Business trip – how to prepare for it?

When going on a business trip, the employee must represent the company in the best possible way. He is burdened with the enormous stress of a new situation, in a strange place. To avoid additional stressful situations, it’s best to plan everything in advance.

The following article provides tips on how to best prepare for your business trip.

Of course, the most important thing is to know the exact date of the trip, the duration, and the destination. Don’t forget to ask about the business purpose and budget.

Once you get specific information, it’s time to pack.


It is best to prepare a list of things divided into private and work items before traveling.

List of private items:

  • casual clothes,
  • cosmetic / hygiene products,
  • electrical appliances,
  • insurer number,
  • passport / ID; cards, money, and tickets exchanged for the appropriate currency,
  • offline maps on your phone.


Business stuff list:

  • business outfit,
  • laptop, and business phone (don’t forget the chargers!),
  • necessary work documents – important papers, contracts, presentations,
  • calendar with important addresses and contacts.


When traveling on business, it is best to have two sets of formal clothes – preferably in a similar style. We never know if an outfit will not get damaged. It’s recommended for women to have a few pairs of tights (one should always be in your purse meetings).

If you are going on a short trip, you will most probably choose hand luggage. A small suitcase on wheels will be a convenient solution. However, clothes packed in a small suitcase can crease a lot. It is important to make sure that iron is available at the hotel before departure. If not, it is good to have your own travel-sized iron. Comfortable shoes are also an important element, especially if we have a longer route to walk. It’s good to walk in proven footwear and change into elegant footwear after reaching your destination.


When to start packing?

It is best to do this in good time – you should create a list of all the necessary things about a week before departure. Pack items such as clothes and cosmetics two days before departure, because you will still have the chance to buy something that you may have forgotten about.

The most important documents, passport, and tickets should be packed in hand luggage – on the day of departure. Make sure to check the most necessary documents a few times.

If you are traveling to a country for which a visa is required – do not forget to apply in advance. Also, check if there are any new restrictions in the country you are going to due to the COVID-19 pandemic. The situation can change very dynamically. If you use an agent for organizing business trips, he will certainly provide you with the latest information from reliable sources.


What about the costs?

Remember to keep all invoices/receipts in one place. Upon return, hand them over to your employer for reimbursement of any expenses you incurred. These can be, for example tickets for public transport, bills, receipts, invoices for accommodation, car rental on-site, etc. If you use business travel software, it can oversee your expenses and budget. One less worry on your head.


Print your documents.

As the name suggests, professional travel is related to work. That is why proper preparation is so important. Before your trip, make a separate checklist with information about places and times of scheduled meetings. Place all the necessary documents in a briefcase, preferably in your hand luggage. It’s good to have backup electronic versions on a flash drive and e-mail. A laptop is an indispensable work tool these days, but it is also worth having an ordinary notebook where you can write down important things during the meeting.


Remember also that a business trip is a great opportunity to discover the charms of a new place. Combine business with pleasure and, during a free evening, visit and discover a new place.


We wish you good travels.


Hotailors team