Best tips for business travelers

11 Nov 2024 · 15 MIN READ

Business travel refers to work-related trips taken by employees for meetings, conferences, client visits, or other professional purposes. Whether you're a seasoned road warrior or preparing for your first corporate trip, this guide will help you navigate every stage of your journey.
Business travel: love it or hate it. While many people see it as a perk, especially when they get to combine business and leisure, frequent business travelers often find it inconvenient, even uncomfortable.
Traveling for business can be challenging, yes. However, experienced travelers know that they can have a much better experience when they follow certain rules that are guaranteed to work. On this list, you’ll find a complete list of traveling for work tips and tricks that will help you navigate your next trip like a pro!
Top 7 business travel tips at a glance
  1. Pack carry-on only — Avoid lost luggage and save time at baggage claim
  2. Sign up for TSA PreCheck and Global Entry — Speed through security and customs
  3. Stay hydrated and skip alcohol — Combat jet lag and stay sharp for meetings
  4. Keep all receipts organized — Photograph them immediately for easy expense reporting
  5. Adapt to local meal times quickly — Reset your body clock to minimize jet lag
  6. Download essential travel apps — Manage bookings, expenses, and logistics on-the-go
  7. Check your company's travel policy first — Know the rules before you book

Before you travel

Packing essentials

Why should I pack carry-on only for business trips?

This is one of those packing tips that can easily help you save lots of extra time and reduce your traveling stress. Did you know that over 2.8 million bags each year are lost by airlines in the US alone?
If you want to avoid going through the hassle of losing a bag — and definitely losing an average of 30 minutes at the luggage claim — then keep it simple, pack light, and stick to carry-on luggage.

How should I organize my travel essentials?

Keep your essential items, such as toiletries and medicines, always at hand and ready to pack. If you travel often, it's a great idea to keep duplicates of these items in a carrying pouch or case which you only use for your trips. That way, when you're packing, you can easily grab what you need and go.
Boarding passes, IDs, important documents, your phone, agenda, credit card, wallet, earplugs — pack them together where you can always easily find them when you need them. There's nothing worse than not being able to find your ID when you get to the gate, and delaying the boarding while you unpack everything in a burst of panic!

What clothes should I pack for a business trip?

Even if the dress code at your meetings is always business attire, there might be occasions when you'll have to dress casual too — and you don't want to "waste" business clothes for these occasions. Besides, you never know when your clients might invite you to a casual meal or activity!
A good backup casual outfit can also be great for dinners out by yourself, unwinding in your hotel room when a night finishes early, or squeezing in a workout.

How can I keep my suit wrinkle-free when traveling?

If you don't have time or you don't know if you'll be able to get your suit ironed before your business meetings, then bring it with you on the plane in a suit bag to make sure it arrives wrinkle-free.
Check your cabin allowance beforehand to make sure you can bring it on board. Another popular option is wearing it during your flight to avoid getting too many wrinkles on it.

What toiletries should I bring on a business trip?

You want to look your best at that important business meeting, but we all know those hair products from the hotel probably won't cut it. Even if your hotel offers many quality toiletries, there's nothing like your own products, which are the best match for your needs — so bring them along!
Buy travel-sized versions, or decant them into smaller, travel-sized containers specifically for your travel bag. Bonus: you'll feel much more confident and comfortable having your familiar products on hand.

How do I pack for airport security checks?

Security checks can be very strict. In many cases, you'll need to remove all liquids, electronics and even chargers from your suitcase to be scanned. To make your way through security checks as quickly as possible, keep all of these items in easy-to-reach locations so they're ready to unpack at security when the time comes.
Key takeaways — packing essentials:
  • Stick to carry-on luggage to avoid lost bags and save 30+ minutes at baggage claim
  • Keep duplicates of toiletries and essentials in a dedicated travel pouch
  • Pack both business and casual attire for flexibility
  • Organize liquids and electronics for quick security screening
  • Use a suit bag or wear your suit to prevent wrinkles

Planning & preparation

What should I check in my company's travel policy?

Before you start planning your trip, make sure to check your company's corporate travel policies (the documented rules and procedures governing employee business travel), which will outline the rules, procedures and "do's & don'ts" when it comes to corporate travel.
This often includes things such as where to book your trip, who needs to approve it, what expenses you can claim a reimbursement for, and how the reimbursement process works.

How can I make comfort a priority when traveling?

Whether it's your bags, your clothes, your meals, or your sleep and skincare routine, make sure you have all the basics you need in order to feel comfortable during your trip.
A little sense of home goes a long way! And if you do travel frequently for work, having duplicates of your favorite items, such as a favorite sweater, skincare products, or so on, can help you feel more at ease when you travel.

Why should I sign up for travel rewards programs?

Are you a member of any loyalty programs ? Make sure you check out the advantages you can benefit from as a frequent flyer, which could really upgrade the quality of your trip, from higher class seating on-flight to airline lounges and more.
If you're not, consider signing up. For one thing, you can use the points from your upcoming trip to start saving. Also, membership can sometimes give you great perks even if you haven't accumulated any points yet.
Pro tip: even if your employer books your travel for you, you can still add a frequent flier number or loyalty program number to the reservation and earn the points and perks.

Why should I keep my electronic devices charged?

Sounds basic? Yes, but you never know when a delay, cancellation or work-related issue that requires you to use your phone might come up! It's easy to think "Oh, I'll charge it at the airport," and then get stuck without an outlet right when you need it most.
So make sure you charge all your electronic devices before leaving your house, and throughout the trip when possible.

Why should I bring a power bank?

This has never proven to be a bad idea! You never know when you might need it since it can be difficult to find an outlet when you're on the road for long periods of time.
This also avoids the unfortunate circumstance of being stuck at the airport, unable to work, because all the outlets are occupied.

Do I need a power adapter for international travel?

If you're traveling abroad, chances are the electric outlet system is different. Make sure you pack an international power adapter to connect your devices, but also to prevent them from breaking due to voltage issues. You can find converters that are specific to the country you're traveling to, or — our recommendation — buy a universal converter that offers all the most popular outlet options in one small unit.

Why should I fly non-stop when possible?

Whenever possible, choose direct flights and avoid layovers. You'll spend less time traveling and you'll be able to arrive better rested. Plus, you'll have better chances of avoiding delays, cancellations, overbookings and lost luggage situations.

How can airport lounges improve my business travel?

Offering a comfortable space, Wi-Fi connection, outlets and charging stations, food, drinks, showers and sometimes even spas, airport lounges can definitely enhance your business travel experience! They're a great way to relax before your flight or catch up on last-minute work when necessary.
Access to airport lounges is usually included for business class passengers, but can often be purchased separately as well.

What healthy snacks should I pack for business travel?

For many business travelers, a work trip often means irregular meal times and unhealthy snacks. With a little preparation, you can actually avoid this: pack enough healthy, balanced snacks to keep with you not only on the plane but also throughout the duration of your trip.
Not only can this help you stay healthy while traveling frequently, but it also helps you feel and perform your best during a jam-packed schedule.

How do I choose the best airplane seat?

Especially if you're traveling on a long flight, your seat selection can make the difference between a decent and an uncomfortable flight. There are dedicated websites where you can find the best and worst seats for your flight in particular, so check these out before selecting your seat.

How should I prepare for international business etiquette?

You've prepared your speech and you have all your stats ready, what else? Depending on where you're traveling, business etiquette can be very different from your own country. Make sure to check the basic rules beforehand, so you'll be able to shake that client's hand — or not — with confidence!

What apps should I download for business travel?

From your company's travel and expense management software to your hotel and rental car providers, today's apps can give you access to so much more control and options on-the-go.
Keep the best apps for business travel downloaded on your phone so they're there when you need them — apps like Uber, LoungeBuddy, Expensify, and of course, the Perk app are a must.

How can early check-in save time on business trips?

Early check-in isn't just great for flights! With TSA PreCheck (a trusted traveler program that allows expedited security screening at U.S. airports), your hotel or even your car rental — if it's possible to check-in beforehand, then don't hesitate to do it.
If you do a lot of international travel , consider getting Global Entry (a U.S. Customs program that provides expedited clearance for pre-approved, low-risk travelers upon arrival) to breeze through customs checks. It will save you precious travel time and eliminate a lot of hassle during your trip!
Key takeaways — planning & preparation:
  • Review your company's travel policy before booking anything
  • Sign up for airline loyalty programs to earn points and access perks
  • Download essential travel apps before departure
  • Consider TSA PreCheck and Global Entry for faster processing
  • Choose direct flights whenever possible to minimize delays and fatigue

During your business trip

Jet lag prevention strategies

How does staying hydrated help prevent jet lag?

Drinking enough water and staying hydrated is key to preventing jet lag, but not only that: staying hydrated is also good for cardiovascular health, your skin, and your overall mood. Plus, hydration is key to optimal focus and brain functioning, which is definitely a must during that important business meeting. Bring a reusable water bottle to fill during your trip — it'll save you money, time and hassle, and it's a more eco-friendly option for sustainable travel .

When should I drink coffee during business travel?

While drinking copious amounts of coffee during your flight will definitely not help, sometimes you do need it — especially when you have no time to take a nap before your business meeting. If you're rushing straight from the tarmac to the boardroom, try drinking coffee two hours before the meeting for maximum effect.

How do meal times affect jet lag?

This is one of the few key tips that make all the difference when it comes to fighting jet lag. Try to adapt your meal times to local times at your destination as soon as possible, even before your flight.
Adjusting your meal times will tell your body when it's time to wake up and be active, or when to sleep. Not hungry? A small snack, a smoothie or protein shake, or a light meal help too.

Can exercise help beat jet lag?

Some studies suggest that exercise can counter the effects of jet lag . In particular, exercising in the early morning (around 7 a.m.) or early afternoon (between 1 p.m. and 4 p.m.) pushed the circadian rhythm to an earlier time, while exercising between 7 p.m. and 10 p.m. had the opposite effect.
So if you're traveling east, opt for an early morning workout. If you're traveling west, try working out right before you head to bed.

Should I sleep immediately after arriving at my destination?

After a long, exhausting trip you might be tempted to sleep as soon as you arrive, no matter the local time. Avoid doing this at all costs to let your body adjust to the new time zone as soon as possible. Instead, try sitting in the sun, drinking a tall glass of water, or going for a walk.
If you know you won't be able to stay awake when you land, try to time your flight to land in the evening local time — that way, you can go right to bed while still giving your body a chance to adjust to the local time.
Key takeaways — jet lag prevention:
  • Stay hydrated and limit alcohol consumption during flights
  • Adapt to local meal times as quickly as possible
  • Time your exercise strategically based on travel direction
  • Resist the urge to sleep immediately upon arrival during daytime
  • Use sunlight exposure to help reset your circadian rhythm

Productivity & wellness on the road

How can I use layover time productively?

If you weren't able to get a non-stop flight, don't fret: you can put that layover to good use. Use it wisely to catch up on emails and calls. This way, you'll be up to date on any important news and changes to your business trip.
You'll also be able to avoid the stress of having to deal with an endless list of emails to answer when you finally arrive at your destination.

Why is stretching important during business travel?

Sitting in the same position for hours on end can have terrible effects on your circulation, your back, and your neck. And who wants to arrive at their important business meeting with a stiff neck?
Take time to stretch every now and then throughout your flight, and you'll feel much better. Better yet: do a little evening yoga each night during your trip to alleviate the effects of long-term travel and keep yourself healthy.

How can I maintain my daily routines while traveling?

Staying physically and mentally on top of your game is important to make the most out of all those business meetings. That's why it's a good idea to take your most important daily routines from back home on your business trip.
Some examples might be meditating, practicing yoga or going for a morning run. Hotel gyms can make it easier to work out, but don't be afraid to explore your host city via a morning walk or run either!

How do I protect my data when using public Wi-Fi?

Especially when you use your work computer and access work-related information, make sure your antivirus is up to date and you have a firewall to protect you from anyone accessing your data.
If you're traveling to another country, a VPN (Virtual Private Network — software that encrypts your internet connection for security) can help you make sure you're able to access everything you need to.

What are alternatives to working in my hotel room?

Need a better working space than your hotel room? A last-minute meeting came up and you don't know where to receive your guests? A coworking space is probably your best option. With new shared office spaces popping up in all major cities, it shouldn't be too difficult to find.
Key takeaways — productivity & wellness
  • Use layover time to catch up on emails and calls
  • Stretch regularly and consider evening yoga to combat travel fatigue
  • Maintain key daily routines like exercise and meditation
  • Use a VPN and firewall when accessing work data on public networks
  • Consider coworking spaces as alternatives to hotel room work

Expense management tips

How should I track receipts during my business trip?

Every expense that is being paid for by your company needs to be documented. No receipts, no reimbursements is a pretty standard rule. This is why we recommend you take a picture every time you get a receipt. This way, even if you lose the paper version, you will always have the picture to prove your expenses.
If you're using Perk, you can upload receipts immediately for reimbursement as soon as you snap a picture — making it even easier to track and receive reimbursement for all your eligible expenses.

What's the best way to store physical receipts?

Don't scatter them around in every possible pocket! If you need a paper version of all receipts, make sure to bring an appropriate folder or envelope where you can keep them.
Key takeaways — expense management
  • Take photos of every receipt immediately to ensure digital proof for reimbursement
  • Upload receipts as you go to simplify the final reporting process
  • Store all physical receipts in a single dedicated folder or envelope
  • Avoid scattering receipts in pockets to prevent loss of documentation

After your business trip

Post-trip essentials: closing out your business travel

How should you manage post-trip expense reporting?

Once back home, it’s time to do the expense reporting . If you’ve followed the previous tips and kept good track of your travel expenses and receipts, it shouldn’t be that complicated. However, make sure to do it in time and check that nothing is missing!

When should you send business travel thank-you emails?

If your business partners and clients made sure your business trip was successful, send them an email to thank them for that and for their time. They will definitely appreciate it!

Why should you leave reviews for business hotels and services?

Did you enjoy your stay at the hotel? Was your customer care agent nice to you? Be kind and leave a good review! You might be back at the same hotel next time, and it will give them something nice to remember you for. It’s also a great way to support other business travelers as they look for work-friendly options to stay. 
Key takeaways — post-trip essentials
  • Submit expense reports immediately while travel details are fresh
  • Send thank you emails to partners and clients to maintain professional rapport
  • Leave detailed reviews for hotels and services to support the travel community

Put these business travel tips to good use on your next trip

We hope you found these business travel hacks helpful! Now it’s time to put these travel tips into practice on your next business trip: wherever you’re traveling, we wish you a comfortable and successful business trip.
Want to make business travel even easier? Perk can help — our all-in-one travel management platform helps business travelers book their own travel in line with company policy , get reimbursed faster, and easily keep track of itineraries and plans. 
That’s how GetYourGuide gave employees more autonomy, while gaining more flexibility and cost-savings for their company. Perk makes it all possible. 
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