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How to Plan Your Business Travel

Last Updated: March 18, 2024 Approved

This article was co-authored by Michael R. Lewis . Michael R. Lewis is a retired corporate executive, entrepreneur, and investment advisor in Texas. He has over 40 years of experience in business and finance, including as a Vice President for Blue Cross Blue Shield of Texas. He has a BBA in Industrial Management from the University of Texas at Austin. There are 9 references cited in this article, which can be found at the bottom of the page. wikiHow marks an article as reader-approved once it receives enough positive feedback. In this case, 100% of readers who voted found the article helpful, earning it our reader-approved status. This article has been viewed 86,131 times.

Planning a work-related trip can be a stressful endeavor. On top of your usual travel concerns, you also have to keep your mind focused on the business aspect of your trip. Business travel doesn't have to be stressful, though. With a little planning and preparation, you can help ensure your trip runs as smoothly as possible so you can stay focused on your work.

Making Travel Arrangements

• If you're traveling internationally, you may need to secure a visa before you leave. You may also need certain vaccinations, including anti-malarial medication.
• If traveling to a city at an elevation above 4,900 feet (1,500 meters), you may be susceptible to elevation sickness. Try to give yourself a few days to acclimate before doing anything strenuous and start drinking two to three liters of water each day to stay hydrated.
• If you're traveling outside the country, find out if you can safely drink the tap water where you'll be. If not, you'll need to stick to bottled, purified water to stay healthy.

• Start with the date and time you're checking into and out of your hotel, then work your way through everything that you'll be doing while you're away on business.
• Don't forget to keep track of your flight's boarding and departure times so you know when you need to arrive at the airport.
• Highlight any work-related events on your schedule. That way your most important priorities won't get lost in the shuffle.

• When booking your flight, make sure that you use your sky miles account so that you can get points and rewards. You might even have enough sky miles already to cover the cost of your flight!
• When booking your hotel, see if you can use sky miles or get points towards a rewards program. You should also make note of your hotel's policies on check-in, checkout, parking, and number of people per room.
• If you need a rental car, make sure that all the roads you'll be driving will be safe with your rental car. Research if you need two-wheel drive or four-wheel drive. Look around with different rental car companies to see which has the best rate.
• Some credit cards also have rewards plans and perks for traveling. See if your credit card comes with any of these benefits.

Preparing for Your Trip

• Make sure that all your identification is valid and up-to-date well in advance, as it can take several weeks for new documents to be prepared.

• Give yourself at least an extra 15 to 20 minutes if you'll need to print out your ticket upon arrival at the airport.
• If you have a paper ticket, keep it someplace where you won't lose it. You may want to store it with your ID or passport to ensure that you don't misplace any of those documents.
• If you're using a digital ticket, make sure you'll have reception wherever you're flying out of for the return trip. If you can't pull it up on your phone, you'll likely need to print out a paper copy at the airport.

• Try to pack as light as possible. Bring enough dress clothes for the trip and one or two pairs of casual clothes for exploring the town.
• Confirm that your bag will fit in the overhead compartment or under your seat by checking the carry-on bag size restrictions with your chosen airline.
• Check the Transportation Security Administration (TSA) website for any updates on prohibited items and packing suggestions to ensure your security check is as quick as possible.

• Read up on the culture and customs of the people you'll be doing business with.
• Talk to other colleagues or friends who have traveled to the country you'll be doing business in. This can help you get a better sense of what's acceptable and what isn't.
• Be respectful at all times. Remember that you're representing your business and possibly your culture, so you'll need to be on your best behavior at all times.

• Keep a backup copy of all your important information on your laptop or a USB flash drive.
• If you really want to cover all your bases, you can also print out hard copies of any important paperwork and keep those papers in a file with your travel documents.

• If possible, give yourself a few days before you leave and start going to sleep and waking up at the times you will be waking/sleeping once you reach your destination.
• Being aware of the time difference has professional implications as well. You'll need to ensure that you don't miss any important meetings or deadlines on your trip.

Taking Precautions to Avoid Jet Lag

• Limit your caffeine and alcohol consumption, as both of these can leave you slightly dehydrated.
• Try to drink two to three liters of water each day, but remember that you'll need more water if you're very active or in a hot environment. [10] X Trustworthy Source Mayo Clinic Educational website from one of the world's leading hospitals Go to source

• Aim to arrive around dinner time, then plan to stay up until about 10:00 pm in local time.
• When you get to your destination, avoid heavy meals. Instead, choose healthy snacks or a light meal that won't weigh you down. [12] X Research source
• You will most likely be tired after traveling, so by getting in around dinner time and eating a light meal, you'll start to get sleepy in time for a regular night's rest.

• Limit your exposure to bright screens, like laptops and cellphones, for at least a half hour before bed. Bright lights can reset your circadian rhythm, making it harder to sleep.
• Get as much sunlight as you can in the morning and early afternoon. This will help you remain wakeful and energetic during the day.
• Try to get some light to vigorous exercise each day, but be aware of when you work out. Some people find that exercising too close to bedtime affects their ability to sleep. [13] X Research source
• Bring earplugs and a sleep mask to help ensure that you get restful sleep each night, no matter what kinds of distractions present themselves at your hotel.

Expert Q&A

• Consider shipping large presentation materials and other business items that may difficult to carry while traveling. Just make sure that you ship them with enough time to arrive at your destination. If you decide to ship to your hotel, make sure that you contact the hotel and let them know about your shipment. Thanks Helpful 2 Not Helpful 0
• Opt for refundable tickets when you arrange your business travel, if at all possible. That way you have the ability to change your plans in case work or personal obligations get in the way of your scheduled flight. Thanks Helpful 0 Not Helpful 0

You Might Also Like

• ↑ https://www.forbes.com/sites/jacquelynsmith/2012/08/27/your-basic-guide-to-business-travel-abroad/#1168ef394f50
• ↑ https://www.huffingtonpost.com/kenny-kline/how-smart-entrepreneurs-prepare-for-business-travel_b_8533712.html
• ↑ https://money.usnews.com/money/careers/slideshows/10-tips-for-efficient-business-travel
• ↑ https://www.entrepreneur.com/article/236246
• ↑ https://sleepfoundation.org/sleep-topics/jet-lag-and-sleep
• ↑ https://www.entrepreneur.com/article/269947
• ↑ https://www.mayoclinic.org/healthy-lifestyle/nutrition-and-healthy-eating/in-depth/water/art-20044256
• ↑ https://www.sleepfoundation.org/travel-and-sleep/jet-lag
• ↑ https://sleepfoundation.org/excessivesleepiness/sleep-tools-tips/healthy-sleep-tips

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Top tips on how to plan a business trip

Follow these 6 steps for an effective business trip:

• Make your travel arrangements well in advance
• Select your accommodation based on both price and convenience
• Create an itinerary

Research your destination

• Remember your electronics, accessories and travel documents
• Prepare for your meeting

In today’s digital world, we can communicate across different time zones at a moment’s notice. However, when it comes to brokering a big deal or fostering a solid and long-lasting business relationship, nothing beats face-to-face interaction.  

Corporate travel is still so important, and it’s equally important for anyone making a business trip to prepare thoroughly. When you arrive at your destination relaxed and well-prepared, you’re better equipped to make a good impression and focus on the purpose of your meeting. Preparation lets your mind focus on the here and now, making sure you stay on the ball in that all-important meeting. If you’d like to fine-tune how you get ready for your next excursion, follow these essential tips to become an effective business trip planner.

Make travel arrangements

Whether it’s your name on the travel documents or you’re a travel manager, planning business travel thoroughly is important. Your first step should always be to familiarize yourself with your company’s corporate travel policy . You’re making travel arrangements for a business trip, not planning a personal or a short break, so being compliant with your company policy is essential.

Next, it’s time to book your travel. This may involve traveling by air, rail, car hire or even boat. Think about the journey door-to-door, balancing travel times against cost and convenience. Visualize the various steps of the trip from A to B. Consider details like how long it will take to move between airport and railway station, the time it takes to fill out paperwork at the vehicle hire company, and whether luggage storage might be useful. Use multiple sources and different comparison sites, researching which companies are offering the best deals. Again, be aware of any budget restraints in your company’s travel policy.

Don’t forget the small details. Does the airplane have Wi-Fi so you can work on the move? Would leaving a day earlier allow you to arrive at your first meeting better rested and prepared? At this stage, the more carefully you prepare, the more confident and relaxed you’ll be when you depart.

Select your accommodation

Preparing business travel is, of course, only half the job. Choosing the best accommodation for your requirements is also essential. If you’ve only got one meeting place to reach, make sure you book a hotel that’s nearby – rather than be swayed by a more luxurious option that might be a stressful 45 minute trip away. Use maps on your smartphone to measure distances from the station or airport to your hotel – and remember the roads and transport networks will be busier at certain times of day.

Check your company’s hotel policies to see if there are any preferred hotels - you might be able to get a good deal too. When considering the cost, make sure you compare rates for similar types of accommodation and make sure you select something that’s fairly priced – some companies even stipulate a cost per day that would limit the choice of hotels.

It’s also a good idea to pay close attention to the amenities at the hotel. Some tourist-focused hotels may serve breakfast too late for your early starts, and as a business traveler you’re likely to want free Wi-Fi, 24-hour room service, plenty of power points for charging your devices. CWT Hotel Intel gives travelers access to trusted peer hotel reviews and can be a handy tool for business trip planners.

Create a detailed itinerary

Your itinerary is your blueprint for a successful business trip. Use it to stay in control of every detail – from transport times and the names of those you’re meeting, to your travel reservations and hotel address. Be sure to allow yourself extra time on your itinerary for relaxing, meetings that have been delayed or overrun, and busy traffic. Consider using a specially designed tool like the myCWT app , which syncs your itinerary with work calendars, and allows travelers to share this with colleagues. This is handy from a communication and efficiency perspective, and as a safety measure if you’re travelling to an unfamiliar destination.

It may be that you’re traveling to a destination you are familiar with and feel comfortable in. Or, you may be entering unchartered territory. If that’s the case, research is essential to avoid unnecessary risk. For example, some cities are well known for pick pockets, so you’ll need to be extra careful when storing important and expensive items like phones in your pockets. Depending on where you’re going, reading up on the current political situation at your destination could also be prudent.

Perhaps you’re traveling to a city or country with a different culture and customs to your own. Avoid looking foolish or, worse, causing offence, by researching the differences in behavior and manners before you arrive. For example, if you’re taking potential clients for a meal, do you know the etiquette on tipping, or when to give people your business cards? Or, if you’re visiting a country where English isn’t the common language, you could even learn a few basic phrases, such as greetings and “thank you”, which could make all the difference when making a good first impression.

Prepare your travel documents

Hours of careful preparation and research will all be wasted if you forget vital travel documents. Traveling between countries requires a current, valid passport, travel tickets and sometimes a visa. It’s key to research whether or not you need a visa as soon as possible, even if you are just transiting through a country, without stepping foot outside the airport. Some embassies can take a number of days or even weeks to issue visas. Even if you’re not traveling to a different country, you may need photo ID to clarify that your name corresponds to the one on the ticket - your passport or driving license are the best options so keep them safe at all times.

Remember your electronic accessories

Stay as productive as possible on your trip by taking a laptop or tablet – it’ll make your travel time really count. Remember to pack the relevant chargers and adapters, too. You can usually pick these up at the airport when you’re passing through, but being prepared is key and will save you time and money in the long run.

Get ready for your meeting

So you’ve followed all the right steps for planning a business trip, but what about your business objectives and the meeting itself? Making a note of what you hope to achieve on the trip can help improve your focus - even if you simply want to reach out to new contacts or gain a general overview of potential new client. Arm yourself with as much information as possible about the people you’ll meet, as well as the places they’ll be. What’s the dress code? If you’re visiting an industrial site, for example, will you need sturdy shoes? If you’re going to be giving a presentation, what format will it take and will your host have the equipment you need? Simply emailing ahead to check if they have suitable screens and cables can ensure you avoid embarrassing delays or confusion that would get your meeting off to an awkward start. That first impression counts so give yourself the best chance of making a good one.

By setting aside the time to prepare, conducting some detailed research and following these business travel tips, you can optimize your chances of a productive and enjoyable trip.

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15 Tips On How To Plan Successful Business Trips

Home » Guide » 15 Tips On How To Plan Successful Business Trips

Successful corporate ventures involve careful planning and execution in all aspects. And business travel is no different. Though it may sound easy, understanding the intricate details of how to plan a successful business trip is a bit difficult. There are numerous variables involved while planning a corporate trip such as dynamic flight fares, flight cancelation, employee unwillingness, emergencies, and many more. Hence, to ensure smooth business travel, let us discuss the basics on how to plan successful business trips.

How to plan successful business trips

We can divide the planning of a business trip into three sections: Pre-trip planning, during-the-trip plan, and post-trip planning. Let us explore these avenues differently.

I. Pre-trip planning

1. Determine objectives

Every endeavor should have a clear purpose or aim. Corporate can define the outcome of a trip for the employees and brief them about it. It can be meeting new prospects, delivering customer support service, participating in an event, etc. A set guideline will help in evaluating the degree of success or failure of the trip.

2. Establish a budget

As corporate travel makes up the second largest expense of corporate after salaries, budgeting becomes a crucial step of planning. Travel managers should coordinate with partnered TMCs to find the best flights, connections, and accommodations. Further, They should allocate a budget for transportation, meals, and other expenditures.

3. Research destination and make an itinerary

While planning a trip to a foreign land, travel managers and traveling employees need to know about the destination. They should be aware of the local geography, local customs, and business etiquette. Additionally, they should understand the local laws and special considerations of the location. Another important aspect of a business trip is defining a clear itinerary. Travel managers should maintain departure dates, business meetings and events schedules, and other such details and share them with the employee and TMCs.

4. Transportation

Choosing a suitable transport can help travel managers save highly on trips. They should also ensure a good travel experience and minimize connecting flights. Moreover, if trains are possible and the schedule allows for it, travel managers can also use railways, which will cost much lesser than flights.

5. Accommodation

Booking hotels can be a tough job for travel managers. The travel admins should consider budget, location, and amenities while selecting accommodations for their employees. They should make reservations for securing top discounts and ensuring the room’s ready availability.

6. Travel documents

Admins can provide brief guidance about the travel documents required to travel to a particular country. Employees should produce all the necessary documents such as passports, visas, or other documents beforehand. The validity of these documents should be ensured before travel and any discrepancy should be filed for correction if needed.

7. Travel insurance

Travel insurance is essential to protect employees against unforeseen or unfortunate circumstances. Moreover, corporates should ensure that TMCs provide support and look after the travel insurance of the employee. Travel managers should read the terms and conditions of the insurance policy to avoid future hassles and disputes.

8. Contact and schedule meetings

All the involved parties should have each other’s contact information to establish better communication. Sometimes it may be possible that meeting schedules can change on the go; hence, stakeholders should remain in mutual agreement for fulfilling the purpose of travel.

9. Prepare meeting materials

Gathering and providing the right presentations, documents, or contracts to the employee is essential. Employees should remain prepared for the meeting and organize their relevant material to avoid any miscommunication or delay. These documents should provide prompt solutions to any problems raised during or after the meeting.

10. Create a packing checklist

Travel managers should prepare a comprehensive list of essential items to pack. This can include business attire, electronics, adapters, business cards, and any specific materials required for the trip. They can also create and share the packing list as per the location, weather, and culture.

II. During the trip

12. Time management

Employees should understand the importance of the schedule and should strictly adhere to it. They should arrive at the meeting venue earlier than the set time. Maintaining a personally enforced schedule for exercise, lunch, dinner, outings, etc. will help in enhancing the overall experience of the trip.

13. Networking opportunities

On the trip, employees become the ambassadors of the company. Therefore, it is crucial to train the employees with the soft skills required to aptly represent the business. They can build a network of potential clients and contributors while carrying out simple meetings or participating in corporate events.

14. Expense tracking

Employees should record all of the expenses made during the corporate travel and keep the receipts handy with them. Doing this will help them get reimbursements for any out-of-pocket expenses that were necessary during the trip.

III. Post-trip follow-up

15. recap and evaluation.

A business trip report should be shared with the higher management to analyze and evolve with the prior trips. The feedback loop creates the opportunity to know about the personal experiences of the employees and build on a constructive path.

Corporate trips are essential to expand the reach and potential growth of businesses. Therefore, knowing the details about how to plan a successful trip is highly important for ensuring adequate ROI, both tangible and intangible. And planning for the trip and ensuring that the following through of the plan is of optimal importance to ensure the least amount of creases in a Business’s growth trajectory.

How To Plan Successful Business Trips FAQs

What constitutes business travel planning.

Business travel planning constitutes pre-trip planning, during the trip planning and adjustments accordingly to pre-trip plans and creation of a post-trip plan of recapping and objective evaluation.

What is pre-trip planning?

Pre-trip planning involves determining key objectives, budget allocation and itinerary creation. These are to be done well in advance of the trip if timings and internal tasks allow for it and little if not none of the planning must happen last-minute.

What is during the trip planning with respect to business travel?

Not all circumstances are foreseeable and plans rarely go pitch-perfect. Therefore assessment of the current scenario and planning as required during the trip and making necessary adjustments to the plan or adopting contingencies is necessary in most cases.

What constitutes post-trip evaluation in business travel planning?

After the completion of a business trip, the entire picture can finally be seen and studied. All considerations and plans made before and during the trip can be reflected upon, recorded and improvements that are possible should be considered. These constitute post-trip evaluation and it is very integral to do these evaluations whether a corporate is outsourcing its travel management or whether it is dealt with internally. Because efficient expenditure and smooth execution of plans is of extreme importance to running a business.

Pratyush is a traveling enthusiast who always looks for innovations in business travel management. He has 5 years of experience writing content on corporate travel management and working closely with expert business travel facilitators.

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10 essential tips for the first time business traveler

Heading off on your first business trip and not sure how to prepare?

From packing like a pro to working and adapting to the local time — we've got the top business travel tips to help you master it all! These travel tips will help you save time and avoid the most common issues. Just sit back, relax and keep reading to get ready for the first of many business trips.

1. Pack like a pro

Start with proper carry-on luggage and take the time to pack light. Packing cubes and internal pockets can make all the difference for business travel. Bypass the lineups and head straight to your destination – you're on a roll! Read our packing personalities tips to find out which packing personality  you are.

Here are a few key tips for carry-on luggage:

• Good quality materials
• Lightweight
• Easy to maneuver (4 spin wheels are the best!)
• Security lock

2. Papers, please

As a first-time business traveler, you might be nervous about forgetting important documents. Let's do a quick review. For international travel, you need a current passport with at least six months until expiry.

And there's more. Do you need a visa or other authorizations? Do you have the correct type of visa for business travel? Starting in 2025, US passport holders traveling to Europe will need to apply for visa authorization through the European Travel Information and Authorization System ( ETIAS ).

There are many potential paperwork disasters on business trips, but lucky for you, your dedicated agent knows it all.

Check out the Traveler Resource Hub for more helpful information on travel visas.

3. Is your business travel covered?

Before you take to the skies, check business travel insurance off your to-do list. Whether it's a short trip or a long one, on a first business trip, we want to make sure you're covered.

Money may not buy happiness, but it can get you an annual policy – saving you time, money and many headaches later. One last thing: don't forget to scope out the risk landscape of your destination to make sure it's in policy. Questions? Your dedicated Travel Consultant is in the wings.

Ask about business travel insurance coverage for trip interruption and emergency medical treatment. Corporate Traveler offers a range of insurance products both for single-trip and multi-trip annual plans. Contact your Travel Manager for more information . 

4. Level up your airport experience

Airline lounges can reduce the stress of flying and lift you out of the chaos and noise of the main concourse. Step into peace and quiet, showers, healthy snacks and drinks for free (hello, morning mimosa!).

Business Class fares generally include lounge access, but some are available for a fee. Credit card rewards programs can also give you access to airport lounges. There is no better place to be if you're riding out flight delays or prepping for important business meetings.

If you're on a business trip during a busy time of year, this guide to airport survival for the holidays shares the top airport tips.

5. Going the distance

The carry-on bag is stowed and you're settling in. If you're on a business trip to a different time zone, try to eat and sleep during the flight based on the local time zone you're heading to. Body clocks are hard to reset, and it's better if you can start the transition mid-air.

While sleeping in Economy Class can be a challenge, earplugs and noise-canceling headphones may help. If your business meeting is crucial, upgrading to a Business Class fare could be the thing you need if your travel policy allows.  

For long-haul trips, make sure your member numbers are locked and loaded so you can maximize loyalty programs . Once you land, eat a meal, stay hydrated and move around a bit to beat jet lag.

6. Take advantage of tech

Apps exist for almost everything, and they can make your first business trip more relaxed, too. Keeping all of your travel itinerary together, finding a place for dinner, or translation apps are all at your fingertips.

We've selected the 9 best travel apps to help you plan ahead and stay organized while traveling. Get travel tips from other travelers and locals too!

7. Always ask about amenities

Global travel is a huge industry, and many operators are adopting sustainability programs. Small changes can make a big difference, especially on business trips.

It's now common for certain services and supplies to be on request at business travel hotels as part of efforts to reduce waste. Daily housekeeping, razors, lotions, and other amenities are still available, but they might not be stocked in the hotel room by default. Pack light and ask what's available when you check in.

What's the strangest perk we've seen? A full set of gym clothes and shoes to borrow while staying at a hotel.

8. Counting costs

A greasy burger or room service? Should you use a limousine, take a taxi, or use public transportation? Check with the boss before you travel on what counts as travel expenses rather than return to a chilly reception and a bill you have to pay.

Hold onto all your receipts and make a note on them if they're low on details, like a taxi ride.

9. Work smart and stay refreshed

It's easy to go from meetings to drinks to dinner to bed and repeat. It's important you keep a check on your mental and physical health while you travel. Jet lag can sneak up on you. The first day, you feel fine, and then, to your surprise, you wake up at 4 am every day. 

With the rising trend of digital nomads, business travelers have come up with new ways to find balance while on the road. A physical change of scenery can help.

Instead of working in the evening in your hotel room, why not answer emails in the lobby or patio of the hotel? Set a clear divide between work and travel, then your mind will be clearer, and you'll look and feel fresher.

10. Flawless first impressions

When you travel on business trips, you're representing your company and yourself. And your country. But a few travel tips can help you make a good impression. Know the local laws, be courteous and tip when needed.

Pro travel tip: watch what you eat and drink on a business trip. It may be fun to experiment on the deep fried delights from a street food vendor but why take the risk? Stick to bottled water in some destinations and avoid ice if you can.

Want to learn more? Subscribe to the CT newsletter   to get ready for your next business trip. 

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Planning a business trip 101: Tips for regular business travelers

There’s a lot to consider when planning a business trip. This guide is designed to make sure you’re prepared to get going. Travel for business is easier when you’re prepared.

By Jessica Freedman

July 29, 2024

Planning a business trip is not always fun and games ; there’s a lot to think about. Whether you’re a small business owner, a regular business traveler or a travel manager, it’s sometimes hard to know where to start. You have to deal with searching for the best travel deals, planning the ideal itinerary, and if you’re the one traveling, make a packing list.

Dealing with all that goes into planning business trips for yourself, your boss and your company is no easy task, which is why we’ve created this Business Trip 101 to help you get going. Travel easier and be sure how to plan a business trip after reading this guide. 

Get going, travel easier

The more efficient your planning is, the more productive you can be on your business trips as a regular business traveler because you will have a clear agenda and know where your priorities lie. When it comes to corporate travel there is a lot to keep in mind such as flight and hotel bookings, scheduling, ground transportation, checked baggage vs. hand luggage and everyone’s agendas. The more organized you are, the better yours and your team’s results will be.

How to plan a business trip

Planning a business trip can take a lot of work, and part of that is making sure you can balance the business traveler’s mental health (or if you’re the one planning, you have your own wellbeing in mind) as well as the physical needs with the objectives of the company. This is why it’s so important to start with a goal. This way you can see if your agenda is feasible and whether it helps work towards achieving a goal while also following a rhythm that is feasible for the person doing the traveling. If you can, try to have a master planning list that allows you to optimize the time that goes into planning, and then you can more easily replicate for future trips.

It’s also a good idea to have it clearly established who’s in charge of booking business travel.

1. Start with a goal

If you are looking for how to plan a business trip and stay efficient, we suggest you start with a goal for your business trip . Figure out what you want to accomplish and why you must take a trip to do so. With a goal in place it will be easier to figure out your objectives and then track KPIs related to the trip. KPIs could be the number of new clients onboarded, number of new prospects, number of sales contacts, or goals like designing the Marketing Plan for the following year or simply teambuilding, depending of course on the goal of your business trip.

If you are a regular business traveler traveling for a sales meeting, why not set up several meetings with different potential clients and current clients in the same area to avoid having to travel so frequently? This way you can focus on quality business trips over quantity, which makes them more productive and you will experience less travel fatigue, especially for regular business travelers. 

2. Plan travel once and repeat

Sometimes the biggest part of getting anything done is devising a plan. So start your business trip planning by coming up with a travel plan that is easily replicable for future trips. Start by making a list of everything that you need to do to plan and turn it into a checklist. Business travel like any project needs a roadmap to get anything accomplished.

Need a helping hand to get started? Download our checklist!

3. create a master business trip itinerary.

Creating standard itinerary for a business trip oftentimes will fall in the hands of an administrative or HR professional, but if one isn’t provided for you, there are some important details you must consider jotting down such as transportation times and details, travel reservation and confirmation numbers, addresses, emergency contact information, check in and check out times for the hotel, day-to-day schedule details (such as what time do meetings start, where and how long do they go), as well as contact information for the people you will be meeting with. 

It may seem overwhelming at first but once you have a master business trip itinerary outline it will be easily replicable for your next trip. If you work with a travel management company like GetGoing , you can store all your itineraries and travel documents in one place making managing your business trips as easy as the snap of a finger. 

4. Store all business trip-related documents in one place

As we’ve mentioned, when you work with a travel management company, all of your business and trip-related documents will be stored in one place on the web app, including important contact information for travelers, hotel information, emergency contacts, and a support phone number to call in case of issues. 

If you are booking all your regular business trips on your own without the support of a TMC, then be sure to have a spreadsheet and shared drive dedicated to your travel plans and itineraries. It will be easier to keep track of everything and ensure nothing gets missed. If you have a business travel and expense management solution , you can keep track of receipts, travel itineraries, and so much more all in one place.

Packing and trip lists: lists are your friend

When it comes time to pack for your business trip there is nothing more important than having a list ready with everything you need to start your business travel plans, especially if you’re a regular business traveler. That means having a running list of those elements that you can’t travel without like your passport or ID, your computer, a mouse, a pen and notebook, or your business cards.

Consult our ultimate packing list for more ideas about the travel essentials.

Make a list of all the travel extras

Extras can be things like checking a bag, traveling business class on a flight, purchasing an in-flight meal, having a driver pick you up, and more. The kinds of extras permitted might depend on your company’s travel policy. For example, taking a taxi instead of the bus to the airport may or not be allowed based on the budget per trip your company has in mind, so make sure to check with your travel manager, HR or office manager about what is and is not allowed. 

Search for business travel deals

Finding business travel deals is perhaps the most important and time-consuming task when it comes to making your business travel arrangements. If your company doesn’t already work with a TMC, you may consider urging them to sign up for a corporate travel management solutions company who can help you find the best (and most convenient) travel deals . 

Some other cheap travel hacks for regular business travelers are:

• Be flexible with dates
• Travel in the middle of the week instead of Monday or Friday.
• Consider traveling via a historically cheap destination to get to your final destination
• Go with budget flight options like RyanAir, EasyJet or Vueling

Business travel by flight

Business travel by flight is one of the hardest parts of booking a business trip. How can you find the most convenient and shortest route without having to pay an arm and a leg? There is also a fine balance between the amount of time you dedicate to searching for cheap flights and the amount you pay because after all time is money, so you don’t want to whittle away your time to spend a little less. Find out the top 10 flight apps to book your business trip.

It’s also hard to know, whether hand luggage is enough for you when traveling by air, whether it’s worth-it to book business or first class (and if your company even allows it). One of the most important things is to familiarize yourself with your company’s travel policy so you don’t find surprises when it comes time to having your travel approved. 

Checked or hand luggage only: Is hand luggage enough for you when traveling by air?

So should you go with checked or hand luggage only? Is hand luggage enough for you when traveling by air? Our rule of thumb when is to ask yourself the following questions, which can help you decide whether hand luggage is enough or if you should consider fronting the extra bucks to check a bag:

• Is your meeting formal or informal? If it’s formal you may want to consider checking a bag so you can keep your suit or blouse from wrinkling.
• How many days are you traveling for? 1-4 days of informal business travel can easily be packed into hand luggage only. Beyond 5 days, it’s definitely worth checking a bag or if you have to deal with cold weather or different climates on the different stops in your trip.
• Will you be adding time on for bleisure or blended travel? If you decide to add in extra days either before or after your trip you may consider throwing in a bathing suit to hit the beach or the spa or some extra clothes that don’t necessarily scream “I’m on a business trip.”
• What kind of traveler are you? If you’re the kind of traveler that wants to throw in your rain boots and parka in case it rains when you’re traveling to Spain that has an average of 50 days of rain a year, then you might consider checking a bag. If you’re a “worst case scenario” type of traveler then just a carry-on will most likely never suffice. 

Hotels for business travelers

Choosing the right hotels for regular business travelers is no easy decision. Breakfast or no breakfast? What kind of amenities are non-negotiable? Is it better to be close to the office or downtown? Should you choose a hotel just because they include airport pick-up? There are so many questions to ponder that we’re going to dedicate an exclusive post just to choosing hotels for business travelers. Stay tuned.

Use the right tools for booking hotels for your business trip

Kayak, Skyscanner, Google flights or Hopper are all great tools for your every day trip, but when it comes to business travel, you want a company like GetGoing travel management for businesses that will help optimize and streamline your booking process. The easier trip planning is, the less time you will have to spend planning and the more productive you can be in your daily job. 

And that’s how you plan a business trip

Review and refine the process for planning a business trip . To do so, create a short survey that you can share with your team so you can evaluate how the trip went and assess whether the goals of the meeting were accomplished. This is an important step, especially when deciding whether to travel or not to travel for future trips.  The more often you reach your goals and the more your goals are reliant on a trip to meet them, the more it makes sense to travel. 

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Expert Business Travel Tips for a Smooth Business Trip (40+ Ideas)

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This article was originally published on our site Nomad Paradise. As part of a rebrand, we are publishing all our travel packing and tips content in one place for you to enjoy - The Travel Method. For world cuisine and recipes, you can keep visiting Nomad Paradise.

Business travel is a necessity. Whether you’re an intern or a CEO, the world of work is global. But where those traveling for leisure can afford the luxury of slipping into bed after a long flight, business travelers simply cannot. Important meetings will not be rescheduled because you made it in at 2 a.m. Conferences still expect you to speak, no matter how tired you are.

But in today’s age, business travel does not have to derail you. As travel has evolved, so have our methods of dealing with it. With the input of seventeen professionals who frequently travel for work, we’ve compiled a must-read list of over forty essential tips to help make your next work trip run smoothly.

Booking Tips

Dress for upgrades.  

Katherine Rothman, CEO of  KMR Communications , says it’s much easier to get upgrades when you board a plane or arrive at a hotel if you’re dressed smartly and look the part.

Always make sure you have an assigned seat. 

Katherine also says it is much harder for an airline to ‘bump’ you with an assigned seat, which could potentially be disastrous for your business trip.

Scan your accommodation’s Twitter posts. 

Nick Gray, founder of  Museum Hack , says it’s wise to scan your hotel’s Twitter posts before arriving. Many hotels run social media promotions that allow you to feel like a VIP without spending like one.

For example, sometimes, Kimpton Hotels post a social password on their Twitter account. When you say the social password at check-in, you’ll get a surprise, which could include a free bottle of wine, parking, a coffee mug, drinks at the bar, a room upgrade, dining vouchers, a hot chocolate kit, or an in-room movie.

Book your flight in incognito mode on your browser. 

Founder of  Talk Travel , Saurabh Jindal, always books flights through a new incognito window. Incognito mode does not store cookies (served by the website) on your system. Thus, it cannot track you.

Therefore, the website you are booking through cannot raise the price, which could be triggered when a user searches for the same thing more than once.

Check fares with Skiplagged.  

David Pike, founder of the  New York Trolley Company and advisor for startups at Founder Institute, always checks the Skiplagged app before booking. It shows you hidden fares to cities by missing the second leg of a flight.

For example, if you want to fly from New York to Nashville, Skipplagged might find a cheaper flight from New York to Chicago with a layover in Nashville. You wouldn’t board the second flight, hence saving money. You won’t, however, be able to check a bag.

Packing Tips

Pack as light as possible. 

Everything In Its Place  founder Eileen Roth packs skirts and dresses, as they are thinner than slacks. Blouses are also a good choice, as they are thinner than sweaters. Less weight means you can pack more.

If it’s cooler in conference rooms, add a sweater and suit jacket in a basic black to top off the outfit and change that every other day.

Wear the only pairs of shoes you bring. 

Frequent traveler Carmella says if you do, your shoes should be waterproof, airport-sensible, and business-appropriate everywhere from Canada down to Texas. Short black leather boots with the lowest heel are a sensible choice.

Even with TSA precheck, liquids are a gamble.  

Between reusable water bottles, mouth rinse bites, and solid shampoo bars, there is no need to carry liquids. Pare down the toiletries and replace them with dry products.

Leave your designer luggage at home.  

If you are traveling abroad, as much as you might treasure your designer luggage, leave it at home, says Katherine Rothman. Why advertise to thieves that you have money or make yourself more noticeable? This is not a time you want to stand out.

Keep a pre-packed travel bag at home. 

Emily Mandagie, photographer and one half of travel blog  The Mandagies , has a dedicated business travel bag on hand, pre-packed with travel essentials before any trip. Although you’ll need to pack certain things on-demand, like clothes and shoes, some items like toiletries, cosmetics, and other travel products will generally stay the same. This way, you can unpack quickly after a trip and repack, knowing you have exactly what you need for the next trip cycle.

These pre-packed items include a toothbrush, toothpaste, floss, lotion, and even a small container of shampoo and conditioner. When it comes to tech, Emily will also stow away a phone charger, extra batteries, and headphones.

Time-Saving Tips

Book non-stop flights.

Katherine Rothman recommends that you try booking non-stop flights whenever possible, even if it costs more.

If you are on a business trip where you may be meeting with prospective clients or partners, saving yourself the stress of potentially missing your layover if the flight is delayed pays off in the long run.

Sign up for TSA pre-check .

If you’re a United cardmember, you can have global reentry and TSA precheck reimbursed, Carmella says. Skip lines and rack up miles!

Utilize ‘priority luggage.’ 

This means your luggage will be the first to come off the plane. When you check your bags outside, you can usually tip $5.00 and say, “will you ticket me for priority baggage” and 99% of the time it works – people just don’t know it can be done. Katherine Rothman has used this time-saving technique many times.

Save all appointments (including addresses, names, and phone numbers) on your agenda. 

Local Insiders  founder, Silke Wolf, says this will save you time and make your trip so much more worry-free. The same applies to the information you need to prepare for your appointments.

To travel light and paper-free, save all documents to a specific folder on your Google Drive. (Don’t forget to make it available offline). This way, you’ll stay organized, and you can access all the information you need on the go.

Pre-Flight Tips

Before leaving, download important maps offline. 

Make sure directions, itineraries, and maps are downloaded to your phone offline, along with some music and podcasts for potentially bad service areas and the plane ride.

Take photos of receipts with an app. 

Alternatively, save the photos of receipts to Google Drive. Being prepared pays off when you least expect, as you never know when you’ll need to show proof of purchase.

Keep a Xerox copy of your passport.  

Katherine recommends keeping a copy of your passport in a separate place from your actual passport. If you lose your passport, this makes things much easier.

Never board a plane without two bottles of water and snacks.

Katherine also recommends buying two bottles of water and snacks before boarding the plane. You never know when your plane can be held on the ground for hours or diverted to another airport, and the airline crew may run out of food and drinks or not be allowed to serve.

Get organized with a list. 

Monica Kang, founder of  Innovators Box,  says that when you travel for work, you have to think about your dress code, what you bring, and, in her case, also a lot of materials she uses for workshops. It’s not fun when you bring the wrong outfit or not enough materials.

Monica recommends piling a list of things you want to bring in a room at home over a few days. That way, when you pack things last minute, you already have the core things you need to take with you readily available and won’t have a chance of forgetting them.

Don’t plan too much.

Silke points out that planning too many activities is one of the biggest mistakes business travelers make. Always consider travel times. And add some extra time in between meetings to accommodate factors beyond your control (traffic jams, late arrivals, etc.).

This will make your business travels so much more relaxed as you won’t have to rush around to be on time. This will give you peace of mind.

Essential Gear

Buy a lightweight suitcase.

Carmella says to find a lightweight, durable suitcase. Keep it extra small to fit in an overhead compartment on the express planes. If you have to check luggage, you can’t change flights to get home faster or to avoid bad weather.

Many flight attendants seem to use TravelPro, but there are also other quality brands on the market.

Use a 4-wheel carry-on case.

Management consultant Layton Cox says he lives and dies with three travel bags. The first is a simple four-wheel hard-case carry-on. In a perfect world, don’t get black. Everyone has black.

It also doesn’t have to be a huge brand name. Ninety percent of your clients will never see your luggage. He also suggests you find a bag with cloth or leather around the zippers, as the plastic and rubber tend to break after a while.

Use a briefcase with a slide.

Layton says the second bag every business traveler needs is a simple briefcase that fits over the handles of your carry-on. If you get a normal briefcase that does not fit over the handles of your carry-on, it becomes nearly impossible to operate your cell phone as you walk through the airport since both your hands are busy.

Make sure it has a laptop pocket. Your client will see this briefcase, so get black or brown leather. Nothing else.

Buy an anti-theft backpack.

If you’re worried about expensive and essential items being stolen, such as your trusted laptop, an anti-theft backpack is definitely worth looking into.

Travel with an electronics holder.

Layton’s third and final bag he always travels with is a simple electronics holder. It can be a packing cube filled with electronics and cords or a simple wallet-esque item that can hold a cellphone charger, headphones, and various other cords.

By having just one item with all of your electronics in it, you don’t have to worry if you packed your charger or that HDMI converter, as it’s always in the bag.

Use a rolling computer bag.

Eileen suggests that if you carry a laptop, you should use a rolling computer bag to carry papers, files, conference info/workbook, a pad of paper, and even snacks.

You probably will have extra room to add your makeup, hairbrush, and maybe a third pair of shoes or an extra purse.

Pack a travel adapter.

Victoria Thompson, Social Media Manager at Haystack Digital, says to always plan ahead and have a spare adaptor depending on which country you are visiting.

This will save you time and money in the long run, as adaptors at the airport always cost a fortune.

Bring a travel pillow.

Victoria also says packing items that are going to help you sleep is a must. Invest in a travel pillow that will help you sleep either in the hotel or on the airplane.

Use packing envelopes.

Nifty garment folders can help keep blouses, shirts, skirts, and slacks more wrinkle-free than trying to roll things or pack them in packing bags. Instead, use packing bags only for underwear and sleepwear.

Travel with a micro-router.

Team Building CEO, Michael Alexis, says the most useful item he travels with is a micro-router. You can connect a router to a wifi connection, for example, at a hotel or on a flight or cruise, and then connect all of your other devices to the router.

This setup has two major benefits. First, in cases where you pay for a connection, you only need one connection to service several devices. Secondly, you save time. Once set up, your devices connect to the router automatically, so you are entering login information only once.

Programs & Loyalty Schemes

Get a Rewards Credit Card.

Nicole Sutherland, travel photographer and writer at  Eat Live Travel Drink,  recommends the American Express Platinum. This gives her access to a bevy of perks that include airport lounges around the world, including their own private Centurion ones, Priority Pass, and Delta lounges.

Companion Pass Hack on Southwest Airlines. 

Nicole also recommends applying for both the Southwest Airlines personal and business cards if you run a small business. Each card gives you bonus miles when you spend a certain amount of money.

And, if you earn a certain number of miles in a year, you earn the companion pass, allowing a companion to fly free with you every time.

Get TSA Pre-Check, Clear, and Global Entry. 

Dave Pike says TSA Pre-Check, Clear, and Global Entry can save you hours every time you fly. The $85-$110 investment is well worth it and is deductible if your employer requires it.

Score free upgrades using airline loyalty programs. 

Torben Lonne, diving enthusiast and founder of  Dive In,  says one of his favorite travel hacks is getting a free upgrade to business class. Your chances are lower than scoring a last-minute seat change in the same class, but it’s still possible.

If you have air miles or loyalty points with your preferred airline, this increases your chances of getting upgraded to business class in the event of an overbooking. The passenger with the highest loyalty points gets automatically upgraded when this happens.

If there are more overbookings on the same flight, they will choose the passenger with the second most loyalty points and move down the list accordingly.

Get a co-working space membership.  

Upflex  CEO and co-founder, Christophe Garnier, says the last thing you want to think about is being confined to a coffee shop or hotel room for work.

When it comes to business travel hacks, the ability to easily find and book a good co-working space is paramount. It will help you save time and money while making local connections and making you more productive.

This is why co-working booking platforms are becoming business travelers’ new best friend – they aggregate available workspaces from around the world and let professionals book them on an as-needed basis.

In-Flight and Transport Tips

Make your final seat selection at the last moment.  

Torben recommends waiting until the last moment before making your final seat selection. You can do this through your smartphone via the web or the airline’s app and guarantee a window seat with a little patience.

Every flight has cancellations and last-minute seat changes, so all you need to do is wait until 30 minutes before boarding to book your final seat.

This is perfect when you’re stuck with a bad seat from when you booked the flight initially as a zero-cost ‘upgrade.’

Book your parking beforehand.

Head of Digital Marketing at YourParkingSpace , Gregory Golinski, says one of the worst challenges faced by business travelers is finding a parking space. You don’t want to be late for a meeting with a client because you’ve been circling around for an hour looking for a parking space.

He suggests pre-booking a parking space via online parking marketplaces such as Spothero in the US, YourParkingSpace in the UK, or Parkhound in Australia.

These platforms can help you book a private driveway or garage in advance so that you don’t have to look for a parking space for hours and can be on time. This can help you save time, money, and your sanity while on a business trip.

Safety Tips

If you are a woman traveling alone, ask for a room closer to the elevator in your hotel.

A safety tip for solo female travelers from Katherine is that you book a hotel room closer to the elevator. This way, you are not walking through long hallway mazes at night.

Make sure you get enough sleep and downtime.

Monica is extra mindful of where she spends her time, how much she sleeps, and what she eats. If she’s booking her time to meet other people and socialize, she will be too tired to deliver her work.

She also recommends downloading a few shows to binge-watch to decompress and rest. At the end of the day, if you show up feeling tired to do your work, why would they want to invite you back?

Be careful with the hotel wifi.

Ben Sadeghipour of Hackerone says it’s so easy to make fake wifi networks to track everything you’re doing online. At a hotel, you might see “Hotel Wifi” and “Hotel Free Wifi” and not know which one to pick.

Pick wrong, and a criminal will be able to track when you’re on their network or out of your hotel room. Also, never trust something that requires software to be installed. This is a sure sign of malicious activity.

Don’t post your boarding pass on social media.

Even if you cross out the numbers, you’re still at risk. There’s information hidden in QR codes that can be used to steal your personal data.

Be wary of public charging stations.

Public charging stations are a godsend when you are constantly on the go or your flight is canceled. However, anyone can steal information from your phone via USB. Always make sure you bring your own charger to plug into outlets or use a USB data blocker.

No matter how important or time-sensitive your business trip may be, don’t let the stresses and strains of travel get in the way of your success. Use these expert tips from successful business travelers to plan a trip that runs smoothly, allowing you to deliver your world-class presentation or land that lucrative client.

We’d love to continue adding to this list. If you have a little-known expert tip, feel free to reach out to us and share your words of wisdom.

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Dale Johnson is a content creator from the UK. He has traveled full-time for over three years and to over 30 countries and writes on a number of travel-themed topics, including travel packing tips and the latest gear.

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August 26, 2018 By Michelle Maraj 35 Comments

The Ultimate Packing List for Work Trips

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

As you start to travel almost every week, your business trip packing list will become routine. You might find yourself packing for your corporate trip in less than fifteen minutes! When trying to create my packing list for a work trip, I consider what items I will pack for personal travel as well. My work trip packing list is similar to my regular travel packing list, just the types of clothes that I bring will change. If you travel frequently enough, you might find it helpful to keep some items permanently in your suitcase, and only repack your clothing every week.

Building a Packing List for a Work Trip

Since I travel on a weekly basis, this Ultimate Business Trip Packing List is broken up by the following:

• Essentials left in my suitcase each week
• Items refreshed each week
• What’s in my laptop bag
• What I expect at the hotel

Packing Essentials for a Business Trip

If you travel for work frequently enough, it may make sense to have “doubles” of your toiletries, so you do not have to include them on your business trip packing list and pack them every single week. I keep the following items in my suitcase at all times:

Umbrella  // It is a good habit to check the weather before you start packing, but I have a small travel umbrella that I leave in my suitcase at all times, just in case. If you have an outer pocket on your bag, I would recommend leaving the umbrella in that pocket for easy access.

Toiletries // I keep travel-sized bottles of all of my usual toiletries in my suitcase at all times. This includes small bottles of: shampoo, conditioner, face wash, make-up remover, lotion. I then refill these every few weeks as needed. In addition I will keep a double of my toothbrush, toothpaste, cotton balls, deodorant, hairbrush and hair ties, and razor so that I do not need to repack these each week. As a woman, I also keep tampons and pads in my suitcase at all times.

Spare phone charger // I have a habit of leaving my phone chargers behind at home or at the office, and I have accidentally traveled without a phone charger before! Now, I always leave an extra phone charger in my bag, just in case.

Laundry Bag // My  Away Bigger Carry-On  suitcase came with a laundry bag inside, and I use this to keep my dirty clothes separate from the clean clothes I have not worn yet. I would recommend bringing some type of reusable bag to use as a laundry bag in your suitcase, so you can keep dirty underwear and socks at minimum separate from your work clothes.

All of my toiletries on my business trip packing list are travel sized, so that I do not have to worry about checking a bag. I keep shower items (shampoo, conditioner, face wash) in a separate plastic bag from my remaining items, so that when I am fast to unpack after arriving at the hotel. I use this TSA-approved clear toiletry bag to keep my items organized.

Refreshed Each Week While Traveling for Work

When I am traveling for work, I always bring enough clothes for the number of days that I am traveling, plus one extra day. You never know when you will spill something on your shirt, or you get stranded somewhere overnight! If I was traveling for work Monday through Thursday (3 nights), and I dressed business professional and wore a suit on the plane there, then I would pack in my suitcase:

4 Button-Up Tops // I primarily wear Express Portofino Shirts to work. I like these tops because you can wear them with a blazer, without a jacket, and even out to dinner in the evening. They are very versatile, and a staple in my work uniform. I always pack one extra shirt than days I am traveling – if I am staying 3 nights, I will pack 4 shirts to have one as a back-up.

2 Work Bottoms (Pants or Skirt) // If you include the dress pants that I wear on the plane, I would typically pack two additional bottoms to rotate between. I will bring additional bottoms that coordinate with my blazers for the week. For example, if I am wearing a black blazer, I would choose black bottoms. Navy blazer, navy bottoms.

1 Additional Blazer // Some people can get away with only bringing one blazer (worn on the plane) with them during the week, especially if you only wear your blazer while traveling but then take it off during the day while working. I personally like to bring a blazer to rotate between, and as a back-up in case I spill something on my other blazer.

1 Pair of Jeans, No Holes // It is a good idea to bring a pair of casual pants for when you are going to a team dinner or running errands after work. Occasionally I will wear my work pants to dinner as well, so I do not feel a need to bring more than one pair of casual pants. I opt for no holes or tears, to remain slightly more professional.

1 Pair of Heels // Assuming I already wore a pair of heels on my travel day to the client, I will bring an additional pair of heels to rotate between. I find that if I try to wear the same pair of heels everyday for a week, that they will start to smell.

1 Pair of Casual Shoes (Sandals or Flats) // It’s a good idea to bring a pair of casual shoes, for both team dinners or walking around the hotel. If you need to run down to the front desk, it’s a bit awkward to do so in pajamas and heels.

4 Pairs of Underwear // Always bring an extra pair, just in case!

4 Pairs of No-Show Socks // Whether you need no-shoe socks for your heels or dress socks for your shoes, don’t forget to pack your socks in your suitcase.

1 Set of Pajamas // You will not want to sleep in your dress clothes at night; don’t forget to pack a set of pajamas in your suitcase. My pajamas are usually a free firm shirt and a pair of shorts!

Work-out Clothes // I don’t typically work out during the week while I am traveling, but I threw this on the list so that you do not forget. It is a good idea to work out on the road, but you will need to find extra space to fit your work-out shoes and clothes. It’s possible, though!

Make-up Case //  My make-up case contains all of my daily-wear make-up, and since I use the same make-up on the weekends I will repack this each week. Depending on your routine, it may make sense to have doubles of your make-up on your business trip packing list as well

Hair Dryer  // You may be fine with the hotel hair dryer, however I have been working on improving my hair maintenance. I recently invested in the T3 Featherweight Compact hair dryer – it is so fast at drying my hair, and it is great for traveling. This hair dryer came with a dust bag and the hair dryer folds in half, for easier packing.

Jewelry // Depending on the level of formality, I might bring my jewelry case while traveling . I prefer studs or small hoops for a professional look, and might bring a few necklaces and bracelets to rotate between.

I also have developed a wardrobe that will work for both the work day and the evening. The shirts or blouses that I bring are usually convertible and fine for dinner in the evening. However, if you are wearing nicer shirts or dresses during the day, you may also want to consider packing casual tops for the evening as well.

My Laptop Bag Necessities

My biggest fear is leaving my laptop charger at home. Most of these items are always in my work bag and travel with me even to the office, but I wanted to go ahead and include on the packing list for work trips here. 

Work Laptop & Charger // Make sure that you bring your work computer! It’s difficult to get anything done without your laptop and you do not want to waste time waiting on it to be shipped. The single most important thing for you to bring is your computer.

Wireless Mouse // You can order a cheap mouse off Amazon  for less than $10, and you can bring it on the road to increase your efficiency. I always opt for colors other than black, so that it does not get mixed up with anyone else’s belongings.

Headphones // I love my AirPods as they are great for taking calls, but any type of headphones are a good idea to keep in your work bag. You may have to take phone calls or watch videos in a conference room with your colleagues, and it is much easier to take these calls hands-free.

Phone Charger // I leave a phone charger in my work bag as well, so that I can charge my phone on the go. Especially if you are wasting time at the airport, it is important to keep your phone charger so you can contact coworkers when you land, or call an Uber if necessary.

Office/Client Access Badge // If you have been traveling to a client for a while, you likely received some sort of access badge to get into their building. You do not want to have to bother your client to get another badge assigned to you, or go through the hassle of speaking to security each time. If you have an access badge, make sure to leave it in your work bag so you do not forget it.

Pens & a Notepad // Even though we primarily use our computers these days, you may need to jot down client notes while your computer is loading, or draw out a sketch to explain an idea. It is a good idea to leave pens and a notepad in your bag at all times, so you never have to worry about asking your coworker to borrow one.

Gum  // Especially after a long flight or lunch, you will want fresh breath over the course of your work trip. Make sure to pack some gum in your laptop bag, so that you always feel fresh.

These items are always in my bag, so I will usually have them on my work trip as well. You never realize how badly you miss your wireless mouse until the day that you accidentally leave it at home!

Packing for a conference? Check out our post on What to Pack for a Business Conference . 

Hotel Expectations During a Business Trip

There are a few items that I do not have on my packing list for work trips, because I expect my hotel to have them. If you are not picky about your toiletries like shampoo or conditioner, it would be much easier to just use the hotel versions rather than worrying about leaks in your suitcase. These items include:

Hand Lotion // I am picky for my face, but not for the rest of my body when it comes to lotion. It’s one less bottle that I have to pack, so I do expect to be able to use the hand lotion available in the hotel room.

Water Bottles // You typically get free water bottles with Marriott Platinum! It is greener to bring your own reusable water bottle, however I will admit I do not usually remember to. I do expect that there will be water in my hotel room, or at least easily accessible in the hotel, when I arrive.

Iron // One day, I do hope to invest in a portable steamer. For now however, I do expect an iron in the hotel room so that I can iron my clothes. I like to unpack the night that I arrive at the hotel, and I iron all of my clothes for the week at once. It can be difficult to iron all of your clothes the first night since you are likely tired from traveling, but you will thank yourself later in the week.

Towels // I know some consultants are particular and prefer to bring their own towels, rather than using those available at the hotel.  I, however, expect towels in the hotel and will gladly use those.

The single most important thing to bring on your business trip, honestly, is your work laptop. If you need toiletries that aren’t found in your hotel room, you can often call the front desk and they can bring additional toiletries to you. I ran out of toothpaste and forgot to re-pack it, and fortunately the hotel always has toothpaste packets to offer. Everything else, you can buy on the road.

Packing Your Suitcase for a Business Trip

When packing my suitcase for a work trip, 50% of my suitcase will be clothing. I use three packing cubes that fit in the compression compartment of my suitcase – one cube for my blazers and pants, one cube for shirts, and one cube for underwear.

If you liked the Ultimate Business Trip Packing List, you can download a free pdf checklist below. If there’s anything missing from this packing list, let us know in the comments below.

Learn more about traveling for work

• 10 Work Trip Instagram Captions
• Why a Trolley Strap is a Requirement for Your Next Work Bag
• 5 Challenges of Managing Remote Employees
• Matt’s Flights Custom Search – Here’s Our Review of What He Found
• Jey&em ONE Suitcase Review

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The Ultimate Business Travel Checklist

Over the years, I’ve been on many business trips, and how successful they were almost always came down to how well they were planned.

There’s an awful lot to think about when planning a business trip, from where to stay to what to pack. You also need to prepare for your home and office while you’re absent.

In this article, I cover everything you’ll need to do to set yourself up for a successful business trip, including tips for accommodation, packing, transportation, preparing your home and work space, and purchasing your flight.

While getting to travel on the company’s dime sounds like the Holy Grail of great travel jobs , it can honestly be a lot of work to organize a business trip . Below you’ll find my complete business travel checklist so you’ll be able to plan the best trip possible, and avoid my mistakes!

In this article, you’ll find a:

• Business Travel Checklist , which covers all aspects of getting ready for a trip other than packing.
• Business Trip Packing List , with everything you’ll need for a successful trip. Scroll down for our printable business trip packing list!

Our business travel checklist

Click here to download a printable business trip travel checklist!

Your first steps

First, find out who’s responsible for your travel planning. Some businesses leave all the travel planning and flight booking to their employees, and have you submit your receipts later. Other businesses will handle every last detail of your travel planning (lucky you!) from pickup at the airport, to flights, hotels and accommodation.

Most businesses fall somewhere in between. It can save you a lot of hassle if you find out who’s responsible for what, early on.

Years ago, I had a last minute business trip to Amsterdam where I spent a few hours and a lot of stress trying to find affordable accommodation in the city. It turns out my employer had already arranged a place for me to stay with a colleague. Even if you think you know who’ll plan your trip, ask!

If you’re responsible for booking your flight, and you’re looking to save money, be sure to check out our post on six easy steps for nailing the cheapest flight . o start, we really love getting a quick price comparison on Google Flights (here are a few great tips for using Google Flights ) or Skyscanner .

Check flights on Skyscanner.

If you’re flying regularly for business, be sure to sign up for an airlines loyalty program, and book with them as much as possible. This can translate into some great upgrades and free flights as well as other perks.

Get your work place ready

So you don’t worry about work while you’re away, and to ease your transition back when you return, try to get your affairs in order at your office before you leave.

Make sure you finish the work projects you are currently working on.

Let coworkers and business partners know where you’re going, and how long you’ll be gone.

Set up an out of office email, if necessary.

Prepare the schedule for your business meetings on your trip; you should know exactly where and when each meeting will take place.

Make sure you’ve organized all the important documents for your trip, including the confirmations, copies of your travel documents, presentations and handouts. Print them out, if necessary, and insure they’re saved to a zip drive or on your hard drive. It’s a good idea to back them up to a cloud service (we like Amazon) to ensure that you can access them anywhere in the world.

Prepare your home for when you’ll be gone

Tell your family about your exact itinerary and leave your addresses and contact phone numbers.

Tell a trusted friend about your exact itinerary and ask someone to take care of your family pets and plants while you’re gone.  If you don’t have a friend or family member that can pitch in, consider getting a housesitter. Probably the most well known and largest place to find house and pet sitters is through  Trusted Housesitters .

Check sitters available on Trusted Housesitters here.

Take safety measures, such as locking all doors and windows, turning on the alarm and try to create the illusion that you are at home by turning some lights on or with a radio that has a timer function.

Suspend or redirect routine deliveries such as newspapers or milk, if necessary.

Give the house a quick clean before you leave. Normally, my house is kinda messy and chaotic, but I hate coming home to a dirty, messy house after a trip, so we give it a complete clean before we go. It’s nice to be able to relax a bit when you get back, rather than stress about how messy the house is.

Turn down the thermostat if it’s cold outside or turn it up if it’s really hot. There’s no point warming or cooling an empty house.

Make sure you check with your home insurance to see if you need to have someone check in on your house while you’re gone. Each home insurance policy is different, but many policies won’t cover damages from floods, water leaks, break ins or theft if the house is not regularly attended.

Travel preparations

If you are going abroad, make sure you have all the necessary travel documents.

If you need any vaccinations or medical documents for the country you are going to, take care of that, too.

Get some cash in the local currency. There are ATMs in nearly every airport in the world. however sometimes the lines are long or the machines are down. You don’t need money for your entire trip, just make sure you have enough on hand to pay for the taxi and a bite to eat when you get there.

Look into any specific workplace customs or practices for where you’re traveling. There’s a great article here on business culture in Singapore , and one for Japan here . A quick Google search should help you find others.

World Nomads Travel Insurance

Charge all of your devices the day before you leave on your trip. That way you won’t be caught flat-footed if your plane doesn’t offer outlets or USB charging ports.

Where to Stay

I’ve put these tips near the beginning, because I honestly believe that your accommodation is the most important part of your stay once your dates are set and your transportation is booked.

Start looking for accommodation early. It can be surprising how early accommodation books out. The earlier you start looking, the easier it will be for you to find a good place for a good price.

Look beyond a hotel room. Hotel rooms are often small, impersonal and honestly, overpriced. You’ll probably be surprised at how favorably the price of a fully furnished, serviced apartment compares. Corporate apartments also have the advantage of having essential business amenities like fast WiFi.

For example, corporate serviced apartments are often more comfortable and private than a hotel. Singapore’s well known as being one of the most expensive destinations for business travel in the Asia-Pacific region, making value for your dollar especially important.

Stay close to work. Look for accommodation that is not far from the place where most of your meetings will take place to avoid having to commute in a foreign city. I’m often surprised how bad traffic and subway crowding can be, even during off peak hours.

Make it work friendly. Make sure your accommodation has a work space where you can use your laptop and make phone calls. A small table and chair will work perfectly.

At the airport and in the air

Savvy business travelers suggest signing up for Global Entry and TSA Precheck . Global Entry is a U.S. Customs and Border Protection program that pre-qualifies you for faster customs, while TSA Precheck will get you boarded faster, as many US airports have special (and faster!) precheck lines where you can skip needing to remove shoes, laptops, liquids, belts or light jackets.

Double check any baggage requirements.  You never know when the rules will change. The USA has even floated the idea of banning laptops in the cabin for all flights that depart, land, or even touch down in the USA.

Try to travel carry on only. Checked bags have a potential to be lost or delayed, adding to your stress. If you can do with just a carry on you’ll be more flexible if there are problems and out of the airport quicker once you land.

If you do check a bag, be sure to keep essentials like your laptop, any business documents and tech, some underwear, and prescriptions in your carry-on bag in case your checked luggage is lost or delayed.

Get a lightweight, sturdy carry on bag with wheels, and carry a personal item as well. You can find more tips on choosing a carry-on here , and our tips for choosing the best business laptop backpack here .

Get clothing designed for travel. If you’re short on space, consider getting a travel jacket or travel gear with hidden pockets or that is wrinkle resistant. We like the SCOTTeVEST women’s trench coat or the streamlined men’s Revolution jacke t.

Stay hydrated on the plane . It’s amazing how much a flight can dehydrate the body. Drink more liquids than normal, and go easy on the alcohol to stay hydrated.

Go to bed normally. Studies have shown that the best way to reduce jet lag is to get as much sunshine as possible at your destination and to sleep normal hours. Tempted to take a quick power nap? Chances are it will just extend your jet lag.

Packing tips

When you pack, use a list with everything you need (see our handy packing list below). Focus on clothing items, toiletries, personal documents, money and banking cards, chargers and the items you need for your business meetings and give yourself time to add and remove items from the list. Try to limit the items you pack to the ones that you will really need.

Tip: Check out our favorite toiletries bags for travel here!

Don’t forget to take weather into account. I can’t tell you how many times I’ve forgotten to check the rain forecast and wished for my handy travel umbrella.

I love packing cubes, because they make organizing my luggage a snap. Check out more in our blog post on how to use packing cubes .

Make sure the liquids in your carry-on luggage (such as your shampoo or your soap) are in bottles that are not larger than 3 oz. (100 ml), otherwise you risk getting them removed by airport control.

Put your shampoo and conditioner, and any other liquids that may leak, in a zip-lock plastic bag. Changes in air pressure on the plane have made liquids come gushing out of bottles more than once on my flights, and the zip-lock bags have saved my clothes from many a spill.

Don’t pack what you don’t need. If you’re certain your hotel will have a hair dryer, shampoo and conditioner, there’s no need to pack these items. If there’s none in your room, ask for one to be brought to you.

Business Trip Packing List

Your business culture will determine exactly what to bring (whether it’s formal business attire like suits or business casual), but these tips should work either way.

Click here to download a printable business trip packing list!

Personal items

Credit cards and bank cards

Any other banking or personal ID you’ll need

Business cards to hand out

Find out what business functions you’ll need to attend (e.g., formal business dinners, or giving a presentation) and include clothes for those.

Bring layers, and make sure all your clothes coordinate by sticking to colors and patterns that all mix together.

Shirt. I recommend one top per day, if possible.

Pants or skirt. I recommend one pair for every two days. If you’ve color co-ordinated your clothing, you can get away with wearing a neutral colored bottom at least two days in a row.

Underwear. I recommend one pair per day, if that’s possible, so you won’t need to bother washing them.

Jacket. Check out our favorite  casual women’s hoodie travel jacket here . For more formal business travel, we like the SCOTTeVEST women’s trench coat, men’s travel blazer, or the streamlined  men’s Jacket .

Outerwear. Depending on the weather, you may need extra gear like sunglasses and a sun hat, or a scarf and gloves.

Footwear. Make sure that you pack at least one pair of comfortable business appropriate shoes, as you never know if you’ll have to walk between offices. If you enjoy working out, make sure you bring some proper footwear for that as well.

Pantyhose. I am NOT a fan of these devices of torture, but if you’re in a very conservative business environment, they may be expected.

Tech and business

WiFi hotspot. Hotel WiFi can be unreliable, so we bring our GLocalMe portable WiFi with us wherever we go. I love having internet at our fingertips across the globe, and it saves us a fortune in roaming charges.  Check out our review of GlocalMe mobile WiFi here.

Tip! Too much gear? We understand. Read our article on how to travel lighter with electronics .

Laptop or tablet

Cell phone charger. Consider both a wall plug charger and a portable external battery charger.

Bring noise cancelling headphones. They’re not only fantastic for shutting out the chatty seatmate next to you when you’re trying to work, but they also do a wonderful job in loud hotel rooms, cafes, and new workplaces.

Tip! If you’re looking for a place to work while you’re away, check out our article on how to find the best places to work while traveling .

Plug converter. Depending on the country you’re in, you might need a different electrical plug. To make life easier, make sure all your chargers and devices are usable with 110-240 volts.

Toothbrush and toothpaste

Earplugs. You’ll thank me for this one, whether it’s for the plane or the hotel room. These affordable  Flents Contour Ear Plugs  get great reviews.

See prices and reviews.

Prescription and non-prescription drugs

Skincare products

Electric razor or disposable razor

Spare contact lenses, a case and contact lens solution if required

Prescription for eyeglasses

For women only

Bring your own tampons and pads, or use a menstrual cup like the Diva cup. In some countries, tampons can be especially hard to find, and brands can be quite a bit different away from home. Trust me, as a female traveler, the last thing you want is to overestimate the absorbency of a new product.

Optional extras

If you have the room and want to take along a few extras that’s fine. Here are a few examples.

Wide scarf in your carry on. This can double as a blanket during flight, and a fashion accessory later.

A small first aid bag with items you think you’ll need like pain relievers, band aids and cough drops. It’s never a bad idea to pack Pepto Bismol and Ex-Lax (or, as we call it, the stop and go duo).

Birth control

Voltage converters. We like this  Universal World Wide Travel Charger Adapter .

See prices now.

Tip! Check out our article on How Not to Fry Your Electronics overseas for more tips.

Travel clothes steamer or travel iron

Tide stain remover pen

Lint roller

Small compression bag for laundry

Breath mints. Avoid gum, as it’s considered rude in many countries.

Travel pillow and or blanket

Baby wipes or facial wipes. We always travel with a small pack of these, as they’re wonderful for freshening up before leaving the plane.

Snacks. We often carry small packets of trail mix or protein bars in our carry on. They’re fantastic if airplane food service is sketchy, or if our hotel doesn’t have an affordable minibar.

Was this list helpful? What do you pack on a business trip? Let us know in the comments below!

Need some more packing list tips?

Check out our  beach packing list and our road trip packing lists!

I suggest to check your wallet. Nothing is more evanescent than the title “best travel credit card.” The competitive balance is always shifting and just this month Chase seized the high ground with two of the first Visa Infinite cards issued in the United States

Thanks for the perfect checklist, Ms Micki Kosman. I use to travel often, but do not know that there is such a huge mandatory checklist to be noted. One tip “earplugs” are some useful tips for a traveller. Your tips on “easy tips for nailing the cheapest flight” were really very useful. Also, the travel Preparation tips were very useful.

You shared very important information and I read it carefully and gain amazing knowledge. Thanks and keep it up.

If I were to go on a business trip, I would make sure to find the right limousine since this will provide convenience. Well, I also agree with you that it would be a great idea to hire a person that will plan the travel. Thank you for sharing here as well the importance of talking to a family member who will take care of my house whilst I’m gone.

This is an awesome blog on travel checklist, very helpful and full of resources that will save you time and money when you travel.

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• Packing Lists

Business Trip Packing List for Overnight, 3-Day, and 5-Day Trips

Published September 19, 2023

Written by:

Laura Lopuch

Laura’s first trip was when she was 3 months old, instilling an insatiable wanderlust. She hasn’t stopped traveling, or writing...

Fred Perrotta

Co-founder, tortuga.

Fred Perrotta is the co-founder and CEO of Tortuga. His first backpacking trip to Europe inspired him to start the...

The Tortuga Promise

At Tortuga, our mission is to make travel easier. Our advice and recommendations are based on years of travel experience. We only recommend products that we use on our own travels.

Table of Contents

Whether you’re heading out on a last-minute, overnight business trip, or a five-day conference abroad, packing for business travel is always different than prepping for a fun vacation.

Your work trip packing list will likely include more electronics and gear. So you’ll need to plan around the extra items and weight.

Also, traditional business clothes are notoriously delicate and wrinkle-prone, so they can be difficult to pack.

This article will break down how and what to pack for your business trip. We’ll cover men’s and women’s business clothing , advice on managing your electronics, and more.

Protect your laptop when you fly.

• Personal-Item-Sized
• Comfortable to carry
• Built to last

How to Pack for a Business Trip

Carry on plus personal item.

When packing for a work trip, use carry-on-sized luggage plus a personal item that can carry your laptop.

How to Pack Your Laptop for Travel

Pack your laptop in your personal item when you travel, ideally in a backpack, briefcase, or messenger bag with a dedicated laptop sleeve for protection. If you’re using a tote or other bag that doesn’t have a padded area for your laptop, invest in a laptop sleeve to protect it.

If you’re one-bagging, make sure you choose luggage that has a dedicated laptop compartment. Remove your laptop before stowing your bag in the overhead compartment so that you can work during your flight.

Whatever you do, never, ever put your laptop in a checked bag and risk it being broken, lost, or stolen while in transit.

Roll Your Clothes and Pack Them in Packing Cubes

Once upon a time, I didn’t use  packing cubes . And my bag was a disaster. It took long minutes to find the shirt I was looking for or clean socks. Not anymore, thanks to packing cubes.

To look your best, you should fold your clothes along the seams then roll them . Yes, this even applies to most dress clothes. When you arrive, hang your clothes in the closet or even in the bathroom when you shower to release more wrinkles. Your hotel should have an iron for any necessary touchups beyond that.

For maximum organization, use packing cubes and assign each one a purpose. For example, a smaller packing cube holds underwear. A larger cube keeps your shirts organized and wrinkle-free. Then, roll them before zipping them away to make each item easy to find while preventing creases and wrinkles.

How to Pack Your Suit: Fold, Don’t Roll

A traditional, wool suit must be packed properly to keep its shape while in transit. To pack a suit in a carry on , fold it, don’t roll it.

Alternatively, you can try a wrinkle-free suit from Bluffworks or Ministry of Supply ( men’s , women’s ). Wrinkle-free, synthetic fabrics have improved dramatically from the early days of stiff, plastic-y dress shirts.

Stuff smaller, soft accessories like your socks, tie, and pocket square in your shoes to preserve their shape.

Business Trip Packing List

A good business trip packing list is built around a solid core, personalized to your needs and style. “Work clothes” can vary depending on your industry and the nature of your trip. You could be dressed anywhere from a three-piece suit to a shirt and slacks to a hoodie and jeans. Pack and dress as makes sense for your business trip.

Let’s start with the basics.

• Copy of itinerary
• Boarding pass
• Transportation and accommodations

If your business trip takes you across borders, don’t leave home without your passport. If you’re traveling abroad for your business trip, know that some countries won’t let you in without a guarantee of when you’ll leave. Pack a copy of your complete itinerary, including evidence of when you’ll leave the country, to show border security.

After your passport, your boarding pass is your most important document. Mobile boarding passes are convenient, but make sure that you’ll have internet access via your phone if you plan to use one. Or, take a screenshot of the boarding pass and use it offline through your photo app.

For your own convenience, print out the details of your transportation from the airport to your accommodations (if you’ve booked anything), the address of where you’re staying (for customs forms and taxi drivers).

I use  TripIt  to aggregate all of my trip details in one place. Using the app is more convenient than carrying a stack of printouts with me. However, paper copies are better for border crossings and for when you don’t have WiFi access or a local SIM card.

Electronics

• Phone and charger
• Headphones or earbuds
• Laptop and charger
• Adapter (if traveling abroad)

Carry earbuds if you want to travel light or noise-canceling headphones if you want a quieter trip. For the latter, we like Bose’s QuietComfort line.

The  Macbook Pro  and  Macbook Air  are the most popular choices for Apple users. We recommend the lightest computer you can get that doesn’t sacrifice the performance you’ll need. Dave at Too Many Adapters wrote a helpful guide to  choosing a laptop for work and travel .

• Eye mask and ear plugs
• Water bottle
• Kindle or book
• Pen and notebook

If you’re taking long flights or overnight trains, earplugs and an eye mask make for all-natural, compact sleep aids.

Get a reusable, refillable water bottle for your travels so that you can stay hydrated without generating the extra trash of plastic bottles.

I’m still old-school and read physical books instead of using a Kindle. Either way, don’t forget a good book to pass long hours waiting or traveling.

Clothes: Business Travel Wardrobe

When packing clothes for a business trip, look for items that pull double-duty and that can be dressed up or down.

Meaning: that black dress looks equally stunning with a scarf for a casual business meeting or a statement necklace for a client dinner. Whatever your personal style is, pack items that make you feel comfortable and confident.

Although the exact items will differ depending on your style and gender, the clothes section of a 3-day business packing list looks like this:

• 3 tops; 2 dress tops and 1 casual top
• 1-2 bottoms
• 3 pairs of underwear
• 3 pairs of socks
• 1 set of pajamas
• 2 pairs of shoes : 1 dress shoe and 1 athletic/casual shoes
• Workout clothes (optional)

Women’s Business Travel Wardrobe

Use the above business trip packing list template and add the following for a 3-day business trip.

2 Blouses and 1 T-Shirt

• 1 lightweight t-shirt to dress up or down

Pack two business-appropriate blouses or collared shirts and wear the more casual t-shirt on the plane. I love J.Crew’s vintage cotton t-shirts as they look chic (and feel comfortable) with jeans or slacks. 

Everlane has a range of modern, basic shirts that work for both business and casual attire. Their Japanese GoWeave line is especially good for travel since the fabric is durable, wrinkle-resistant, and comfortable.

• 1 dark-colored blazer or suit jacket

It’s no secret that I’m a huge J.Crew fan. Their women’s blazers fit well, look chic, and last a long time. Consider a wool blazer that keeps you cool in hot boardrooms and warm on chilly airplanes.

If you’re willing to make the investment, consider a wrinkle-resistant blazer, like the Kinetic Blazer by Ministry of Supply , that you can pack without worrying about it turning into a rumpled mess. En route, wear your blazer so it doesn’t get wrinkled in your carry on bag.

2 Bottoms and 1 Dress

• 1 pair of slacks or skirt
• 1 pair of dark-wash  jeans , worn on the plane
• 1  dress (optional)

Opt for  Betabrand’s Yoga Dress Pants  for sleek black pants made from stretchy material like your favorite yoga pants. Alternatively, look at ADAY’s line of pants for a wrinkle, odor, and pill-resistant pair of business travel pants that are technical, travel-ready, and fashionable.

I live in jeans, and even on the dressiest business trip, I’d yearn for a pair. If you’re like me, wear your jeans on the plane. My favorites are Lucky Brand jeans with some stretch woven in.

Love your dresses? Pack a versatile dress like one from  Draper James  or any of the odor-and-wrinkle-resistant merino wool dresses by Wool& .

3 Pairs of Underwear and Socks

• 3 pairs of  socks
• 3 pairs of  underwear
• 2  bras

If you want to hand wash your underwear, you can get away with packing less. However, for a short 3-day business trip like this one, pack one pair per day. Because you’ll save more on time vs packing space.

2 Pairs of Shoes

• 1 pair of business-appropriate shoes
• 1 pair of athletic shoes, worn on the plane

Pack one pair of professional shoes that are small, light, and comfortable, like this  pair of classic black heels from Clarks , or a simple and easy-to pack pair of flats or loafers by Rothy’s .

You can wear your heels through the airport, but I wouldn’t recommend it. Instead, I wear a pair of black athletic shoes that I can use for a run or workout at my destination.

1 Set of Pajamas

• 1 lightweight shirt
• 1 lightweight, athletic pair of shorts

My favorite packing light secret? Make your pajamas and workout clothes the same outfit. Snag a quick, sweaty workout in the AM and hand wash your clothes in the sink. By the time you’re ready for bedtime, your clothes will be dry and ready for you.

Men’s Business Travel Wardrobe

Use the business trip packing list template and add the following for a 3-day business trip.

2 Dress Shirts and 1 Casual T-Shirt

• 2 wrinkle-resistant dress shirts
• 1 casual shirt that’s suitable for after-dinner drinks and on the airplane

Ironing dress shirts is a pain. Instead, opt for a wrinkle-resistant dress shirt (or two), like one from Bluffworks . They are made from 98% polyester (that’s a good thing), have lots of stretch, are breathable, and dry quickly. The best part is that they’re machine washable. Perfect for happy hour or the boardroom in any city you visit.

For your casual shirt, opt for a versatile merino wool t-shirt that will stand up to the rigors of travel.

2 Pairs of Pants

• 2 pairs of pants and/or  jeans

For a pair of pants that can easily work for business and leisure alike, pack a pair of basic, but high-performance pants, like the good-looking  Outlier Slim Dungarees . If you prefer jeans, try  Bonobos’ Extra Stretch Travel Jeans  which are made from lightweight, 10.5 ounce denim and have a 1% stretch.

Stick to 1-2 pairs of pants and wear your more casual pair on your flight.

Avoid doing laundry on a quick, three-day business trip and, instead, pack three pairs of underwear and three pairs of socks.

1 Blazer or Jacket

Read the full Buyer’s Guide to Travel Blazers for all of our favorites. Or, jump right to our top pick, the wrinkle-free  Bluffworks Gramercy Travel Blazer .

• 1 pair of dress shoes
• 1 pair of athletic shoes for workouts (optional)

Think small, light, and comfortable for your shoes. Like the  Lenox Hill Cap Toe Oxfords from Cole Haan  or  Vivobarefoot Ra II.

Packing two pairs? Wear the heavier or bulkier pair through the airport and pack the lighter pair.

• 1 lightweight, athletic pair of shorts

5-Day Business Trip Packing List

For a longer, five-day business trip, be prepared to hand wash your clothes mid-trip. Or, have the hotel do it for you. Check with the front desk to see if they offer a laundry service for guests. Make sure to ask how long it will take and the price.

Not keen on doing laundry? Prepare to pack a little more in your luggage. You can still pack carry-on-only for a five-day trip. Some of our customers travel for weeks, months, or years out of just a carry on .

When your clothes get a little wrinkled or smelly, hang them up in the bathroom while you take a hot, steamy shower. The hot, moist air eases wrinkles and smells from your clothes.

What to add to the base list above for a five-day business trip:

• 2 pairs of socks
• 2 pairs of underwear
• 1 blouse or dress shirt
• 1 casual shirt to dress up or down

Overnight Business Trip Packing List

Ready for a quick, easy packing list for a one-night business trip? Reduce the number of items in your one-day work trip packing list by two.

Pack an outfit, wear an outfit, and add the non-clothing essentials.

What to pack for an overnight business trip:

• 1 dress shirt
• 1 casual shirt
• 1 pair of dress pants or skirt
• 1 pair of casual pants
• 1-2 pairs of shoes (one dress pair and one athletic)
• 1 pair of underwear
• 1 pair of socks
• 1 blazer or jacket
• Book or kindle
• Notebook and pen
• Ear plugs and eye mask
• Travel adaptor and passport (if international)

Steal a page from George Clooney’s well-refined playbook from  Up in The Air  and streamline your airport experience by packing only in a carry on bag . You’ll save time at the airport and feel more confident.

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The Ultimate Packing List for Business Travelers

Marty Levart

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Business travel can be both exciting and stressful. Having the right items with you can make your trip more comfortable and productive. In this article, we will provide you with the ultimate packing list for business travelers, ensuring that you have everything you need for a successful trip.

Editor’s Note: This article was partially generated using AI technology.

When it comes to professional attire, it’s good to consider the level of formality of your trip. Business suits are a professional staple, providing a polished and put-together look for any occasion. For a more business casual situation, dress shirts and blouses paired with slacks or a skirt are a good option. Pieces that can be dressed up or down, like a linen blazer or a black dress , allow you to create multiple outfits with minimal packing.

In terms of outerwear, consider the climate of your destination. Blazers and suit jackets are popular choices, providing a structured and put-together look. Sweaters can be worn over dress shirts or blouses for a relaxed yet professional appearance. For colder destinations, a tailored option like a peacoat or a well-fitting lightweight puffer jacket will do the trick.

For footwear, consider dress shoes such as oxfords, loafers, pumps, flats, or dressy boots. It is important to choose shoes that are appropriate for the workplace while still being comfortable enough for any sightseeing you have planned.

In addition to business attire, pack a few casual items for after-hours activities and for the flight. These can include comfortable pants , jeans , t-shirts , and sweaters .

The ultimate business trip packing checklist should always include:

• Business suits
• Professional dress shirts and blouses
• Slacks and dress pants
• Skirts and dresses
• Jackets and sweaters
• Shoes (at least two pairs)
• Socks and underwear
• A tie and belt (if applicable)
• A scarf (if applicable)
• A hat (if applicable)

It is essential to pack toiletries for a business trip, especially if you will be away for more than a few days. Consider packing items such as:

• Toothbrush and toothpaste
• Shampoo and conditioner
• Soap and body wash
• Razors and shaving cream
• Hairbrush and comb
• Facial cleanser and moisturizer
• Makeup and cosmetics
• Menstrual products
• Skincare products (including facial cleanser and sunscreen )
• Contact lenses and solution (if applicable)
• Prescription medications

When it comes to personal hygiene and self-care, it is essential to have a few items on hand. The most basic necessities include a toothbrush , toothpaste , shampoo , conditioner , soap, body wash , deodorant , and any skincare products part of your typical routine. For those who prefer a clean-shaven look, don’t forget your razors and shaving cream.

For hair care, bring along a hairbrush or comb , hair styling tools , and any hair products you use on a daily basis.

Lastly, individuals who require prescription medications should always have them readily available. Pack any necessary medication in your carry-on or personal item to ensure that they reach your destination safely.

Electronics

Staying connected on-the-go is never more important than when traveling for business. Make sure to bring the following items:

• Cell phone and charger
• Any necessary external hard drives or flash drives
• Power cords and adaptors
• Portable Wi-Fi device
• Portable charger

A laptop is a must-have for any business traveler as it allows you to work on important tasks and stay connected with your colleagues and clients. Additionally, a cell phone is essential for communication and a tablet can be useful for reading documents or presentations on the go.

Headphones can be useful for listening to music on the plane or taking calls in noisy environments. A portable Wi-Fi device can provide you with reliable internet access while on the move. Lastly, a portable charger can be a lifesaver when you are running low on battery power without an outlet in sight.

Be sure to bring important travel documents on your business trip, such as your passport, driver’s license, copies of your itinerary, and tickets. In addition to these typical travel necessities, make sure to print out any contracts, reports, or presentations you may need for your trip. Keep all of these documents in a folder or bag that you can easily access.

Miscellaneous Business Essentials

When traveling for work, make sure to pack all the business travel essentials needed to complete your job for the duration of the trip. This can include additional accessories like a briefcase or laptop bag , business cards, notebooks , and pens . If you’re giving a presentation, make sure to bring all the necessary equipment and materials, such as presentation notes, cables, and extra batteries .

Lastly, make sure to bring any industry or job-specific items that your work may require, such as name tags, ID cards, building keys, specialized gear or equipment, or uniforms.

Miscellaneous Travel Items

There are a few items you’ll want to have in your suitcase no matter the type of trip. These include:

• Travel-sized laundry detergent
• Travel pillow and blanket
• Travel-sized umbrella
• Snacks and water bottle
• Travel-sized first aid kit
• Travel adapter for charging devices
• Travel-sized sewing kit
• Travel-sized stain remover

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A beginner’s guide to business travel

Heading on a business trip, before you leave, check your company's travel policy, look up loyalty programs, stay up to date with disruptions, install useful apps, during your trip, keep your receipts, work on your wellbeing, after your trip, get ready for reimbursement, looking after a team of corporate travelers, before travelers depart, empower employees to book their itineraries, travelperk integrated travel policies, go the extra mile for executive travelers, cut your carbon, while travelers are on the road, ensure traveler safety, after travelers return, check in with your travelers, review travel receipts.

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Calculating Business Travel Costs: Expert Tips for Accurate Tracking

Calculating business travel expenses accurately is crucial for financial success and tax compliance . Mastering the techniques of expense calculation can save money and ensure adherence to IRS rules , benefiting both seasoned entrepreneurs and new business owners .

Proper financial management while on the road is essential, from tracking and estimating costs to understanding tax deductions for domestic and international trips . Managing the details of travel expenses can be tricky, but it’s an important skill for any business professional .

By exploring effective methods for tracking , estimating , and managing expenses , businesses can optimize their financial performance . This careful approach not only enhances cost control but also helps avoid potential legal issues related to expense reporting and tax compliance .

The Basics Of Business Travel Expenses

Understanding the fundamentals of business travel expenses is crucial for any professional or company that engages in work-related trips. These expenses are part of the broader category of types of business expenses , and they play a significant role in financial planning and tax considerations .

Definition and Importance

Business travel expenses are costs incurred while traveling for work-related purposes. These can include transportation , accommodation , meals , and other necessary expenditures. Accurately tracking and calculating these expenses is essential for several reasons:

• Financial management : Helps in budgeting and controlling costs
• Tax compliance : Ensures proper reporting and claiming of deductions
• Business insights : Provides valuable data for future travel planning
• Legal protection : Maintains records in case of audits or disputes

Common Types Of Business Travel Expenses

When calculating your business travel costs, it’s important to consider all potential expenses. These often fall into the category of variable expenses , as they can fluctuate based on the nature and duration of your trip.

Common types include:

• Transportation (flights, car rentals, taxis, public transit)
• Accommodation (hotels, Airbnb, lodging fees)
• Meals and entertainment
• Conference or event registration fees
• Internet and communication costs
• Laundry and dry cleaning (for extended trips)
• Baggage fees and travel insurance

Tax-Deductible Vs. Non-Deductible Expenses

One of the most crucial aspects of managing business travel expenses is understanding which costs are tax-deductible and which are not. This knowledge can significantly impact your tax deductions for small businesses .

Generally, expenses that are “ ordinary and necessary ” for your business are deductible. These may include:

• Transportation costs to and from your destination
• Lodging expenses for overnight trips
• 50% of meal costs (in most cases)
• Business calls and internet usage
• Dry cleaning and laundry for trips lasting more than one day

However, some expenses are typically not deductible, such as:

• Personal entertainment or sightseeing costs
• Expenses for family members accompanying you (unless they’re employees with a business purpose for the trip)
• Lavish or extravagant expenses that aren’t reasonable for your business

It’s important to note that the IRS scrutinizes business travel expenses closely, especially for higher write-offs. Keeping detailed records and receipts is crucial for substantiating your claims and avoiding potential penalties.

Understanding these basics will equip you to accurately calculate and manage your business travel expenses. This knowledge forms the foundation for more advanced strategies in expense tracking, budgeting, and tax planning.

Calculating Business Travel Expenses

Accurately calculating business travel expenses is crucial for financial management and tax compliance . Let’s explore the process of estimating, tracking, and summarizing your travel costs effectively.

Pre-Trip Planning and Estimation

Researching costs for your destination.

Prior to your upcoming business trip, it’s essential to research and estimate potential costs. Consider flight prices across different airlines, accommodation options and their rates, local transportation costs (taxis, public transit, car rentals), and estimated expenses for meals and incidentals at your destination.

Creating a Travel Budget

Based on your research, create a detailed travel budget by following these steps:

• List all expected expenses
• Allocate a reasonable amount for each category
• Include a contingency fund for unexpected costs
• Set daily spending limits for meals and incidentals

Expense Tracking During the Trip

Using digital tools for real-time expense logging.

Modern technology has made keeping track of business expenses more manageable. Consider utilizing expense tracking apps for real-time logging, digital receipt scanners for instant capture and storage, and cloud-based spreadsheets for easy access and updates.

Organizing Receipts And Documentation

Proper organization of receipts and documentation is crucial for claiming deductions without receipts . Here are some helpful tips:

• Keep all physical receipts in a designated folder or envelope
• Take photos of receipts as a backup
• Note the business purpose of each expense on the receipt
• Retain boarding passes and hotel folios for proof of travel

Post-Trip Expense Calculation

Categorizing and summarizing expenses.

After your trip, organize and calculate your expenses. Classifying business expenses correctly is crucial for accurate reporting and tax purposes. Follow these steps:

• Sort expenses into categories (e.g., transportation, lodging, meals)
• Sum up the total for each category
• Calculate the overall trip cost
• Compare actual expenses to your initial budget

Applying Per Diem Rates (If Applicable)

Some businesses use per diem rates for meals and incidentals. Consider checking the current GSA per diem rates for your destination, calculating the total allowable per diem for your trip duration, and comparing this to your actual expenses to use the most advantageous method.

Using Expense Report Templates

Utilizing expense report templates can streamline the calculation process. Choose a template that suits your business needs and input all expenses, categorized appropriately.

Include relevant details like dates, locations, and business purposes. Attach digital copies of receipts and documentation. Review for accuracy before submission to ensure all information is correct and complete.

By following these steps, you’ll be able to calculate your business travel expenses accurately and efficiently. This careful approach aids in better financial management and ensures you’re well-prepared for potential tax audits or reviews.

Advanced Strategies For Accurate Expense Calculation

Elevating business travel expense management requires implementing advanced strategies . These techniques help achieve greater accuracy , efficiency , and compliance in calculating travel costs.

Implementing a Comprehensive Travel Policy

A well-defined travel policy serves as the foundation for accurate expense calculation . Clearly outline allowable expenses , spending limits , and procedures for booking travel and accommodations.

Establish guidelines for expense reporting and reimbursement . Regularly review and update the policy to reflect current business needs and market conditions.

Leveraging Technology For Expense Management

Embracing technology can significantly streamline the expense management process . Consider using the best tracker for business expenses to automate and simplify calculations .

Key features to look for include:

• Real-time expense monitoring and classification
• Receipt scanning and digital archiving
• Connection with accounting programs
• Automated policy enforcement
• Approval workflows
• Customizable reporting capabilities

Utilizing Data Analytics for Cost Optimization

Harness the power of data to optimize travel expenses . Analyze historical travel data to identify spending patterns and use predictive analytics to forecast future travel costs.

Identify cost-saving opportunities by comparing expenses across different trips and employees. Benchmark travel expenses against industry standards to ensure competitiveness.

Implementing a Corporate Card Program

A corporate card program can enhance expense tracking and provide additional benefits. Centralized billing allows for easier reconciliation, while automatic categorization of expenses streamlines the process.

Corporate cards often offer potential for cashback or travel rewards , as well as enhanced security and fraud protection .

Educating Employees on Expense Management

Empower employees to contribute to accurate expense calculation through regular training on travel policies and expense reporting procedures. Provide guidance on the tax considerations of business travel expenses and encourage the use of cost-saving measures .

Recognize and reward employees who consistently adhere to policies and demonstrate cost-consciousness .

Conducting Regular Audits and Reviews

Implement a system of regular audits to ensure accuracy and compliance . Perform random checks on expense reports and review expense trends and anomalies.

Assess compliance with company policies and tax regulations . Use audit findings to refine policies and procedures for continuous improvement .

Considering Alternative Travel Arrangements

Explore innovative travel options to potentially reduce costs . Evaluate the use of sharing economy services for transportation and accommodation and consider virtual meeting technologies as alternatives to physical travel.

Explore co-working spaces for short-term office needs in destination cities to optimize workspace expenses.

Optimizing Tax Deductions

Maximize the tax benefits of business travel expenses by staying informed about current IRS rules and regulations . Maintain detailed records to support all deductions and consider consulting with a tax professional to ensure claiming all eligible expenses.

Explore opportunities for tax credits related to business travel, such as those for energy-efficient transportation , to further optimize financial benefits.

Managing Tax Considerations For Business Travel Costs

Understanding the tax effects of business travel expenses is crucial for maximizing your tax deductions and ensuring compliance with IRS regulations . Let’s explore the key aspects of managing tax considerations for your business travel costs.

Understanding Deductible Business Travel Expenses

The IRS allows deductions for ordinary and necessary business travel expenses . These typically include transportation costs (airfare, train tickets, car rentals), lodging expenses , meals (subject to certain limitations), incidental expenses (tips, laundry services), and business-related entertainment (with restrictions).

Personal expenses incurred during business trips are not deductible. Always maintain clear records distinguishing between business and personal expenses .

Maximizing Deductions While Ensuring Compliance

To optimize your business tax planning strategies , consider the following approaches:

• Carefully maintain detailed records of all expenses, including receipts and documentation
• Understand the per diem rates for meals and incidental expenses in different locations
• Be aware of the 50% limitation on meal deductions
• Track mileage for personal vehicle use during business travel
• Properly allocate expenses for trips that combine business and personal activities

Navigating IRS Rules and Regulations

Stay informed about current IRS guidelines to avoid potential audits or penalties. Familiarize yourself with Form 2106 for employee business expenses and understand the “ away from home ” requirement for travel expense deductions.

Be aware of the special rules for foreign travel expenses and know the limitations on luxury travel expenses and entertainment deductions . These guidelines are essential for maintaining compliance and maximizing your deductions.

Leveraging Technology for Tax Compliance

Utilize technology to streamline tax-related tasks. Use expense tracking apps that categorize expenses according to IRS guidelines and implement accounting software that generates tax-ready reports.

Consider cloud-based document storage for easy access to receipts and records. These technological solutions can significantly simplify your tax compliance efforts.

Planning for Tax Credits and Incentives

Explore potential tax credits for businesses related to travel. Research and development tax credits for travel related to innovation activities and work opportunity tax credits for hiring employees in certain target groups can provide additional benefits.

Consider the alternative fuel vehicle refueling property credit for electric vehicle charging stations. While maximizing tax benefits is important, be cautious about aggressive tax strategies and avoid pursuing tax loopholes for small businesses that may raise red flags with the IRS.

Seeking Professional Guidance

Given the complexity of tax laws and regulations, consider consulting with a tax professional . Engage a certified public accountant (CPA) or tax attorney for personalized advice and stay updated on changes in tax laws that may affect business travel deductions.

Conduct regular reviews of your tax strategy to ensure ongoing compliance and optimization. Professional assistance can be invaluable in understanding the complexities of business travel tax requirements.

Preparing for Potential Audits

While proper planning can minimize the risk of an audit, it’s wise to be prepared. Maintain organized records for at least three years after filing your tax return and document the business purpose for each trip and expense.

Be prepared to explain any unusual or significant expenses and consider implementing an internal review process to identify and address issues prior to filing. This proactive approach can help you confidently handle any potential audits.

By carefully managing the tax considerations of your business travel expenses, you can maximize your deductions while staying compliant with IRS regulations. This approach not only helps reduce your tax liability but also contributes to the overall financial health of your business.

Staying informed and seeking assistance from experts when needed are essential for understanding the details of business travel tax deductions. With proper planning and diligence, you can optimize your tax strategy and ensure compliance with all relevant regulations.

Best Practices For Managing Business Travel Costs

Effective management of business travel expenses is crucial for managing business finances and maintaining a healthy bottom line . Let’s explore some best practices to help you optimize your travel costs .

Implement a Comprehensive Travel Policy

Develop a clear and detailed travel policy that outlines approved airlines, hotels, and car rental companies , as well as spending limits for meals, accommodations, and incidentals. 

Include procedures for booking travel , submitting expense reports , and guidelines for combining personal and business travel. Regularly review and update this policy to ensure it remains relevant and effective.

Leverage Technology for Expense Management

Utilize modern tools to streamline expense tracking and reporting :

• Implement expense management software for real-time tracking
• Use mobile apps that allow employees to capture receipts on-the-go
• Integrate your expense system with your accounting software for seamless data transfer

Negotiate Corporate Rates and Discounts

Take advantage of your company’s buying power by establishing relationships with preferred vendors for better rates. Join loyalty programs and accumulate points for future travel, and consider partnering with a travel management company for access to bulk discounts.

Encourage Cost-Conscious Behavior

Cultivate a culture of financial responsibility among employees by offering incentives for staying under budget during trips. Provide training on cost-saving strategies and expense reporting, and share success stories of employees who have effectively managed travel costs.

Plan and Book in Advance

Proactive planning can lead to significant savings. Book flights and accommodations at least 4-6 weeks in advance, consider non-peak travel times for better rates, and look for package deals that combine flights, hotels, and car rentals.

Explore Alternative Travel Options

Think creatively about travel arrangements by considering video conferencing for meetings that don’t require in-person attendance. Explore ride-sharing services instead of traditional car rentals, and look into extended-stay accommodations for longer trips.

Regularly Audit and Analyze Travel Expenses

Conduct periodic reviews of your travel spending to analyze patterns in expenses and identify areas for improvement. Compare actual costs against budgeted amounts and use data analytics to forecast future travel needs and costs.

Stay Informed About Industry Trends

Stay informed about changes in the business travel environment by monitoring fluctuations in travel prices and adjusting your budget accordingly. Keep abreast of new technologies that can help reduce travel costs and be aware of global events that may impact travel safety and expenses.

Prioritize Employee Well-being

Balance cost-saving measures with employee comfort and productivity by allowing for reasonable comfort during travel to ensure employees are well-rested. Consider the impact of travel on work-life balance and adjust policies accordingly, while providing resources for managing stress and maintaining health while traveling.

Streamline the Reimbursement Process

Make it easy for employees to submit and receive reimbursements by setting clear deadlines for expense report submissions. Implement a quick approval process to expedite reimbursements and consider using corporate credit cards to simplify tracking and reduce out-of-pocket expenses for employees.

By implementing these best practices, you can effectively manage your business travel costs while ensuring compliance, employee satisfaction, and overall financial health. Remember that successful travel cost management is an ongoing process that requires regular attention and adaptation to changing circumstances and business needs.

Frequently Asked Questions

• How do I calculate per diem rates for business travel?

Per diem rates are established by the General Services Administration (GSA) for domestic travel and the State Department for international travel. 

To calculate, visit the GSA website to find the rate for your destination and multiply the daily rate by the number of travel days, keeping in mind that the first and last day of travel are typically calculated at 75% of the standard rate.

• Can I deduct expenses for a trip that combines business and personal activities?

Yes, but only the portion directly related to business can be deducted. Maintain detailed records of business activities and expenses, as you can deduct 100% of transportation costs if the primary purpose of the trip is business.

For mixed-purpose days:

• Allocate expenses based on time spent on business versus personal activities\
• Maintain detailed records to support your allocations
• What documentation do I need to keep for business travel expenses?

Keep all receipts , especially for expenses over $75 , and maintain a log of business activities, including dates, locations, and purposes. Preserve boarding passes , hotel folios , credit card statements , and for meals, note attendees and business purposes. Retain this documentation for at least three years from the date you file your tax return.

• How should I handle currency conversion for international travel expenses?

Use the exchange rate on the date of the transaction, or if you used a credit card, use the rate provided on your statement. For cash transactions, keep receipts showing the exchange rate used.

Alternative options:

• Use the IRS’s yearly average exchange rates for simplified reporting
• Consult with a tax professional for guidance on complex international expenses
• Are there any special rules for calculating mileage expenses for business travel?

Yes, the IRS provides standard mileage rates updated annually, with the rate for 2023 being 65.5 cents per mile for business use. To claim this deduction, keep a detailed log of your trips, including dates, destinations, purposes, and odometer readings.

Alternatively, you can deduct actual vehicle expenses , but this requires more extensive record-keeping. Consider consulting with a tax professional to determine which method is most beneficial for your situation.

Calculating business travel expenses accurately is crucial for maintaining financial health and ensuring tax compliance . Implementing effective strategies allows for efficient management and optimization of travel costs .

Careful tracking of all expenses , proper categorization , and thorough documentation are essential practices. Utilizing technology and tools can streamline the process and reduce errors significantly.

Staying informed about tax deductions and IRS regulations is crucial to maximize benefits while avoiding potential legal issues. Accurate expense tracking not only helps with budgeting and cost control but also provides valuable insights for future travel planning .

Mastering these techniques will equip you to make informed decisions about your business travel expenses . This proficiency ultimately contributes to your company’s financial success .

By implementing these practices, you can take control of your travel costs and ensure your business trips are both productive and cost-effective . Start today to see the positive impact on your business’s bottom line and overall financial management .

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The Ultimate Guide to Business Travel Essentials: Packing for a Productive and Stress-Free Trip

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Business travel can be an exciting opportunity to expand your professional network, close deals, and explore new places. However, it can also be a source of stress and anxiety if you're not adequately prepared. To ensure a productive and stress-free trip, it's essential to pack the right essentials. In this ultimate guide, we'll cover everything you need to know about business travel essentials, from must-have items to packing tips and strategies for staying productive on the go.

Understanding Business Travel Essentials

Business travel essentials are items that are crucial for a successful and comfortable trip. These items can vary depending on your destination, the length of your stay, and your personal preferences. However, there are some universal essentials that every business traveler should consider packing.

According to a survey by the Global Business Travel Association, the average business trip lasts 3.3 days, with travelers taking an average of 6.8 trips per year. With so much time spent on the road, it's essential to have the right tools and resources to stay productive and comfortable.

Pre-Trip Planning

Before you start packing, it's important to do some pre-trip planning. This includes researching your destination, checking the weather forecast, and planning your itinerary.

Researching Your Destination

Researching your destination is a crucial step in preparing for your business trip. This involves gathering information about the local culture, customs, and business etiquette to avoid any misunderstandings or unintended offenses. According to a study by the Harvard Business Review, 75% of business travelers reported that cultural differences were a significant challenge during international trips. Some key things to research include:

Language : If you're traveling to a country where English isn't the primary language, it's a good idea to learn some basic phrases and bring a translation app or dictionary.

Currency : Make sure you know the local currency and exchange rates, and bring some cash in case you need it.

Transportation : Research the best ways to get around your destination, whether it's by taxi, public transportation, or rental car.

Business customs : Learn about the local business customs, such as dress codes, meeting etiquette, and gift-giving traditions.

Checking the Weather Forecast

Checking the weather forecast is another essential step in pre-trip planning. Inclement weather can significantly impact travel plans, and being prepared can help minimize disruptions. According to the Federal Aviation Administration (FAA), weather-related delays account for approximately 70% of all flight delays in the United States. Some key things to consider when checking the weather forecast include:

Temperature : Make sure you pack appropriate clothing for the expected temperature range.

Precipitation : If rain or snow is forecasted, pack an umbrella, raincoat, or other appropriate gear.

Severe weather : If severe weather, such as hurricanes or blizzards, is forecasted, consider adjusting your travel plans or packing extra supplies.

Planning Your Itinerary

Planning your itinerary is another crucial step in pre-trip planning. This involves making a schedule of your meetings, events, and other activities, as well as arranging transportation and accommodations. Some key things to consider when planning your itinerary include:

Meeting times and locations: Make sure you have the correct times and locations for all of your meetings and events.

Transportation: Plan how you'll get to and from your meetings and events, whether it's by taxi, public transportation, or rental car.

Accommodations: Book your accommodations in advance, and make sure they're conveniently located for your meetings and events.

Downtime: Don't forget to schedule some downtime for yourself, whether it's for exercise, relaxation, or exploring your destination.

The Ultimate Business Travel Packing List

Now that you've done your pre-trip planning, it's time to start packing. Here's the ultimate business travel packing list:

Suits or formal wear for meetings and events

Business casual attire for less formal occasions

Comfortable travel clothes for the plane or train

Undergarments and socks

Comfortable shoes for walking and standing

Workout clothes if you plan to exercise

• Toothbrush and toothpaste
• Shampoo and conditioner
• Razor and shaving cream (if applicable)
• Hairbrush or comb
• Makeup and makeup remover (if applicable)
• Any prescription medications you need

Electronics

Laptop or tablet for work

Smartphone and charger

Portable charger or power bank

Headphones or earbuds for music or podcasts

Adapters and converters for international travel

Wi-Fi hotspot or international data plan

Travel Documents

• Passport and visa (if applicable)
• Boarding passes and confirmation numbers
• Hotel and rental car reservations
• Business cards and identification
• Cash and credit cards
• Travel insurance information

Miscellaneous

Reusable water bottle to stay hydrated

Snacks for the plane or long days

Book or e-reader for entertainment

Eye mask and earplugs for sleeping on the plane

Neck pillow for comfort

Hand sanitizer and tissues

Any industry-specific gear you may need for meetings or presentations

Packing Tips

Now that you know what to pack, here are some tips for packing efficiently and effectively:

Use Packing Cubes

Packing cubes are small, lightweight bags that help you organize your suitcase and keep your clothes wrinkle-free. They come in different sizes and can be used to separate your clothing by type (e.g., shirts, pants, underwear) or by outfit.

Roll Your Clothes

Rolling your clothes instead of folding them can save space in your suitcase and prevent wrinkles. To roll your clothes, lay them flat, fold in the sleeves and sides, and then roll from the bottom up.

Wear Your Bulkiest Items

To save space in your suitcase, wear your bulkiest items, such as your coat and boots, on the plane. You can always take them off once you're seated.

Pack Multipurpose Items

Staying Productive on the Go

Business travel can be hectic, but there are ways to stay productive and focused while on the go. Here are some tips:

Stay Connected with Colleagues and Clients

Make sure you have the tools and resources you need to stay connected with your colleagues and clients while you're away. This may include: Video conferencing software like Zoom or Skype; Project management tools like Trello or Asana. And instant messaging apps like Slack or Microsoft Teams. Besides, a reliable Wi-Fi connection or hotspot.

Manage Your Time Zone Differences

If you're traveling to a different time zone, it's essential to manage your schedule accordingly. Some tips include: Adjust your sleep schedule gradually before you leave to minimize jet lag; Use a world clock app to keep track of time differences. Schedule meetings and calls during overlapping business hours when possible. And take breaks and rest when you need to, even if it's not your usual schedule.

Image Credit: Insperity website

Find Time for Self-Care

Business travel can be stressful, so it's important to find time for self-care. This may include: Getting enough sleep and rest；Eating healthy meals and staying hydrated. And exercising or stretching regularly. Besides, taking breaks to relax or meditate. Last but not least, staying connected with loved ones back home.

Dealing with Common Business Travel Challenges

Despite your best efforts, business travel can still present challenges. Here are some tips for dealing with common issues:

Jet lag occurs when you travel across time zones and your body's internal clock is disrupted. To minimize jet lag, try to:

Stress and Fatigue

Business travel can be stressful and tiring, especially if you have a packed schedule. To manage stress and fatigue, try to:

Prioritize your tasks and focus on the most important ones

Take breaks and rest when you need to

Practice relaxation techniques like deep breathing or meditation

Stay connected with loved ones back home for support

Unfamiliar Surroundings

Traveling to a new place can be disorienting, especially if you don't speak the language or know your way around. To stay safe and comfortable, try to: Firstly, research your destination beforehand and familiarize yourself with the area. And carry a map or use a navigation app on your phone. You'd better learn some basic phrases in the local language. What's more important is that stay in well-lit, populated areas and avoid walking alone at night. Last, keep your valuables safe and secure at all times

Packing the right essentials and staying productive on the go are key to a successful business trip. By following the tips and strategies outlined in this guide, you can minimize stress, maximize your time, and achieve your goals. Remember to do your pre-trip planning, pack efficiently, and prioritize your well-being. With the right preparation and mindset, business travel can be a rewarding and enriching experience.  If you find this article about essentials about business and travel  helpful or have any good suggestions, please leave a message. And you also can share this article to your friends or on social media that they may also interested in it.

Q: How can I stay organized while traveling for business?

A: There are several strategies you can use to stay organized while traveling for business. First, use packing cubes or organizers to keep your suitcase neat and tidy. Label each cube or organizer so you can easily find what you need. Second, create a detailed itinerary with all of your meetings, events, and appointments, and share it with your colleagues or assistant. Third, use a travel app or planner to keep track of your flights, hotel reservations, and other important details. Finally, set aside time each day to review your schedule and priorities, and make any necessary adjustments.

Q: What should I do if my flight is delayed or cancelled?

A: If your flight is delayed or cancelled, the first thing to do is stay calm and gather information. Find out the reason for the delay or cancellation, and ask the airline what your options are. If you're at the airport, go to the airline's customer service desk or use their app or website to rebook your flight. If you're not at the airport, call the airline's customer service number or use their app or website. If you have travel insurance, contact your provider to see if you're covered for any additional expenses, such as meals or accommodations. Finally, keep your colleagues or clients informed of any changes to your schedule, and adjust your itinerary as needed.

Q: How can I stay healthy while traveling for business?

A: Staying healthy while traveling for business requires some planning and self-care. First, make sure you're up to date on any necessary vaccinations or medications, and pack any prescriptions you need. Second, stay hydrated by drinking plenty of water and avoiding alcohol and caffeine. Third, eat healthy meals and snacks, and avoid overindulging in rich or fatty foods. Fourth, get plenty of sleep and rest, and adjust your schedule as needed to minimize jet lag. Finally, make time for exercise and physical activity, even if it's just a short walk or stretching session in your hotel room.

Q: What should I do if I lose my passport or other important documents while traveling?

A: If you lose your passport or other important documents while traveling, it's important to act quickly and stay calm. First, report the loss to the local police and get a copy of the police report. Second, contact the nearest embassy or consulate of your country and follow their instructions for replacing your passport or other documents. Third, if you have travel insurance, contact your provider to see if you're covered for any expenses related to replacing your documents. Finally, keep your colleagues or clients informed of any changes to your schedule, and adjust your itinerary as needed.

Q: How can I make the most of my downtime while traveling for business?

A: While business travel can be hectic, it's important to make the most of your downtime to recharge and explore. First, research your destination beforehand and make a list of any sights or activities you want to see or do. Second, ask locals or colleagues for recommendations on restaurants, shops, or attractions. Third, use apps or websites to find events or tours that interest you. Fourth, set aside time each day for relaxation or self-care, whether it's reading a book, taking a bath, or meditating. Finally, be open to new experiences and opportunities, and don't be afraid to step outside your comfort zone.

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What is a business trip? Definition and examples

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

Collins Dictionary has the following definition of the term :

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

Business trip vs. business travel

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

Business travel

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

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

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

Business trip

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

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

Reasons for business travel

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

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

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

Negatives and positives of business travel

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

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

Regarding the survey, Perotta wrote :

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

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

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

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

Haileysus added:

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

Corporate travel is a huge market

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

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

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

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

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Safety, Sustainability and Cost Drive Today’s Business Travel Ground Transportation Strategies, According to New Research

GBTA and the National Limousine Association explore how corporate travel programs manage and maintain ground transportation policies

The wheels are constantly turning when it comes to ground transportation as part of a company’s business travel program. Now it’s becoming increasingly important for travel managers to think strategically when implementing effective policies and processes that reduce risk, promote employee satisfaction and limit cost and carbon emissions. This is according to a report published today called, “In the Fast Lane: How Do Travel Programs Manage Ground Transportation?” from the National Limousine Association (NLA), the leading authority for the chauffeured transportation sector, and the Global Business Travel Association (GBTA), the premiere trade association of the global business travel industry. Based on a survey of U.S. and Canada-based travel managers, the report provides critical insights into how companies are managing ground transportation amidst a rapidly changing business travel landscape. The new study delves into the current state of ground transportation within corporate travel programs while also highlighting key trends, challenges and best practices for optimizing this essential component of business travel that can also easily be an overlooked source of risk, cost and traveler dissatisfaction. Key findings reveal that while ground transportation accounts for a relatively small share of overall travel spend, it is an area of increasing focus due to its impact on cost, risk and traveler satisfaction. There’s also an opportunity for the industry to raise awareness about the full scope of its offerings.

Highlights from the report include:

• There’s an opportunity for education and awareness when it comes to the chauffeured transportation industry’s capabilities. When asked to indicate which products/services come to mind with chauffeured transportation, the two highest mentions were black car service (86%) and airport pickups/drop-offs (67%). Respondents were less likely to indicate shuttle/van service (39%) and motorcoaches/buses (31%).
• Ground transportation represents a relatively small share of overall travel spend. Only 63% of travel managers surveyed knew how much of their company’s overall travel spend was devoted to ground transportation. Of those who did know, they estimated it is 11.5% on average.
• Companies are increasingly focused on the “value” of business travel. Travel managers are shifting from prioritizing cost reduction to maximizing the value and impact of business trips, which could potentially lead to increased use of chauffeured transportation for key scenarios. The results reveal opportunities for pre- and post-trip assessments to track the value of trips.
• Safety is the top priority for “managed” ground transportation programs. Travel managers were shown six different priorities and asked to rank them in order of importance for their managed ground program. Almost three-quarters (73%) chose safety as the single greatest priority, (54%) for their program or the second greatest (19%).
• Shuttle/van service is viewed as cost-effective and sustainable for group and project travel.  The majority (63%) of travel managers believe shuttles/vans are more cost -effective for group/project travel than employees taking separate transportation, and 79% believe they are more sustainable than individual transportation.
• Even though shuttle/van service is viewed as cost-effective and sustainable, it is only sometimes used on group business trips. Almost nine in 10 (89%) buyers said employees sometimes or always take separate transportation on group trips, while 67% said they sometimes or always arrange shuttles or vans to transport the employees as a group. This underscores a weakness of the “self-service” model of travel management where group trips are commonly arranged by individual employees rather than a central travel “planner.”
• Chauffeured transportation is commonly permitted, especially for senior executives and board members, and under special circumstances. A large majority of travel managers (82%) said their company’s travel policy at least sometimes permits chauffeured transportation. Over three-fourths (76%) of travel managers said chauffeured transportation was often permitted for executives, and 74% for board members.

Additionally, respondents indicated that chauffeured transportation is at least sometimes allowed in a variety of additional scenarios. These include in high-risk/developing countries (93%), for employees with accessibility needs (90%), transportation of customers/clients (82%), parties/special events (65%) and recruiting (62%).

• Ground transportation spend is trending upward. While almost half of travel managers (47%) said their company’s overall spending on ground transportation increased in the past year, it was more likely to increase somewhat (40%) than significantly (7%). Meanwhile, 42% expect their ground spend will increase in the next year.
• When companies have carbon emissions targets, they do not typically extend to business travel or ground transportation. More than half of travel managers (52%) reported their organization has a company-wide carbon emissions target. However, only 16% of buyers said their company has a defined emissions target for business travel specifically, and even fewer (7%) indicated their company has a target for business travel ground transportation specifically.

“Delivering effective, safe, convenient and sustainable ground transportation options and policies continues to be a priority for today’s business travel managers, as this latest report shows,” said Suzanne Neufang, CEO of GBTA. “As companies continue to navigate the complexities of business travel, understanding the nuances and value of ground transportation management is crucial for optimizing cost, safety and traveler satisfaction.” “It’s a new era for business travel – and it’s a new era for chauffeured ground transportation. We want corporate travel buyers to know that the modern limo industry can cater to their every need – from hitting carbon emissions targets to seamlessly executing large-format group transportation, as we continue to stay true to the core pillars of our industry has always been known for: safety, service and reliability,” said Brett Barenholtz, President of the NLA. GBTA and NLA gathered data through an online survey of 121 U.S. and Canada-based travel managers between June 4-14, 2024, and research experts from both organizations presented the report’s findings during an education session at the GBTA 2024 Convention in July . GBTA members can access the complete report and will be able to watch the recorded education session starting October 31, from the GBTA Member Hub .

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The Fed may soon cut interest rates. That could make your next trip abroad more expensive.

The U.S. Federal Reserve may start  cutting interest rates  before year’s end. That could make future trips abroad  more expensive  for the nation’s travelers.

That’s due to how interest-rate policy affects the strength of the U.S. dollar.

Here’s the basic idea: An environment of rising U.S. interest rates relative to those in other nations is generally “dollar positive,” said Jonathan Petersen, senior markets economist and foreign exchange specialist at Capital Economics.

In other words, rising rates underpin a stronger U.S. dollar versus foreign currencies. Americans can buy more stuff with their money overseas.

The opposite dynamic — falling interest rates — tends to be “dollar negative,” Petersen said. A weaker dollar means Americans can buy less abroad.

Fed officials in June signaled they  expect to cut rates  once in 2024 and four additional times in 2025.

“Our expectation for now is the dollar will come under more pressure next year,” Petersen said.

However, that’s not necessarily a foregone conclusion. Some financial experts think the dollar’s strength may have staying power.

“There have been quite a few headlines calling for the U.S. dollar’s demise,” Richard Madigan, chief investment officer at J.P. Morgan Private Bank,  wrote  in a recent note. “I continue to believe the dollar remains the one-eyed man in the land of the blind.”

Why the U.S. dollar gives a ‘discount’ overseas

The Fed  started raising  interest rates aggressively in March 2022 to tame high pandemic-era inflation. By July 2023, the central bank had raised rates to their  highest level  in 23 years.

The dollar’s strength surged against that backdrop.

The  Nominal Broad U.S. Dollar Index  is higher than at any pre-pandemic point dating to at least 2006, when the central bank started tracking such data. The index gauges the dollar’s appreciation relative to currencies of the nation’s main trading partners such as the  euro , the Canadian dollar and the  Japanese yen .

For example, in July 2022, the U.S. dollar  reached parity  with the euro for the first time in 20 years, meaning they had a 1:1 exchange rate. (The euro has since rebounded a bit.)

In early July, the U.S. dollar hit its  strongest level  against the yen in 38 years.

A strong U.S. dollar gives “a discount on everything you’re purchasing while you’re abroad,” Petersen said.

“In a sense, it’s never been cheaper to go to Japan,” he added.

A record number of Americans  visited Japan  in April, according to the Asian nation’s tourism board. Benjamin Atwater, a communications specialist at InsideAsia Tours, a travel agency, attributes that partly to the  financial incentive  bestowed by a strong dollar.

In fact, he personally recently extended a work trip to Japan by a week and a half — instead of opting to travel elsewhere in Asia — largely because of the favorable exchange rate.

Everything from meals, hotels, souvenirs and the rental car were a “great value,” said Atwater, who lives in Denver and has long wanted to travel to Japan.

“It was always portrayed as one of the most expensive places you can go, [but] I was getting some of best steaks I’ve ever had for like $12,” he said.

How interest rates affect the U.S. dollar

In reality, the dynamics driving dollar fluctuations are more complex than whether the Fed raises or lowers interest rates.

The differential in U.S. rates versus other nations is what’s significant, economists said. Fed policy doesn’t exist in a vacuum: Other central banks are also simultaneously making interest-rate choices.

The European Central Bank  cut interest rates  in June, for example. Meanwhile, the Fed has kept rates higher for longer than many forecasters anticipated — meaning the rate differential between the U.S. and Europe has widened, helping support the dollar.

“The Fed’s on hold, other central banks are getting ready to ease and the Bank of Japan (BoJ) seems stuck in a moment,” J.P. Morgan’s Madigan wrote.

“If Japan wants the yen to stabilize, policy rates need to move higher,” he added. “That doesn’t appear to be happening anytime soon. With the ECB expected to cut ahead of the Fed, I expect current euro weakness to also prevail.”

This is happening against the backdrop of a relatively strong U.S. economy, which also generally supports a strong dollar, Petersen said. At a high level, a strong economy means there will generally be higher economic growth and/or inflation, which means a greater likelihood the Fed will keep interest rates relatively high, he said.

A strong economy also typically incentivizes foreigners to park more money in the U.S., he said.

For example, investors generally get a better return on cash when interest rates are high. If an investor in Europe or Asia were getting perhaps 1% or 2% on bank account holdings while such holdings in the U.S. were  yielding 5% , that investor might shift some money to the U.S., Petersen said.

Or, an investor might want more to hold more of their portfolio in U.S. rather than European stocks if the economic growth outlook wasn’t good in Europe, he said.

In such cases, foreigners buy dollar-denominated financial assets. They’d sell their local currency and buy the dollar, a process that ultimately bids up the dollar’s strength, Petersen said.

Exchange rates “all come down to capital flows,” he said.

While these dynamics also hold true in emerging markets, currency fluctuations can be more volatile than in developed nations due to factors like political shocks and risks to commodity prices like those of oil, he added.

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Airlines are making it harder to reach elite status, but my travel credit card made it easy

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• As a frequent traveler, I get a lot of value out of reaching elite status with Delta.
• I found a great way to get the most out of my travel budget by booking my vacation with Delta Vacations.
• Maximizing my points and miles with my travel credit card means I can travel more.

Loyalty to one airline can pay off in spades. As a Delta frequent flyer, I value the extra special perks I get as I accumulate Delta miles , from upgrades to checked bags to same-day changes. After all, who doesn't love freebies while traveling?

However, it's getting harder to re-earn airline elite status . Late last year, Delta increased the elite status requirements for its popular Medallion program. To give you a quick picture, earning top-tier Diamond status requires spending $28,000 with the airline in a calendar year.

While I fly over 100,000 miles every year, I don't always book flights with Delta, so meeting this goal would be unrealistic for me. Fortunately, I found a way to qualify for elite status easier — and much cheaper. Here's how I did it.

My boyfriend and I love earning rewards while traveling

My boyfriend and I share the same birth week — we're both Virgos. Rather than exchanging gifts, we love experiencing new places together, so we set our sights on visiting Tulum. We wanted to go somewhere we could get away from work and relax, but we're also aviation nerds, so we wanted to fly into Tulum's brand-new airport , which just opened this spring.

While we love to use credit card rewards to offset the costs of our flights and hotels, our stash is low as we recently redeemed points for a trip to New Zealand next year. However, we found an even better way to book our birthday trip: Delta Vacations. Not only did we bundle flights, hotels, airport transfers, and activities for one price, but we earned a ton of elite status points and SkyMiles.

We get great rewards by booking a vacation with Delta Vacations

There are four levels of Delta Medallion elite status, requiring anywhere from $5,000 Medallion Qualification Dollars (MQD) for Silver status to $28,000 MQD for Diamond status. You can earn $1 MQD per $1 spent on Delta flights, but you can earn more with a Delta credit card .

I already have airport lounge access with The Platinum Card® from American Express , which includes same-day Delta Sky Club access , so I opted not to apply for the more premium Delta Reserve card .

Instead, I recently applied for the mid-tier Delta Platinum card with a $350 annual fee. You can earn MQDs by spending on the card, but at a measly $1 MQD per $20 rate, so I don't count on that to rack up elite status quickly.

I've had Delta Platinum status for three years, and I plan on qualifying again for 2025. My favorite benefit is easily the regional upgrade certificates, which I used to upgrade my family's flight from New York to Hawaii to lie-flat seats.

I discovered that you can also earn $1 MQD per dollar spent on Delta Vacations packages. Earning elite status points at that rate on the whole travel package — not just the flights — is a major win.

What I earned

Our Delta Vacations package includes two round-trip tickets to Felipe Carrillo Puerto Airport (TQO) in Tulum, airport transfers, four nights at a luxury all-inclusive resort, and even an action-packed ATV adventure tour around the Yucatan Peninsula that we're looking forward to when we're not relaxing by the beach. In total, my partner and I spent around $7,500 on the trip.

I paid for the package with the Delta Platinum card, which offers a 50,000-mile welcome offer after spending $3,000 in the first six months. By paying for it with my card, I easily cleared the minimum spend requirement for the bonus. Not only that, but all Delta purchases on the card also accrue 3x miles, so I racked up an additional 22,000 SkyMiles from this single expense.

This was my first time booking a vacation package, and I was surprised that it was not only seamless to put my trip together online but that I could earn a ton of rewards along the way. We're over halfway through the elite qualification year, and I've scored 6,000 MQDs and over 70,000 SkyMiles from this one purchase.

Combined with my everyday card spending and the rest of my flights I've got for this year, I've already secured Delta Platinum status for 2025.

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