itself.

Furthermore, when employees are traveling on behalf of the company, it's your responsibility to keep them safe, so having a robust corporate travel policy in place can help make sure that you've thought of everything and worked through any potential travel emergencies that could arise. 

79% of employees say that business travel improves their job satisfaction

Who should be involved in corporate travel planning.

There are a number of stakeholders involved in managing business travel, both directly and indirectly. Ultimately, the person that has to book flights and manage travel costs, such as the executive assistant, office manager, travel manager, or even employee will carry the final responsibility for the smooth running of the trip, but there are a number of people behind the scenes that monitor how much you've spent, who design the travel policy and ensure that a good framework is in place.

- Office Manager, executive assistant or travel manager: In charge of business travel management, including the relationship with relevant suppliers such as travel agents. 

- Finance: Control travel budgets, expenditure, and "per diems" (the daily amount of money that employees can expense when they're traveling for work)

- Human Resources: Design and implement the travel policy . This includes guidance on how travel should be booked, the approval process, expense reimbursement, risk management, and duty of care.

- The Executive Team: Evaluate the role and cost of travel and its value to the business. 

- IT:  Implement new software or booking systems, and work with HR to roll it out to new users across the organisation.

- Employees:  Sometimes responsible for planning and booking trips themselves with a booking tool. 

Corporate Travel Management - Pre-booking checklist

1. get to know corporate travel preferences.

To understand traveler preferences, look at past business trips and travel data to learn about seat preferences, preferred airlines (so they can earn rewards for their loyalty program), meal requests, or hotels they like and have stayed at before. If you're using an online booking tool like Goodwings , you can save time by accessing all this historical data in one platform, which will save you time planning business travel.  

2. Read the travel policy 

Company travel policies clearly define dos and don'ts for booking business travel, including sustainability efforts to reduce your company's emissions . These policies offer detailed advice on flight and hotel bookings to minimize environmental impact, alongside protocols for emergencies to mitigate travel risks. With online booking tools, these policies are integrated, displaying only the permitted options for booking flights, hotels, and transportation, streamlining the booking process by eliminating the need to sift through unsuitable choices.

  3. Understand your corporate travel budget  

Before booking, familiarize yourself with the budget and any spending limits in your travel program. For client-paid trips, ensure all expenses are transparently documented to justify the chosen options. Remember, while travelers may not focus on costs, the finance department will. Booking frequent trips to the same destinations? Negotiate rates with travel providers for company-wide benefits. Also, connect with the finance team early for guidance on managing expenses, making international payments, and streamlining reimbursements.

4. Get all the right documents in place 

Make sure that you have all the documentation you need to ensure a smooth arrival in the country. This includes an up-to-date passport (with at least 6 months validity), any necessary visa requirements, or vaccinations . Visa requirements can change, so it's worth staying up to date with the latest information or integrating a service like Sherpa i nto your corporate travel management platform, where you can apply for visas in one central place.

When you book with Goodwings , you'll get a reminder on any necessary visa requirements for your business trip

Corporate Travel Planning: Pre-travel checklist

1. prepare a detailed itinerary.

Step into the traveler's shoes and build a detailed itinerary. You're more familiar with the details than the traveler, so you need to transfer all that crucial information from your mind to the itinerary, including the route from office to airport, transportation specifics, check-in procedures, and emergency contacts. Avoid the hassle of digging through emails for travel details. Consider the traveler's preference for receiving this information, whether printed or digitally via a travel app. If using online booking tools or TMS, preload the app on the traveler's phone to consolidate all travel details in one accessible location.

Download your ultimate corporate travel checklist

  2. Optimize time outside of scheduled meetings 

Transform travel downtime into productivity (or leisure!). Find out whether they want to spend time exploring the city, or whether they’d prefer catch up on calls especially during transit or waiting periods. If they're keen to explore, do some research and create a business travel itinerary with some insider's tips for essential activities, foods to try or landmarks to visit. If they want to just keep their head down and do some work, find quiet spots along the way where they can access Wi-Fi, such as in the business lounge.

When you book with Goodwings , you get an AI-inspired business travel itinerary with ideas for places to visit during your business trip.

3. Do some local research 

Give them some guidance on local culture or customs, and some simple phrases that will help them get by. It may seem over the top, but first impressions count and the more information you can give them upfront, the more likely they are nail that networking event. For example, in China and Japan, it is customary to bring a small gift to a business meeting as a sign of respect, gratitude and kindness. Beyond the customs and phrases, provide weather updates so they can pack appropriately, and flag any visas so they’re organised ahead of time.

4. Set a strategy for managing corporate travel expenses 

Streamlining expenses saves time, money and reduces paperwork. Use a travel management system to consolidate expenses in one spot by connecting it with your company's expense software. If you don’t have one in place, align with the finance team on their expectations for submitting expense reports and coordinate with travelers accordingly. Alot of companies are using expense tools nowadays, but you still need to keep track of spending. 

5. Get some local currency 

While credit and debit card payments are accepted at almost every destination now, there are still a lot of countries where cash is king, so make sure the traveler has local currency if it's needed, as well as an idea of the exchange rate and the average cost of a cup of coffee for reference!

6. Check all the details again

No-one needs to tell you to be thorough - it's probably in your DNA.., but it's always worth double checking all the details before the business trip, reconfirming every aspect of the journey to ensure a smooth travel experience all the way. Confirm flight times, hotel bookings, taxi rides and any appointments you've scheduled.

7. Always have a back up plan

Always anticipate potential disruptions, or safety risks with a contingency plan. You can't predict flight cancellations, traffic jams or weather patterns, but you can be on standby with some back up options. Usually when the traveler misses a flight or connection, they'll call you (day or night!), but with new travel management tools and 24/7 support teams, there are now more tools than ever that can help them in those situations, without the need to call you. That's why it's worth investing some time to show those traveling in your team the tools that they have at their disposal, so that you don't get caught in the middle of a situation that could be handled directly in the app, or with someone who can solve the problem there and then.

Corporate Travel Planning: During-travel 

1. stay up to date .

Stay updated with travel updates so you can address any issues before they arise. With a travel management system, you can keep track of travelers with interactive map features. This means that should there be any sudden changes in the country they're visiting (such as social unrest, political situations or emergency weather warnings), you’re prepared and can find a solution. After all, quick solutions contribute to the overall success of the trip and show that you’re dedicated to making it a smooth trip. 

Goodwings ' duty of care feature, which allows you to keep track of employees when they're traveling 

S umming up 

When done properly, corporate travel planning can help streamline your company's travel program, and create a more enjoyable experience for everyone, but there are a number of considerations to take into account during the planning process. Here's a summary! 

Ready to take travel planning to the next level?

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Business Travel Itinerary Template

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Planning a business trip? Help employees and executives keep track of travel arrangements and appointments with Jotform’s Business Itinerary PDF Template. Using Jotform’s PDF Editor, you can edit this sample.

• Human Resources

Planning a business trip? Help employees and executives keep track of travel arrangements and appointments with Jotform’s Business Itinerary PDF Template. Important travel details will be instantly converted into a mobile-friendly PDF itinerary that can be easily accessed on any device — with or without internet — and printed out if needed.

This itinerary template contains flight, transportation, and lodging information along with scheduled activities. Using Jotform’s PDF Editor, you can rearrange the template layout, add form fields, include conference or meeting times, and even plan a little extra time for sightseeing. By transforming travel details into polished, professional PDFs, you can make every upcoming business trip a success.

Plane Ticket Template

A plane ticket template is used by airlines to book tickets for their customers online. Are you a travel agent, booking company, or airline looking for a way to sell tickets online? Our free Plane Ticket Template is the perfect way to create polished plane tickets for your clients. Just enter each traveler’s flight and personal details and this sample airline ticket will automatically generate personalized PDF plane tickets, great for domestic or international travel. Download or print them for your records, or email them to clients as an itinerary or travel document to bring on the day.You’ll get off to a flying start with our readymade Plane Ticket Template — but if you’d like to customize the template, Jotform’s drag-and-drop Form Builder ensures you won’t be flying blind when it comes to design. Simply drag-and-drop elements to add your logo, outline flight details, and update terms and conditions. Why not integrate the attached form with one of our payment gateways to accept secure payments online? Try our Plane Ticket Template today to instantly generate professional, uniform plane tickets — it can save you time, organize your records, and help your travel business reach new heights.

Vacation Itinerary Template

Whether you run a travel agency company or just someone who loves to travel and wants to have a detailed plan documented, a Vacation Itinerary Template is always necessary. Having a ready-made itinerary PDF template will help you in planning for your travels and will maximize your time and expenditures. Try this sample Vacation Itinerary Template from Jotform. This template is designed to suit any kind of vacations but feels free to modify it. It has basic information such as the destination, date and time of arrival, places to visit, estimated cost and many more. You can change this information or add more if you want.

Flight Itinerary Template

A Flight Itinerary is an airline travel route information of a person or a group detailing the departure and arrival schedules of every flight. The information provided includes the type of aircraft that the passenger will board on, the date and time of flight, the reservation/booking numbers, the target destination, including the terminal and if possible, the gate in the terminal where the passenger will go on board.This Flight Itinerary PDF Template is a simple, yet, comprehensive flight itinerary PDF document that was built from Jotform's PDF builder. It includes the necessary information that is needed in a flight itinerary, including possible connecting flights to reach the destination. This Flight Itinerary PDF template is easy to modify. Just copy this to your Jotform account and start editing it in your PDF editor and you are good to go!

Daily Itinerary Template

A Daily Itinerary Template is a document that will help you organize your daily tasks by planning it ahead of time. This will definitely help you establish a habit and a plan to achieve your goal. This document can be used by students to prioritize the things that they need to do for a school like study habits and reviewing for upcoming exams. For adults, a daily itinerary is useful to prevent procrastination. It can also be used in travel activities in order to maximize vacation time.This Daily Itinerary Template shows the activities that you will follow for 7 days. Each day shows the time, activity description, and status. This template is utilizing the Configurable List widget where they can add activity information dynamically as needed. This PDF template can be edited easily via the PDF Editor where you can insert images, change font format, or change the theme color.

Itinerary Planner Template

No matter where you’re going, a travel itinerary planner helps organize all the details of your trip. Whether you’re packing your suitcase for a vacation or a business trip, plan ahead with our free Itinerary Planner PDF Template. All you need to do is fill out a short form with information about your upcoming trip, and this Itinerary Planner Template will automatically create a professional PDF listing every item in your to-do list. In just one click you can download your itinerary planner onto your phone, email it to others in your group, or print out a copy to carry during your travels. Your upcoming trip is already tailored to your needs, so why not customize your Itinerary Planner Template as well? Our drag-and-drop PDF Editor lets you rearrange the template layout, change the fonts and colors, upload photos of your destination, and add form fields for more activities or transportation and lodging details. When you’re finished, your custom Itinerary Planner Template will quickly generate personalized PDF itinerary planners you can access on any device at any time — perfect for travellers without reliable internet access. Get ready for your next big adventure with a custom Itinerary Planner Template — once your travel details are organized in one place, you can spend less time planning the trip and more time enjoying it!

Travel Itinerary Template

Here is a Travel Itinerary template composed of two pages as first providing you with the travel location, dates and contact details and the second page listing out travel, accommodation and activities schedule with all necessary details included. You can fully customize the template by changing the theme, colors and background, add, change or remove fields, change the format in a way that best fits your business needs.

Business Travel Itinerary

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Why make a business travel itinerary?

• Ensure that business trips are effectively planned to save time and lower costs
• Enable you to stay organized throughout your business trip
• Reduce the likelihood of missed flights or scheduling conflicts
• Keep accurate records of expenses and time spent traveling

The key elements of a business travel itinerary.

• Travel dates and times
• Flight information (including airline, flight numbers, departure/arrival times) Accommodations and contact information
• Contact details for business meetings

How to create a business travel itinerary.

Step 1: establish a business purpose for the trip., step 2: research transportation options..

Step 3: Arrange accommodations.

Step 4: Schedule business meetings and social events.

Step 5: Include contact information for each event or activity on the itinerary.

Business travel itinerary pro-tips., plan ahead., set your business goals., use the right tools., be flexible., common travel itinerary pitfalls to avoid., other uses for the business travel itinerary template., key takeaway., related templates.

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What is Business Travel Itinerary Template?

Traveling for business can be a complex task with numerous details to keep track of. From flight information to accommodation details, meeting schedules, and contact information, it's crucial to have all these details organized and easily accessible. That's where our Business Travel Itinerary Template comes in. With Lark's advanced features, you can input all your travel details in one place, making it easy to access and update as needed. This template includes fields for date, departure time, arrival time, flight information, accommodation, meeting details, contact information, and other notes.

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Who is this Business Travel Itinerary Template for?

This template is perfect for professionals who frequently travel for business, including executives, sales representatives, consultants, and more. It's also ideal for administrative assistants or travel coordinators who manage travel arrangements for others. With this template, you can:

- Keep all your travel details in one place, reducing the risk of missing important information.

- Easily update and modify your itinerary as plans change.

- Share your itinerary with colleagues or family members so they can keep track of your travel plans.

- Access your itinerary from any device, making it easy to check details on the go.

Why use this Business Travel Itinerary Template?

Using a business travel itinerary template can significantly simplify your travel planning process. Here's why you should consider using this template:

- Efficiency: Instead of juggling multiple documents or emails, you can keep all your travel details in one place. This not only saves time but also reduces the risk of missing important information.

- Flexibility: Plans change, and with this template, you can easily update your itinerary as needed. Whether it's a flight delay or a last-minute meeting, you can quickly adjust your plans and keep everything organized.

- Accessibility: With Lark, you can access your itinerary from any device. Whether you're at the office or on the go, you can quickly check your travel details.

- Collaboration: If you're traveling with colleagues or need to share your itinerary with others, this template makes it easy. You can share your itinerary with just a few clicks, ensuring everyone is on the same page.

Get Started with Business Travel Itinerary Template.

Follow these few steps to get started with Lark templates:

1. Click 'Use this template' on the top right corner to sign up for Lark

2. After signing up for Lark, you will be directed to the Business Travel Itinerary Template on Lark Base. Click 'Use This Template' on the top right corner of Lark Base to copy a version of the Business Travel Itinerary to your workspace.

3. Change fields of the template to fit your needs

4. Take advantage of the full potential of this Business Travel Itinerary Template.

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Essential Business Travel Itinerary Templates for Successful Trips

Planning travel itineraries is one important aspect of an Executive Assistant’s work. Executives usually travel to meet key business partners, pursue game-changing deals, and attend high-profile conferences and meetings. The success of these mission-critical travel plans rests in the hands of smart, capable Executive Assistants (EAs).

To help EAs ace every trip, we’ve created business travel itinerary templates that steamline the travel planning process and establish a consistent standard itinerary that executives will love receiving again and again.

Many of these templates came straight from our Facebook groups for Executive Assistants ! See what nuggets of wisdom our community has to offer and jump into the conversation.   

Conference Travel Itinerary

To have the most successful conference experience possible, executives must follow a military-precise schedule. Conferences demand careful planning over spontaneity; if an attendee wants to network with certain people and attend certain sessions, then they have to follow a carefully engineered itinerary that heavily focuses on logistics.

Must-have details for a conference travel itinerary:

• The trip’s overall arrival and departure times and essential transportation details. When does the executive need to leave home to make it to the airport? Will she provide her own transportation or has that been pre-arranged? Consider all the little questions you subconsciously ask as you plan your own trips, and include the answers as itinerary details.
• Travel confirmation/reservation numbers, (These are good to have on hand to make trip details easy for customer service representatives at different transportation hubs to look up if there are questions or issues with the executive’s plans.
• Parking details, including restrictions, costs, and physical addresses for parking lots and garages, at all destinations. (A tricky parking situation could equal missed meetings or conference sessions.)
• Seat numbers. (It’s always helpful for a traveler to memorize these.)
• Addresses of the relevant transportation hubs, such as the airport, car rental office, and train station.
• Screenshots or printed copies of confirmation emails and tickets.
• Terminal details. (This is especially important for large airports or train stations where terminals or gates can be miles apart and require travelers to take shuttles to and from.)
• Printed maps (downloaded from online tools) to use as a backup for cell-phone GPS in areas without reliable internet.
• Check-in and check-out times and dates and also addresses for all the trip’s lodging.
• Lodging amenities. Is there an on-site gym, a spa, or maybe laundry facilities? Knowing these key details lets executives better plan trips. For example, a traveler might decide to wake up two hours early every day to hit the on-site gym before the conference starts.
• Transportation tips. Make it easy for the executive to navigate to and from the hotel. Make notes about restaurants or places of interest within walking distance to the executive’s home away from home. You could also flag hotels that offer shuttle services and hotels near reliable public transportation hubs.
• Screenshots or printed copies of relevant lodging confirmation emails.
• Meeting and conference session times and locations.
• Meal times and snack times. (No one wants to network while hangry on an empty stomach)
• Work windows. Highlight relatively open time frames when executives can plan to do follow-ups immediately after important meetings and conference sessions. Executives can also use these windows to check in on regular work and associates at the home office.
• What to wear. You might provide dressing tips based on the executive’s schedule for the day. For example, you might advise the executive to dress casually for a morning breakfast meeting, but tell them to pack a blazer to dress up the outfit if they won’t have time to change before an afternoon meeting.
• Break times and lengths. Highlight when the executive will have down time to do some work, go to the gym, or just grab coffee. Earn extra brownie points by incorporating elements, such as meditation or family phone calls, important to the executive’s daily routine.
• Recommended wake up and bed times.
• Weather forecast and packing suggestions.
• Places to eat. (Do your Yelp research to avoid leading your executive astray!)
• Travel pro tips. Outline crowded or touristy areas, high-traffic roads, and other factors influential to the travel experience.
• Contact information for people attending the executive’s scheduled meetings

Conference travel itinerary template

Media tour itinerary.

Unlike conference itineraries, media tour itineraries rely on flexibility and leeway. Plan an itinerary with plenty of breathing room in between media meetings to accommodate and even encourage the possibility that meetings will run over time. In the world of the media tour, a long-running meeting might simply mean an executive is building solid relationships with media professionals.

Must-have details for a media tour itinerary:

• Include the trip’s overall arrival and departure times and essential transportation details, plus arrival times, departure times, and addresses for each meeting of each day. During a media tour, an executive will bounce from location to location, so it’s essential to have all the travel logistics outlined.
• Last-minute transportation options. (Help executives avoid missed meetings by making sure they have backup options in case the planned transportation choice falls through.)
• Lodging amenities.
• Transportation tips.
• Screenshots or printed copies of confirmation emails.
• Meeting times and locations.
• Dockets on the media professionals and their publications. This will help executives prepare for successful meetings.
• Work windows. Highlight relatively open time frames when executives can plan to do follow ups immediately after important meetings.
• Places of interest/recommended stops around each meeting location. The busy media tour schedule doesn’t allow executives to do much exploring. Help them get a little taste of the city by calling out easy-access pit stops.  

Media tour itinerary template

International travel itinerary.

The success of an international travel itinerary hinges on preparation designed to give travelers the tools they need to understand the basics of communicating and navigating through different countries.

Must-have details for an international travel itinerary:

• Include the trip’s overall arrival and departure times and essential transportation details. Plan for the executive to arrive early enough to the airport to avoid any travel snafus, and be sure to include arrival and departure details for any connecting flights.
• Included relevant details on the primary mode of transportation the executive will use to navigate the other country. For example, if an American businessman is taking a trip to London, he’d likely want to have all the London Underground basics down, including what kind of pass the system requires, how to plan routes, and how to understand schedules.
• Call out relevant international travel applications that could help the executive easily get around.
• Parking details.
• Seat numbers and international in-flight meal and drink details.
• Addresses of the relevant transportation hubs.
• Details for all terminals. (This is especially important for large international airports or train stations where terminals or gates can be miles apart.)
• Lodging amenities. Does the hotel have necessary appliance adaptors? Do they offer complimentary Wi-Fi?
• Transportation tips. Recommend the best ways to navigate the unfamiliar city to make executives feel as comfortable as possible during the trip.
• Meal times and snack times.
• Work windows.
• Pull out some frequently used words in the destination’s native language, especially if most people from the destination speak a language the executive doesn’t know.
• Include key points from travel guides. Offer some takeaways about local culture, especially cultural norms that impact business interactions. These norms might include things like standard greetings, tipping practices, meeting and eating etiquette, and communication styles.
• What to wear to avoid looking like an outsider.
• Recommended wake up and bedtimes to mitigate the effects of jet lag.
• Weather forecast and packing suggestions, especially if the destination will be in the middle of a season different from the season at home.
• Places to eat. (You might also include some popular dishes and food “vocabulary” words to help executives navigate menus.)
• Travel pro tips.

International travel itinerary template

Sales roadshow travel itinerary.

Don’t ever hit the road without a well-planned sales roadshow itinerary.

Must-have details for a sales roadshow itinerary:

• Include the trip’s overall arrival and departure times and essential transportation details for all roadshow stops.
• Include relevant details on the primary mode of transportation the executive or executive team will use to get from event to event. Is this an international roadshow, a cross-country roadshow, or simply an intrastate roadshow?
• Include check in and check out times, dates, and also addresses for all the trip’s lodging.
• Roadshow times and locations.
• Weather forecast and packing suggestions for each roadshow location.
• Places to eat along the road. (Do your Yelp research!)
• Places to stop along the road. A few quick stops at fun landmarks will help keep executives and salespeople refreshed and ready for the rest of the roadshow.  

Sales roadshow itinerary template

Personal vacation travel itinerary.

Even relaxed personal vacations can benefit from structured itineraries.

Must-have details for a personal vacation itinerary:

• Include the trip’s overall arrival and departure times and essential transportation details.
• Screenshots or printed copies of confirmation emails and tickets
• Include check in and check out times, dates, and addresses for all the trip’s lodging.
• Lodging amenities. Does the hotel or rental house have a kitchen, home theater, swanky basement bar, pool, or ping-pong table? Travelers can better plan their trips when they know what they’ll have access to at their home away from home.
• Places to eat near the hotel or rental.
• Travel pro tips.  Customize the tips you include according to who the executive is traveling with. Include romantic spots for couples trips, kid-friendly attractions for family trips, and more.
• Outline times and details for each day’s main entertainment/event.
• Leave plenty of time for relaxing meals.
• Plan extras.  The executive will likely provide the day’s main events, but you can look up quick stops on the way to those events and the traveler can pick and choose some spontaneous stops.

Personal vacation itinerary template

Which itinerary would help you? Let us know in the comment section below!

P.S. Many of these templates came straight from our  Facebook groups for Executive Assistants ! See what nuggets of wisdom our community has to offer and jump into the conversation. 

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SnackNation is a healthy office snack delivery service that makes healthy snacking fun, life more productive, and workplaces awesome. We provide a monthly, curated selection of healthy snacks from the hottest, most innovative natural food brands in the industry, giving our members a hassle-free experience and delivering joy to their offices.

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What a great idea.

This is a great resource, thank you!

Great concepts here. Great from those who do a lot of corporate traveling!

My husband travels often for his work here in Cardiff, and he asked me to find him tips on how to help with his executive travel. We love how you talked about having all the times and details on hand and making sure that you are easily able to skim and find crucial information. We will keep these tips in mind in addition to getting a professional who can help my husband as he travels.

Thanks Vivian! These tips should definitely help him while he travels.

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Travel Agency Business Plan Template

Written by Dave Lavinsky

Over the past 20+ years, we have helped over 10,000 entrepreneurs and business owners create business plans to start and grow their travel agencies. On this page, we will first give you some background information with regards to the importance of business planning. We will then go through a travel agency business plan template step-by-step so you can create your plan today.

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What is a Travel Agency Business Plan?

A business plan provides a snapshot of your travel agency as it stands today, and lays out your growth plan for the next five years. It explains your business goals and your strategy for reaching them. It also includes market research to support your plans.

Why You Need a Business Plan for a Travel Agency

If you’re looking to start a travel agency or grow your existing travel agency you need a business plan. A business plan will help you raise funding, if needed, and plan out the growth of your travel agency in order to improve your chances of success. Your travel agency business plan is a living document that should be updated annually as your company grows and changes.

Source of Funding for Travel Agencies

With regards to funding, the main sources of funding for a travel agency are personal savings, credit cards, bank loans and angel investors. With regards to bank loans, banks will want to review your business plan and gain confidence that you will be able to repay your loan and interest. To acquire this confidence, the loan officer will not only want to confirm that your financials are reasonable. But they will want to see a professional plan. Such a plan will give them the confidence that you can successfully and professionally operate a business.

The second most common form of funding for a travel agency is angel investors. Angel investors are wealthy individuals who will write you a check. They will either take equity in return for their funding, or, like a bank, they will give you a loan.

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Your travel agency business plan should include 10 sections as follows:

Executive Summary

Your executive summary provides an introduction to your business plan, but it is normally the last section you write because it provides a summary of each key section of your plan.

The goal of your Executive Summary is to quickly engage the reader. Explain to them the type of travel agency business you are operating and the status; for example, are you a startup, do you have a travel agency that you would like to grow, or are you operating a chain of travel agencies.

Next, provide an overview of each of the subsequent sections of your plan. For example, give a brief overview of the travel agency industry. Discuss the type of travel agency you are operating. Detail your direct competitors. Give an overview of your target customers. Provide a snapshot of your marketing plan. Identify the key members of your team. And offer an overview of your financial plan.

Company Analysis

In your company analysis, you will detail the type of travel agency you are operating.

For example, you might operate one of the following types:

• Commercial Travel Agencies : this type of travel agency caters to business travelers. These agencies specialize in tracking down deals for business travelers to help companies manage travel costs.
• Online Travel Agencies : this type of travel agency exists only in cyberspace. They provide clients with the convenience of online booking and discounts that are available only to professional travel agencies.
• Niche Travel Agencies : this type of travel agency provides clients with specialized knowledge of a region.
• Membership Associations : Memberships associations give travelers access to the organization’s travel planning services for the cost of an annual membership rather than charging per transaction. This type of agency offers the most benefit to frequent travelers.

In addition to explaining the type of travel agency you operate, the Company Analysis section of your business plan needs to provide background on the business.

Include answers to question such as:

• When and why did you start the business?
• What milestones have you achieved to date? Milestones could include sales goals you’ve reached, new location openings, etc.
• Your legal structure. Are you incorporated as an S-Corp? An LLC? A sole proprietorship? Explain your legal structure here.

Industry Analysis

In your industry analysis, you need to provide an overview of the travel agency business.

While this may seem unnecessary, it serves multiple purposes.

First, researching the travel agency industry educates you. It helps you understand the market in which you are operating.

Secondly, market research can improve your strategy particularly if your research identifies market trends. For example, if there was a trend towards glamping, it would be helpful to ensure your plan calls for plenty of luxury camping packages.

The third reason for market research is to prove to readers that you are an expert in your industry. By conducting the research and presenting it in your plan, you achieve just that.

The following questions should be answered in the industry analysis section of your travel agency business plan:

• How big is the travel agency business (in dollars)?
• Is the market declining or increasing?
• Who are the key competitors in the market?
• Who are the key suppliers in the market?
• What trends are affecting the industry?
• What is the industry’s growth forecast over the next 5 – 10 years?
• What is the relevant market size? That is, how big is the potential market for your travel agency. You can extrapolate such a figure by assessing the size of the market in the entire country and then applying that figure to your local population.

Customer Analysis

The customer analysis section of your travel agency business plan must detail the customers you serve and/or expect to serve.

The following are examples of customer segments: sports enthusiasts, soccer moms, baby boomers, businesses, etc.

As you can imagine, the customer segment(s) you choose will have a great impact on the type of travel agency you operate. Clearly baby boomers would want a different atmosphere, pricing and product options, and would respond to different marketing promotions than businesses.

Try to break out your target customers in terms of their demographic and psychographic profiles. With regards to demographics, include a discussion of the ages, genders, locations and income levels of the customers you seek to serve. Because most travel agencies primarily serve customers living in their same city or town, such demographic information is easy to find on government websites.

Psychographic profiles explain the wants and needs of your target customers. The more you can understand and define these needs, the better you will do in attracting and retaining your customers.

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Competitive Analysis

Your competitive analysis should identify the indirect and direct competitors your business faces and then focus on the latter.

Direct competitors are other travel agencies.

Indirect competitors are other options that customers have to purchase from that aren’t direct competitors. This includes customers making travel arrangements themselves at home. You need to mention such competition to show you understand that not everyone who travels uses travel agency services.

With regards to direct competition, you want to detail the other travel agencies with which you compete. Most likely, your direct competitors will be travel agencies located very close to your location.

For each such competitor, provide an overview of their businesses and document their strengths and weaknesses. Unless you once worked at your competitors’ businesses, it will be impossible to know everything about them. But you should be able to find out key things about them such as:

• What types of customers do they serve?
• What products do they offer?
• What is their pricing (premium, low, etc.)?
• What are they good at?
• What are their weaknesses?

With regards to the last two questions, think about your answers from the customers’ perspective. And don’t be afraid to ask your competitors’ customers what they like most and least about them.

The final part of your competitive analysis section is to document your areas of competitive advantage. For example:

• Will you provide better travel packages?
• Will you provide products or services that your competitors don’t offer?
• Will you make it easier or faster for customers to book your offerings?
• Will you provide better customer service?
• Will you offer better pricing?

Think about ways you will outperform your competition and document them in this section of your plan.

Marketing Plan

Traditionally, a marketing plan includes the four P’s: Product, Price, Place, and Promotion. For a travel agency business plan, your marketing plan should include the following:

Product : in the product section you should reiterate the type of travel agency that you documented in your Company Analysis. Then, detail the specific products you will be offering. For example, in addition to regular accommodation and transportation booking, will you offer items such as tour packages and excursions?

Price : Document the prices you will offer and how they compare to your competitors. Essentially in the product and price sub-sections of your marketing plan, you are presenting the packages you offer and their prices.

Place : Place refers to the location of your travel agency. Document your location and mention how the location will impact your success. For example, is your travel agency located next to a heavily populated office building, or highly trafficked retail area, etc. Discuss how your location might provide a steady stream of customers.

Promotions : the final part of your travel agency marketing plan is the promotions section. Here you will document how you will drive customers to your location(s). The following are some promotional methods you might consider:

• Making your travel agency’s storefront extra appealing to attract passing customers
• Distributing travel brochures outside the travel agency
• Advertising in local papers and magazines
• Reaching out to local bloggers and websites
• Social media advertising
• Local radio advertising
• Banner ads at local venues

Operations Plan

While the earlier sections of your business plan explained your goals, your operations plan describes how you will meet them. Your operations plan should have two distinct sections as follows.

Everyday short-term processes include all of the tasks involved in running your travel agency such as serving customers, procuring supplies, keeping the office clean, etc.

Long-term goals are the milestones you hope to achieve. These could include the dates when you expect to serve your 1,000th customer, or when you hope to reach $X in sales. It could also be when you expect to hire your Xth employee or launch a new location.

Management Team

To demonstrate your travel agency’s ability to succeed as a business, a strong management team is essential. Highlight your key players’ backgrounds, emphasizing those skills and experiences that prove their ability to grow a company.

Ideally you and/or your team members have direct experience in the travel agency business. If so, highlight this experience and expertise. But also highlight any experience that you think will help your business succeed.

If your team is lacking, consider assembling an advisory board. An advisory board would include 2 to 8 individuals who would act like mentors to your business. They would help answer questions and provide strategic guidance. If needed, look for advisory board members with experience in travel agencies and/or successfully running retail and small businesses.

Financial Plan

Your financial plan should include your 5-year financial statement broken out both monthly or quarterly for the first year and then annually. Your financial statements include your income statement, balance sheet and cash flow statements.

Income Statement : an income statement is more commonly called a Profit and Loss statement or P&L. It shows your revenues and then subtracts your costs to show whether you turned a profit or not.

In developing your income statement, you need to devise assumptions. For example, will you serve 50 customers per week or 100? And will sales grow by 2% or 10% per year? As you can imagine, your choice of assumptions will greatly impact the financial forecasts for your business. As much as possible, conduct research to try to root your assumptions in reality.

Balance Sheets : While balance sheets include much information, to simplify them to the key items you need to know about, balance sheets show your assets and liabilities. For instance, if you spend $100,000 on building out your travel agency, that will not give you immediate profits. Rather it is an asset that will hopefully help you generate profits for years to come. Likewise, if a bank writes you a check for $100.000, you don’t need to pay it back immediately. Rather, that is a liability you will pay back over time.

Cash Flow Statement : Your cash flow statement will help determine how much money you need to start or grow your business, and make sure you never run out of money. What most entrepreneurs and business owners don’t realize is that you can turn a profit but run out of money and go bankrupt.

In developing your Income Statement and Balance Sheets be sure to include several of the key costs needed in starting or growing a travel agency:

• Location build-out including design fees, construction, etc.
• Cost of equipment like computers, website/platform, and software
• Cost of marketing materials and maintaining an adequate amount of supplies
• Payroll or salaries paid to staff
• Business insurance
• Taxes and permits
• Legal expenses

Attach your full financial projections in the appendix of your plan along with any supporting documents that make your plan more compelling. For example, you might include your store design blueprint or location lease.

Travel Agent Business Plan Template PDF

You can download our travel agent business plan PDF to help you get started on your own business plan.  

Travel Agency Business Plan Summary

Putting together a business plan for your travel agency is a worthwhile endeavor. If you follow the template above, by the time you are done, you will truly be an expert. You will really understand the travel agency business, your competition and your customers. You will have developed a marketing plan and will really understand what it takes to launch and grow a successful travel agency.

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Click here to see how Growthink’s business plan consulting services can create your business plan for you.

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Plan a trip to perfection with a vacation itinerary template

Whether you’re planning a weekend city break, or organizing a year-long, around-the-world journey, planning a trip requires organizing dozens of details. A vacation itinerary template helps you manage the schedule, budget, and logistical information of your trip. In this article, we’ll explain what a vacation itinerary template is, why you need one, and share examples and templates to help you plan your perfect vacation.

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What is a vacation itinerary template?

A vacation itinerary template is a document you can use to create a travel plan and centralize all the details of your trip — it’s basically a travel schedule with space for other useful travel information such as:

• Flight departure and arrival times
• Accommodation name and address
• Contact details
• Any excursions or events planned for the trip
• Trip essentials, such as sunscreen or protective clothing
• Information about the destination and how to respect the local people and culture
• Useful phrases in the local language

The itinerary format depends on your needs — you might create a travel spreadsheet template in Excel if you’re focused on costs or try a Google Docs itinerary template for more general planning. If you want a simpler visual of your schedule, a Gantt chart view might be a good choice, as you can see in the example below. However, a capable Work OS is a more flexible option than Word or Excel because it allows you to do both — but more on this later. First, let’s cover why you should use a vacation itinerary template in the first place.

Download Excel template

Why use a vacation itinerary template?

Whether you’re a solo traveler or the official trip planner for a 20-person European tour, an event itinerary template helps ensure you don’t skip over any important details. It’s especially helpful when traveling in groups as it’s a way to make sure everyone has all the information they need. Ultimately, an itinerary planner template can improve the quality of your trips by allowing you to:

1. Centralize your travel information in one place

Travel often involves using more than one form of transport or catching a connecting flight. A travel itinerary enables you to keep your travel information all in one place, including departure and arrival times, flight numbers, and public transport information. So it’s much easier for you to reach your destination on time without getting lost.

2. Make the most of your time

With limited time in an amazing location, you want to make the most of it and ensure you don’t miss any once-in-a-lifetime experiences. A vacation itinerary template helps you plan out your vacation — to the day or even to the hour — just like a business travel itinerary helps you schedule your work trips.

3. Manage your budget

Even when you’re traveling for leisure, it’s always a good idea to have a cost management system in place. When you’re dealing with foreign currency, expenditures can quickly get out of hand. Some robust itinerary templates provide space to estimate the costs and track the expenses of your trip.

4. Pack everything you need

Once you’ve planned where you’re jetting off to, you need to know exactly what you’ll need when you get there. A vacation itinerary template is the perfect place to list your travel essentials, especially if your trip involves several destinations or different types of activities. You can also make a note of any medicines you’ll need as well as local emergency numbers.

What are some examples of a vacation itinerary template?

Ready to start bringing your trip ideas to life with a travel schedule template? Take a look at these four examples of vacation itinerary templates to get your inspiration flowing.

Flight itinerary template example

This classic example of a flight itinerary contains all the details a traveler needs for a smooth and carefree flight, including:

• Information about passports and visas
• Departure airport
• Travel destination
• Departure time
• Flight number
• Connecting flight and layover details
• Booking reference
• Airline rules and regulations

Juggling all of that information without an organization system could quickly become overwhelming. A flight itinerary template ensures that all of your important flight information is contained in one place and is clear and easy to understand.

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Daily itinerary template example

There are almost unlimited ways to create a daily itinerary — which is best for you will depend on the type of activities you planned. One way to do it is to lay it out like the example below. It has a schedule column on the left and a checklist of must-see sights on the right.

This enables you to plan your route in the way that makes the most sense and make sure you don’t miss anything important. It also has space for meal planning , so no one gets hangry, and the weather forecast, so everyone dresses appropriately.

Family holiday itinerary template example

Traveling with kids can be chaotic, but a family holiday itinerary template like the one below can take the stress out of it. It has space for:

• Personal information
• Flights and car rental details
• Accommodation
• Travel insurance

It can help make sure everyone gets to the right place at the right time and has all the information they need in case they get separated from the group.

Road trip itinerary template example

If you’re planning a road trip, and want a quick way to jot down some basic details, the trip itinerary example below may help make sure everyone has the information they need. This includes:

• Name of the group
• Daily schedule
• Contact information
• Other information such as restaurants, accommodation, and meeting points

This ensures that everyone has the same information and minimizes the risk of the group getting separated.

But if you organize a lot of trips, you might want to consider a Work OS like monday.com as an alternative to creating several single travel itinerary templates like the ones above.

monday.com’s vacation itinerary template

The team at monday.com has created a trip itinerary template that you can download and start using as an itinerary planner right away.

monday.com’s Work OS allows you to build and organize projects using customizable columns, statuses, automations, and more. Since each trip is unique, this makes it the perfect solution for planning and managing tailor-made travel itineraries.

For example, you can use monday.com’s project management features to manage each vacation, creating a workflow of tasks that span from the pre-departure preparations — such as visas or vaccinations — to the post-trip vacation feedback form.

Suppose you’re planning several trips at once. In that case, you can use the Board and Dashboard views to visualize the data of one or all your trips simultaneously, allowing you to track the expenses against the budget and reallocate resources where necessary.

Another way to visualize your trip would be to use the Location Column to plot your itinerary:

Once plotted, you can then view it on the Map view, so it’s easy to reach all your destinations on time:

Now that you’re familiar with the monday.com vacation itinerary template, let’s look at how you can maximize its abilities.

3 tips for making the most out of your vacation itinerary template

By now, you’re probably excited to create your perfect vacation itinerary. Use these three tips to plan the vacation of your dreams.

1. Don’t try to cram too much in

It can be tempting to try to see as many sights — or even countries — in as little time as possible. But sometimes, it can be more rewarding to take it slow and savor your time in each destination. The same goes for activities — if you try to do too many, you might end up burning out. This is your vacation, so build in some time to rest, too.

2. Take advantage of your layover

Long airport layovers can be a drag, so why not head out to explore a new city for a few hours? Use your itinerary to make a note of local sights or restaurants to visit, as well as transport information. Just remember to write down your flight departure time, too!

3. Be flexible

While it’s great to be prepared, it’s just as important to be flexible and allow your travels to surprise you. Perhaps a local family invites you to their home on the day you were planning to visit a Mayan temple. No problem! Just switch your plans around and go another day.

If you’re still unsure about vacation itinerary templates, here are the answers to a few of the most common questions about them to clarify.

FAQs about vacation itinerary templates

How do i make a vacation itinerary.

Follow these steps to create your vacation itinerary:

• Decide on your destination and dates
• Set your budget
• Search for and book flights
• Ensure your documentation and vaccines are up-to-date
• Decide on your travel schedule and activities
• Book hotels
• Research how to get from one destination to another
• Buy travel insurance
• Get familiar with local customs
• Write a packing list
• Include all this information in your vacation itinerary

A highly-customizable vacation itinerary template, such as the one by monday.com, makes remembering and organizing all this information much more simple.

How do I create a vacation itinerary in Excel?

To create a comprehensive trip itinerary template in Excel, open a new Excel spreadsheet. Use the tabs to create a separate sheet for each aspect of your trip, such as:

• Useful information
• Sights and attractions to visit
• Flight details
• Accommodation details
• Itinerary by day, week, or month

You can also accomplish all of this in a more streamlined way on monday.com. Our Work OS allows for real-time collaboration and cloud-based documentation of your vacation itinerary, making it easy to work on it together or share it with the group when you’re finished.

What is a travel itinerary format?

A travel itinerary format is a document that includes all the necessary information for a vacation or business trip. This may be as simple as departure and return dates with flight information, or it may contain extra details such as hotel contact details, scheduled activities, and essential items to pack.

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Travel Agency Business Plan

Are you a travel enthusiast and want to establish your own travel agency?

Well, if yes, then it’s an exhilarating journey of stepping into a world brimming with adventure and discovery.

But in the midst of this excitement, it’s necessary to lay the groundwork for a successful business out of a hobby. It demands a strategic roadmap – writing a proper travel agency business plan .

So, our travel agency business plan serves as the compass that directs you through all the intricacies of the industry and helps you pay attention to every detail of the business plan.

As you delve into this step-by-step guide, you can explore how to write your own business plan that sets the stage for sustainable growth and leaves a mark on potential investors or readers.

Without further ado; let’s dive into the art of crafting your travel agency business plan.

Key Takeaways

• Create a compelling executive summary for your travel agency’s identity, vision, mission statement, and core values.
• Showcase your business goals, market opportunities, and marketing plan to attract potential investors or partners.
• Highlight the range of travel services you’ll provide, including specialized offerings that place your agency ahead of competitors.
• Give valuable insights into everyday business operations, from booking management to customer service protocols.
• Provide a detailed financial plan to illustrate a clear understanding of your travel agency’s financial health and expected growth trajectory.
• Thoroughly analyze the industry and competitive landscape to uncover the latest trends and customer preferences.
• Utilize modern and cost-effective business plan software for writing and maintaining business plans.

Why do you need a travel agency business plan?

In reality, every established or emerging business requires a well-written business plan. It is not just a document; it’s a strategic blueprint, offering you a roadmap to make informed business decisions.So, starting your travel agency business greatly benefits from having a well-thought-out business plan like any other business.

Attracting Investors

Whether you’re looking to secure a loan or attract potential investors, a detailed business plan is truly helpful. It shows your agency’s capital cost & revenue potential and summarizes the profitability for angel investors.

Strategic Direction

An actionable plan provides a comprehensive view of your travel agency’s goals, offered services, and strategic steps you will take to achieve success. Also, it indicates a thorough understanding of your target audience and top competitors.

Risk Mitigation

Drafting a professional business plan serves as a foundation for a successful business and helps you identify potential risks & challenges in the market. Through careful planning, you can create effective strategies to overcome obstacles.

Operational Guidance

A well-crafted business plan offers an internal guide that ensures your team understands and aligns with the overarching business objectives, encouraging a cohesive and immersed work environment.

Now, let’s move forward to write a successful business plan for a travel agency.

How to write a business plan for a travel agency?

1. get a business plan template.

Before you start writing a travel agency business plan, it’s highly advisable to get a business plan template first!

It’s like having a valuable toolkit for your business planning endeavors. It not only streamlines the business plan writing but also ensures that you describe all the essential sections.

It offers a structured framework that helps you organize your thoughts effectively to draft a strategically sound business document according to your specific needs and preferences.

Beyond that, a quality business plan template lays the foundation for a comprehensive, professional business plan that highlights your business idea and vision to attract potential investors.

If you’re in search of a polished template, consider Upmetrics’ sample business plan template and ensure that you won’t overlook any essential points in your plan.

Free Business Plan Template

Download our free travel agency business plan template now and pave the way to success. Let’s turn your vision into an actionable strategy!

• Fill in the blanks – Outline
• Financial Tables

2. Draft an Executive Summary

An executive summary is the first and foremost section of any business plan. It offers a quick overview of your entire travel agency business plan.

If your first few pages are compelling enough, potential investors or loan officers will find the document intriguing and delve further into your plan.

Your executive summary should be clear, concise, and engaging if you’re looking for investors or loan sanctions, as it will grab their attention and make a strong impression.

To draft an effective summary, start with a concise description of your travel agency business, covering its name, concept, location, objectives, and unique aspects. Refer to the below example:

Next, explain what sets you apart and share insights about your service offerings, target market, and ideal customer base. Also, highlight marketing materials, current trends, and potential growth opportunities.

Lastly, give a summary of critical financial figures in terms of projected revenues, profits, and cash flows for the initial 3-5 years. From that, you can address funding needs and resources.

A business plan is a professional, living document that you should update regularly to reflect changes in your business.

3. Provide a Company Overview

Now, it’s time to draft a company overview section that provides a more detailed description of your travel agency.

It could be commercial travel agencies or online travel agencies. Share your agency’s founding story and the individuals behind its inception.

Try to explain your business legal structure(S-Corp, Limited Liability Company, or sole proprietorship), and describe the physical location of your travel agency.

Subsequently, highlight your vision and mission statement in this section to define your identity and core values. This serves as a brand story that your customers can connect to.

Take reference from the below example describing the mission statement of the travel agency:

• Internally we intend to create and nurture a healthy, exuberant, respectful, and enjoyable environment, in which our employees are fairly compensated and encouraged to respect the customer and the quality of the service we intend to provide.
• In addition, follow-up will be mandatory to ensure customer satisfaction and make any improvements as recommended by the customers in the future. 
• We seek fair and responsible profit, enough to keep the company financially healthy for the short and long term and to fairly remunerate employees for their work and effort.

Discuss a little bit more about your business background information and how your travel agency works. Try to give answers for when you start your business and how you have set your office space.

In addition, highlight any milestones you have accomplished, such as the number of clients served, positive reviews, new travel agency openings, etc.

4. Conduct an Industry and Market Analysis

An industry and market analysis section is one of the most important ones in your travel agent business plan. It explores your specific niche within the industry and the geographic background where you wish to operate.

So, take some time to go further and find more accurate information, such as who are your target customers & top competitors, what are the current trends, and whether the tourism market is increasing or decreasing.

Market Size and Growth Potential

Conduct a complete market analysis to study the market size and explore growth potential areas for travel agencies. Assess the total revenue generated within the travel industry and identify the emerging trends.

Customer Analysis

Examine your target market in detail, including demographics, travel behaviors, and customer preferences. Understand your ideal clients and tailor your services to satisfy their specific needs.

Do thorough customer research and understand how your target audience plans and experiences trips. This can help better customize packages and offerings to meet your clients’ needs.

Want help writing a target customer segmentation for your travel agency business? Use Upmetrics AI writing assistant now and easily draft your business plan sections:

Competitor Analysis

As a travel agent, assemble a list of direct and indirect competitors in the travel agency industry. You can consider both classic brick-and-mortar travel agencies and online travel agencies.

Evaluate the strengths and weaknesses of each competitor, including service offerings, tour packages & quality, customer reviews, and marketing strategies.

Understanding these competitor factors will help you determine areas where your travel agency can differentiate itself and stand out in the competitive landscape.

Execute a SWOT analysis to find internal strengths & weaknesses of your travel company and external opportunities & threats in the travel industry.

Take reference from the below example showing a SWOT analysis for an XYZ travel agency business:

Based on SWOT analysis, formulate strategies to capitalize on opportunities and mitigate threats to outline competitive advantage.

Some extra tips for drafting this section of your travel company business plan:

• Use reputable sources to gather data, including industry reports, market research studies, and surveys.
• Be specific and provide detailed info wherever possible.
• Include charts and graphs to demonstrate your key points.
• Keep your target audience in mind while documenting the business plan.

5. Propose Your Service Offerings

Next, define the scope of your service offerings and clarify how they meet the diverse needs of your clients.

It must be informative, precise, and client-focused, as it is a detailed breakdown of different services that your travel company offers your customers.

As a travel agency, detail your service offerings, such as bookings, accommodations, vacation packages, international/domestic trips, custom-made business trips, or any cruise bookings.

Effectively disseminate your travel services with a detailed description of what it entails, service specifications, precise pricing plans, or any client reviews.

Here, you can take a reference from the below example to illustrate travel agency services:

1 . Guided Tours

Our guided tours are led by knowledgeable local guides who provide valuable insights into the culture and history of each destination.

Price: Varies by destination, starting at [$50] per person

Specifications: Group sizes are limited to 15 people, and tours typically last 2-3 hours.

2. Accommodation Booking

We offer a range of accommodation options, from luxury hotels to charming bed and breakfasts, ensuring our clients have a comfortable stay.

Price: Varies by location and accommodation type, starting at [$100] per night

Specifications: Accommodations are vetted for quality, safety, and comfort.

Not only that, describe any specialized services in your travel agency business plan template that set your travel agency apart so investors can quickly understand your business scope.

In addition to planning & booking, highlight additional services (trip consultations, wedding planning, speaking at industry events, providing training to other travel agents) and mention third-party partners(if any).

6. Outline a Sales and Marketing Plan

Comprehensive sales & marketing efforts can help your business grow by leaps and bounds. Carry out market analysis and develop clear sales and marketing strategies for reaching your target customers.

For travel agency businesses, explain your preliminary approach and promotion tactics to acquiring either local or international customers.

Also, discuss affordable/high-quality travel packages you provide, their prices, and hassle-free transactions at the point of sale. Here are some of the sales and marketing strategies for travel agencies:

Unique selling proposition

Emphasize the agency’s capability to offer personalized customer service, a variety of communication modes, and 24/7 customer support. Present exclusive access to unique destinations, experiences, and special perks.

Pricing Strategy

Implement a flexible and competitive pricing plan that caters to a diverse client base. It allows the agency to adapt to market dynamics, provide value to customers, and uphold a profitable business.

Take reference from the below example written using Upmetrics’ travel agency business plan template:

Offline strategies

Create visually appealing brochures and distribute print materials to local businesses, travel agencies, and strategic locations. Implement a referral program and try to provide discounts or exclusive festive offers.

Social Media Marketing

Utilize social media platforms(Facebook, Instagram, Twitter) to highlight travel packages, engage with the target audience, and build a community around travel enthusiasts.

Content Marketing

Create a content marketing strategy comprising blog posts, travel guides, and visually appealing content to encourage potential customers to consider your agency for their travel needs.

Collaborations

Partner with local businesses, hotels, and travel-related service providers to promote your service offerings. Attend travel fairs, trade shows, or community events to network with potential clients.

7. Introduce Your Team

The management team section offers an opportunity to showcase your strength as a travel agent. It should include a thorough plan for your travel agency’s key managers, employees, or sub-travel agents.

Mention their roles & responsibilities or relevant experience in the related fields or travel agency industry. Also, highlight their expertise that contributes to your agency’s success.

Try to break down overall payroll expenses, such as how much their compensation, commission split, base salary, or whether you will give any bonuses or benefits to your employees.

If you need to hire employees or a travel agent, emphasize how many individuals you will need and how much you will pay them.

This can provide brief details to the investors and help them understand what exactly you plan to staff your agency and pay your employees.

If applicable, you can also design an organizational chart for your travel agency. This can help you demonstrate who your key members are and what roles they serve in your travel agency.

8. Outline Business Operations

Now, it’s time to develop an in-depth look into the day-to-day functions of your travel agency. Paint a picture of seamless operations and ensure that your business runs smoothly.

Describe the entire operational cycle of the tour business, including staffing, how bookings are managed, customer service procedures, technology used, and safety measures for handling unforeseen circumstances.

Include the below subsections in your travel agent business plan operations section:

Highlight the number of employees required, and opening hours, and briefly outline the responsibilities of each team member and training programs. Refer to the below example written using Upmetrics AI assistant :

Customer Service Procedures

From pre-travel assistance to emergency response, prioritize customer satisfaction, efficient techniques, and effective client communication to ensure a positive and stress-free travel journey.

Equipment & Technology

Explain what kind of equipment & technology you will need to run your travel agency. Include a brief idea of how you will reach some travel agency milestones and look forward as your business grows.

You might consider below things:

• Office equipment(Telephone, fax, or scanner)
• Travel agency website
• Booking tools
• Itinerary builders
• Customer Relationship Management(CRM)
• Invoicing and payment processing tools

9. Prepare Financial Plan

Currently, you are in a business planning stage, but dedicating some time to putting together the most realistic financial projections is very crucial.

Having a well-structured and in-depth travel agency financial plan will help you show the tentative spending as well as the revenue forecasts and budgets if your travel company is seeking funding from investors.

In this section, you will need to make a few assumptions that will greatly affect the financial statements of your agency. Take a look at the below table to make important assumptions:

Mention all the below financial aspects in your travel agency business plan:

• Income statement (Profit and loss statement)
• Cash flow statement
• Balance sheet
• Sales forecast
• Break-even analysis
• Business ratios
• Investment strategies
• Exit strategy

From the above financial statements, you can identify the startup funding needs and evaluate the funding resources for your agency, such as bank loans, angel investors, crowdfunding, or personal savings.

Well, keeping a realistic financial report in your hand not only helps you demonstrate your agency’s fiscal health but also emphasizes its sustainability.

However, calculating all the financial elements from scratch can be overwhelming. But don’t worry; consider Upmetrics’ financial forecasting tool .

All you have to do is fill in all the details you have and let the tool calculate financial factors, and create visual reports for you. No manual data entry, placing Excel formulas, or designing graphs—nothing.

Here’s an example of a projected balance sheet for the next 3 years using Upmetrics:

Download a travel agency business plan template

Need help writing your travel agency business plan from scratch? Well, here you go; download our free travel agency business plan template now and get started.

This modern, user-friendly business plan template is specifically designed for travel agencies. With a step-by-step guide and example, it helps you write a professional plan without missing any crucial steps.

Simply import data into your preferred editor and start writing!

The Quickest Way to turn a Business Idea into a Business Plan

Fill-in-the-blanks and automatic financials make it easy.

Start preparing your business plan with AI

Finally! With the help of our sample business plan template, you know how to write a travel agency business plan. So, you are one step closer to starting your travel agency business confidently- pretty exciting, right?

But you know what else is more exciting? Your business planning process can be even smoother than this. Yes, you heard it right; it’s possible with the help of Upmetrics AI Assistant.

So, don’t wait, and start planning now !

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Frequently asked questions, where can i find a free travel agency business plan template.

There are various online platforms where you can find free travel agency business plan templates. Consider a reputable business planning website—Upmetrics, which offers free templates to help you get started.

What should be included in a travel agency business plan?

A comprehensive travel agency business plan should include below key components:

• Executive summary
• Company overview
• Market research and industry analysis
• Services offered
• Sales and marketing strategy
• Management team
• Operational plan
• Financial plan

How often should i update my travel agency business plan?

It is advised to regularly update your travel agency business plan to reflect changes in the market, industry trends, and business growth. Review and update your plan at least once a year or more often if there are significant changes in your business.

What financial projections are necessary for a travel agency business plan?

Make sure that you include the following financial factors in your travel agency business plan:

• Startup costs
• Revenue projections
• income statement (Profit and loss statement)
• Projected cash flow

About the Author

Upmetrics Team

Upmetrics is the #1 business planning software that helps entrepreneurs and business owners create investment-ready business plans using AI. We regularly share business planning insights on our blog. Check out the Upmetrics blog for such interesting reads. Read more

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Your business is unique and will differ from any example or template you come across. So, use this example as a starting point and customize it to your needs.

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Our sample business plans are examples of what one business owner did. That doesn't make them perfect or require you to cram your business idea to fit the plan structure.

Use the information, financials, and formatting for inspiration. It will speed up and guide the plan writing process.

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Are you planning to use your plan to apply for a loan or pitch to investors? Then it's worth following the format from your chosen sample plan to ensure you cover all necessary information.

But, if you don't plan to share your plan with anyone outside of your business—you likely don't need everything.

More business planning resources

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