Travelling for work: expert tips and guidance

Business travel: love it or hate it. While many people see it as a benefit, especially when they get to combine business and leisure, frequent business travellers often find it inconvenient, even uncomfortable. World Travel Protection found that 46% of business travellers reported experiencing increased stress and burnout from frequent trips. 

Travelling for business can certainly be challenging. However, experienced travellers know that they can have a much better experience when they follow certain tips that are guaranteed to work. In this business travel guide, you’ll find a list of more than 30 tips and tricks around travelling for work that will help you navigate your next business trip like a pro.

Before you travel

Check your company’s business travel policy

Before you start planning your trip, make sure to check your company’s corporate travel policies, 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.

With this information at hand, you’ll be able to book your own travel safe in the knowledge that everything is compliant and within your company’s guidelines.

Make comfort a priority

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 favourite items, such as a favourite jumper, skincare products, or so on, can help you feel more at ease when you travel. 

Sign up for 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 your 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 benefits 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 flyer number or loyalty program number to the reservation and earn the points.

Keep your 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. It’s also sensible to travel with a power bank and adapter, to allow for charging on the go when plugs aren’t available.

Book a non-stop flight if you can

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.

Pack healthy snacks

For many business travellers, a work trip often means irregular meal times and unhealthy snacks. Airports and train stations are also notoriously expensive for food and drink.

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. Good options are things that have a good shelf-life and don’t need to be refrigerated like nuts or dried fruit.

Not only can this help you stay healthy while travelling frequently, but it also helps you feel and perform your best during a jam-packed schedule. 

Choose your plane seat wisely

Particularly if you’re travelling long-haul, 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.

Do your research on foreign business etiquette

Depending on where you’re travelling, 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!

Download helpful apps

From your company’s travel and expense management software to your hotel and rental car providers, apps can give you access to so much more control and options on-the-go. It also reduces the need to carry lots of paperwork or loyalty cards.  

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. Check out regional variations for your country of travel too.

Packing tips

Stick to carry-on bags only

This is one of those packing tips that can easily help you save lots of extra time and reduce your travelling stress. Did you know that the number of delayed, lost or damaged bags globally increased by over 10 million in 2024?

If you want to avoid the hassle of losing a bag — and to save even more time by steering clear of the luggage claim carousel — then keep it simple, pack light, and stick to carry-on luggage. Be sure to check any hand luggage restrictions or regulations specific to your airline or airport beforehand.

Keep an essentials bag to hand

Keep your essential items, such as toiletries, medicines and travel documents in a small pouch or washbag, so it’s always easy to grab. Ensure this is labelled with your name, address and phone number in case it gets lost. 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!

To keep your bag paper-free, Perk’s app saves travel details such as flight information and access to loyalty programmes all in one place, saving you space in your essentials bag.

Pack both business attire and casual clothes

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 or unwinding in your hotel room when a night finishes early.

It can be useful to pack workout gear too, as light exercise can help jetlag recovery.

Keep security checks in mind when you pack

Security checks can be very strict, depending on the airport or airline. In many cases, you’ll need to remove all liquids, electronics and even chargers out of 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.

Use a suit bag

If you don’t have time 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. 

Bring your (travel size) toiletries

Even if your hotel offers 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, reusable containers specifically for your travel bag. Bonus: you’ll feel much more confident and comfortable having your familiar products on hand. 

Bring a power adapter

If you’re travelling 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 buy a universal converter that offers all the most popular outlet options in one small unit. 

At the airport

Make use of airport lounges

Offering a comfortable space, Wi-Fi connection, outlets and charging stations, food, drinks, showers and sometimes even a spa, airport lounges are a popular business travel ‘hack’ that 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. Certain credit cards also give their customers lounge access.

Beat the queue

If you do a lot of international travel, consider getting Global Entry to breeze through customs checks. It will save you precious travel time and eliminate a lot of hassle during your trip.

During your business trip

Choose water, skip alcohol

Drinking enough water 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. Be sure to check the quality of the drinking water at your end destination however, as in some countries it’s recommended that you stick to bottled water.

Drink coffee — strategically

While drinking copious amounts of coffee during your flight will definitely not help, sometimes you might need a boost — 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. Be sure to make sure you’re eating alongside your caffeine intake, to slow down the absorption rate of the caffeine and prevent the jitters.

Layover tip: catch up on admin

If you weren’t able to get a non-stop flight, you can still put that layover to good use. Use it wisely to catch up on emails, calls and other admin. 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.

Stretch

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 an important meeting with a stiff neck and fatigued muscles? 

Take time to stretch every now and then throughout your flight, and walk around the cabin if possible. Look up chair or seated yoga practices to find easy stretches to do in your seat. Better yet: do a little evening yoga each night during your trip to alleviate the effects of long-term travel and keep yourself healthy. 

Adapt to meal times as soon as possible

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. A 2023 study found that having a substantial breakfast in the morning of the new time zone could help you recover from jet lag quicker.

If you don’t feel hungry, try a small snack, a smoothie or protein shake, or a light meal.

Beat jet lag with exercise

A travel hack that you either love, or you hate. Some studies suggest that exercise can counter the effects of jet lag and help get your circadian rhythm back to normal. In particular, exercising in the early morning (around 7am) or early afternoon (between 1-4pm) pushed the circadian rhythm to an earlier time, while exercising between 7-10pm had the opposite effect. 

So if you’re travelling east, opt for an early morning workout. If you’re travelling west, try working out right before you head to bed.

Don’t be tempted to sleep as soon as you arrive

After a long, exhausting trip you might be tempted to sleep as soon as you arrive at your accommodation, no matter the local time. Avoid doing this to let your body adjust to the new time zone as soon as possible. Instead, try sitting in the sun. Data suggests that natural sunlight, or bright light devices mimicking daylight, can help re-synchronise your body clock. 

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 straight to bed while still giving your body a chance to adjust to the local time.

Above all, your employer should factor in some recovery time after a long-haul flight, ensuring you have time to feel your best before work duties start.

Try to stick to your most important daily routines

Staying physically and mentally on top of your game is important to make the most out of your trip. Including your most important daily routines from back home on your business trip will help you feel more adjusted.

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! 

You can also make your hotel room a ‘home from home’ by bringing some items that remind you of home, such as a familiar pillow spray or mini scented candle.

Use a firewall when using public internet

When you’re using your work computer and accessing work-related information, make sure your antivirus software is up to date and you have a firewall to protect you from anyone accessing your data. 

If you’re travelling to another country, a VPN can help you make sure you’re able to access everything you need to. 

Explore alternatives to working in 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. Shared office spaces such as WeWork are popping up in major cities around the world, many with extensive office facilities and food and drink options. 

Staying on top of your spending

Take pictures of all your receipts

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. A dedicated wallet or mini folder is also useful.

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. 

Be aware of spending limits

Most workplaces will have guidelines when it comes to business trip expenses, such as a suggested limit for lunches or dinners. There also may be exceptions that aren’t covered, such as alcohol or room service extras.

After your business trip

Don’t forget to report your expenses

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

Send 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! If budget allows, you could even send them a gift in the post or a hand-written card.

Leave reviews

Did you enjoy your stay at the hotel? Was your customer care agent particularly helpful? 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 travellers as they look for work-friendly places to stay.

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

Now it’s time to put this business travel guide into practice on your next business trip! You can make the trip even easier with Perk — our all-in-one travel management platform helps business travellers book their own trip 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.

Book a demo today to find out how your next business trip could be your best yet.