Necessary formalities before a business trip to the USA — a guide
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A business trip to the United States of America to the perfect implementation of many activities and valuable connections. However, a delegation overseas requires appropriate preparation and many formalities. Thanks to access to the worktrips.com platform, the process of organizing the trip becomes quick, simple, and tailored to individual needs. Below is a practical guide that helped prepare for each trip to the USA. We invite you to read!
In this guide, you will read about:
- Documents and formalities for entry to the USA
- Passport and Visa: Key Requirements
- B‑1 Visa Process Step by Step
- Required documents for B‑1 visa
- ESTA Program – an alternative to short business trips
- ESTA Restrictions
- Business trip insurance to the USA
- Health on a business trip to the USA
- Business Culture in the USA
- Transport and accommodation with the worktrips.com platform – convenience and control
- Practical key before traveling to the USA
- Before your business trip to the USA, it is worth
- It is a good idea to write down contact numbers such as
- More information can be found at
Documents and formalities for entry to the USA
Passport and Visa: Key Requirements
When entering the US for business purposes, a biometric passport is required, valid for at least 6 months from the date of return. Whether the activity requires a B‑1 (Business Visitor) visa, starts the activity, such as participation in conferences and meetings, consultations with partners, participation in training or there is no market research. Importantly, this type of visa does not allow for the occurrence of employment in the US. A popular solution is also the B‑1/B‑2 (Business/Tourist) combination visa. The validity period of the B‑1 visa can be from several months to even 10 years, while a separate stay should not exceed 6 months.
B‑1 Visa Process Step by Step
1. Submitting the DS-160 application online – time to complete: approximately 1.5 hours.
2. Visa fee – takeaway paying USD 160.
3. Arranging an interview at the US Embassy – waiting time 2–3 weeks.
4. Visa interview – lasting 3 to 5 minutes.
5. Collection of passport with visa – usually within 5–7 business days.
Required documents for B‑1 visa:
— business invitation from a partner in the USA,
— launching employment and delegation,
— plan your stay.
ESTA Program – an alternative to short business trips
ESTA (Electronic System for Travel Authorization) is available for specific countries in the Visa Waiver Program. You can apply at least 72 hours before your trip. Key information about the ESTA program:
- cost: 21 USD,
- validity: 2 years or until the passport expires,
- maximum stay time: 90 days.
ESTA Restrictions:
— no possibility of concluding a trade agreement,
— less professional activity.
An important advantage of ESTA is that there is no need to visit an embassy, which speeds up the process of preparing for a business trip.
Business trip insurance to the USA
The medical costs in the US are sent back to the world, so they are sent to the policy which is transferred to:
— insurance for a minimum of USD 100,000,
— transportation and repatriation,
— civil liability (minimum recommended USD 50,000),
— protection insurance (standard up to USD 2,000).
The approximate cost of comprehensive insurance is around $10–15 per day.
Health on a business trip to the USA
Before your business trip to the USA, it is worth:
— completion of seasonal influenza vaccination,
— the solution to the problem in English,
— present a certificate from a doctor about the medications you are taking,
— check the current sanitary supply on the Centers for Disease Control and Prevention website.
Business Culture in the USA
American business etiquette is directly data-driven and superimposed on results. Formal attire, muted colors, and punctuality are recommended in interactions. The standard attire in American business is for formal business, but in some industries (especially technology), business casual is acceptable.
It is recommended to avoid discussions on political, religious, and financial topics. Negotiations in the US are casual, assertive, and honest. When working with American business partners, it is recommended to adapt to their style of operation and present facts and information.
Transport and accommodation with the worktrips.com platform – convenience and control
Transport and accommodation are best secured within 3 days. The worktrips.com tool simplifies the process of organizing a business trip to the USA and provides access to a database of the sea, hotels, and local transport. The platform automates the booking and settlement process while maintaining compliance with company policies. You can also use a comparison, such as direct or with a transfer to a closer destination, which is especially important in the case of a large geographical distance of urban agglomerations in the territorial range. The worktrips.com system allows an additional option of standard travel, e.g. business class, to familiarize yourself with the comfort during work flights. In the absence of a traveling employee situation, it can be received on full technical support. Thanks to this trip to the United States of America is guaranteed safety and security.
Practical key before traveling to the USA
Before your business trip to the USA, it is worth:
— register in the Odyseusz MSZ system,
— solution copies of all documents (also in the digital version),
— check the weather forecast and apply your wardrobe,
— are available with customary business practices.
It is a good idea to write down contact numbers such as:
— 911 (universal emergency number in the USA),
— Polish Embassy in Washington,
— insurance number,
— MSZ hotline (open 24/7).
More information can be found at:
— US Embassy (pl.usembassy.gov),
— Ministry of Foreign Affairs (www.gov.pl/web/dyplomacja),
— Centers for Disease Control and Prevention (https://wwwnc.cdc.gov/travel),
— ESTA (esta.cbp.dhs.gov).