How to create a travel policy that supports employee wellbeing

29 Jul 2025 · 6 MIN READ

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Many UK businesses require their employees to travel, whether it’s meeting a client, exhibiting at an event, or visiting different office locations.

But without a thoughtful work travel policy in place, business trips can quickly become a source of stress - do people have to get their own travel insurance? Will they have to head to Stansted early? Is the hotel in a safe area? Will their employers cover travel expenses?

That’s why businesses need to develop a detailed travel policy that not only sets clear guidelines for how those travelling should manage their trips, but also prioritises their wellbeing and safety.

In this guide, Nick Roberts explains how to create a business travel policy by identifying what it should cover and the importance of ensuring employees understand both how to manage their travel and how they will be supported if they have any concerns.

What should a travel policy cover?

A simple travel policy should lay out clear, straightforward instructions for how employees should book their trips. It should also include guidelines that support their wellbeing while they’re away on business, especially when it comes to staying safe and keeping in regular contact.While department heads and other stakeholders usually help shape the policy, it’s also a good idea to talk to employees who travel often. Their input can be especially valuable if you want to make sure the policy truly supports their needs and wellbeing.

The policy will usually include:

Booking procedure and approved travel company for travel services
Allowable cost of booking (hotels, flights, transport)
Special exceptions or rules for more expensive cities or routes
Approval process for trips that exceed typical limitations
Allowed and not allowed expenses
Duty of care vendor or procedures
Preferred companies to use
Reimbursement process
Travel debriefing process
Travel insurance carrier

Our guide to corporate travel policies details all you need to know for creating a policy for your business, and we have a free, comprehensive template as a useful example.

Person holding a tablet with "Company travel policy template" on the screen, using a stylus. Wooden floor and chair in the background.

Policies that incorporate employee wellbeing

Travelling for work can be stressful. Being away from family and the comfort of daily routine can take a toll, and for some, it might even make existing mental health challenges or concerns worse.

UK employees are travelling more for work as the years go by, with 6.3 million business trips made in 2023, which is a 30% increase on the year before.

Whilst there is an increase in travelling more for work, this is actually deterring some people from taking jobs. In an article on HR Director , research from CV-Library found that a third of UK workers would decline an offer that meant they had to travel, with over half (51.9%) citing that this is due to missing out on time with friends and family.

So, what should employers do to ensure those who do travel feel safe and cared for?

Duty of care for UK business travellers

When your team is on the road for work, it’s your responsibility, both legally and ethically, to look after their safety and wellbeing. That means having a solid employee wellbeing plan in place, one that considers both expected and unexpected risks. It helps keep your people safe while reducing your company’s legal and compliance risks.

This kind of planning is called duty of care, and it should be a central part of your business travel policy.

These responsibilities include:

Health and safety
Fire safety
Discrimination and bullying
Stress
Violence
Food safety

We’ve created a full duty of care guide for businesses to create their own policy, which details how to write one and some useful tips and tools that businesses can use.

One of the key things to consider before drafting your own duty of care policy is to include those who will be travelling in the process. Do they have any specific concerns? What will help their wellbeing whilst being away? Here are some things to consider:

Medical information and expectations

Falling ill when you are away can be very stressful and worrying, and not all countries have the comfort of free NHS healthcare, so to ease these worries beforehand, it is useful to include detailed medical information for each country your business is likely to have people travel to.

Note in the policy about any travel insurance that they will have when travelling, and clearly state anything medical that is included, too.

Regular contact and updates

As an employer, you can include regular check-ins in your travel policy to help make sure your team feels supported while they’re away. For example, you might set the expectation of one video call each week, along with daily messages to maintain communication and provide support throughout the trip.

Along with regular check-ins, businesses can use Perk software to have real-time location tracking so both you and your employees can have peace of mind about where your travellers are at any given time.

Emergency contingency plans

Having a travel policy is important, but it’s just as crucial to have a clear travel risk management plan in place.

When employees travel for work, it’s about more than just booking flights and hotels. You’ve got to make sure they’re safe, well-informed, and ready for anything that might come their way. Whether it’s unexpected civil unrest, an accident, a medical emergency, or a natural disaster, these situations can seriously disrupt your business and put your people at risk.

An effective travel risk management policy is made up of the following six sections:

Policy scope
Roles and responsibilities
Planning and approving travel
Travel risk assessment
Incident reporting and traveller support
Insurance

We have detailed each of the above steps in our complete guide to corporate travel policies so your business can ensure those who travel for work are safe wherever they go.

Flight and hotel expectations

A typical travel policy might cover the basics, like which hotels and flights employees can book, but it’s also worth thinking about how travel choices affect their wellbeing.

For instance, you could require that hotels be 4-star or higher and located in safe, well-reviewed areas, such as the business district of Canary Wharf in London, to help them feel more comfortable. And when it comes to flights, flying from Heathrow very early in the morning might not be the best idea. Giving your team a bit more rest can go a long way in helping them stay sharp and energised for work.

Ensure employee wellbeing with specific travel policies

Travelling for business can be stressful and worrying for your employees, so ensuring their wellbeing when creating a travel policy is very important.

If you include what we have listed above in your policy and integrate a single travel management platform like Perk, then it will help anyone travelling for work feel at ease.

To speak with an expert in business travel policies, book a demo with Perk today.

Written by

Nick Roberts

Growth Marketing Director

Nick Roberts is Growth Marketing Director at Perk, where he brings deep experience from high-growth tech to the world of business travel. With a sharp commercial lens, he’s focused on helping modern companies travel better.