Planning every detail always leads to effective business travel management. Thorough planning can help companies ensure employees’ safety and give them a good trip experience. Hence, all organizations should lay out the details regarding their employees’ transportation and accommodation before every business trip by creating a corporate travel itinerary.
A corporate travel itinerary can help your employees be extra prepared for a business trip. It can help them keep all pertinent information at hand – they can note their travel dates, arrival times, flight number, hotel name, etc., on the trip itinerary.
Here is an infographic showing the details that travel managers should include in a corporate travel itinerary.
If you would like to know more about creating a trip itinerary and get free, customizable copies of corporate travel itinerary templates suitable for different types of business trips, please read on.
What Should a Corporate Travel Itinerary Include
A well-built business trip itinerary should accomplish two goals. First, it should have all the details about a business trip. Seconds, it should also be simple to read and easy to follow. To create such an itinerary, you must include the following essential elements:
1. Transportation time and details
Include the overall trip’s transportation details, like the flight details arrival times and departure times and the terminals. When does the employee leave home for the airport/station? How will the employee travel from the airport to the hotel? Details of the car rental service, if any. Are there any layovers in between? You can also include the parking details for personal vehicles.
2. Details about the hotel/accommodation
Include the details of the check-in and check-out time along with the address of the hotel. You can also add some more details, like the amenities they can expect at the hotel to make their trip more enjoyable.
3. Day-to-day schedule details
Include any places your employees would be visiting for client meetings. How much time would they give for snack breaks and meals? You can also suggest if they would need to wear formal clothes, the weather forecast, travel packing suggestions, etc.
Apart from this, ensure your travel itinerary includes the date and time of various events, your company’s name and logo, and your employee’s name, designation, & department.
Corporate Travel Itinerary Templates that you Can Start Using Right Away
You must create different business travel itineraries depending on the type of business trip. For instance, an international itinerary might require additional details like the fight details, and time-zone difference, which might not be necessary for a domestic itinerary.
Hence, to accommodate all the necessary details, you can use pre-built business travel itinerary templates. Here are a few examples of conference travel itinerary template, international travel itinerary template, and media tour itinerary template.
Conference travel itinerary template (Domestic travel)
| Conference Name: | From/To: |
| Venue/Place: |
DAY 1/DATE:
| TIME | ACTIVITY DESCRIPTION | DETAILS OF THE TRANSPORT | TRANSIT TIME |
|---|---|---|---|
| 7:00 AM | Leave the house for the airport | Via Scheduled Taxi The contact information of the driver: | 2 hours |
| 10:00 AM | Plane takes off | Flight number: Terminal: | 3 hours |
| 1:00 PM | Drive from the destination airport to the hotel | Hotel name: Booking ID: | 1 hour |
DAY 2/DATE:
| TIME | ACTIVITY DESCRIPTION | DETAILS OF THE TRANSPORT | TRANSIT TIME |
|---|---|---|---|
| 8:00 AM | Breakfast | Name of the restaurant at the hotel | 1 hour |
| 9:00 AM | Meeting with Client | At the hotel | 3-4 hours |
| 1:00 PM | Lunch with Client | Restaurant name: Booking ID: | 1 hour |
| 2:00 PM | Meeting resumes with client | At the hotel | 2 hours |
| 4:30 PM | High Tea | Name of the restaurant at the hotel | .5 hour |
| 5:30 PM | Sight-seeing with the client | Via Scheduled Taxi The contact information of the driver: | 2 hours |
| 8:00 PM | Dinner | Restaurant name: Booking ID: | 1 hour |
| 10:00 PM | Back to hotel | Via Scheduled Taxi The contact information of the driver: |
DAY 3/DATE:
| TIME | ACTIVITY DESCRIPTION | DETAILS OF THE TRANSPORT | TRANSIT TIME |
|---|---|---|---|
| 8:00 AM | BREAKFAST | At the hotel | 1 hour |
| 9:00 AM | Leave hotel for the airport | Via scheduled taxi. Contact information of the driver: | 1 hour |
| 1:00 PM | Plane takes off | Flight number: Terminal: |
International travel itinerary template
| Destination: | From/To: |
| Time difference: |
DAY 1/DATE:
| TIME | ACTIVITY DESCRIPTION | DETAILS OF THE TRANSPORT | TRANSIT TIME |
|---|---|---|---|
| 7:00 AM | Leave the house for the airport | Via Scheduled Taxi The contact no. of the driver: | 2 hours |
| 10:00 AM | Plane takes off | Flight Number: Terminal: | 4 hours |
| 2:00 PM | Arrive at layover location | 2 hours | |
| 4:00 PM | Depart layover location | Flight Number: Terminal: | 4 hours |
| 8:00 PM | Arrive at destination | ||
| 9:00 PM | Go to hotel | Name of the hotel: Booking ID: | 1 hour |
DAY 2/DATE:
| TIME | ACTIVITY DESCRIPTION | DETAILS OF THE TRANSPORT | TRANSIT TIME |
|---|---|---|---|
| 8:00 AM | Breakfast | Name of the restaurant at the hotel | 1 hour |
| 9:00 | Leave hotel for site office | Via Scheduled Taxi The contact number of the driver: | 1 hour |
| 10:30 AM | Team meeting | Address of the office | 2 hours |
| 1:00 PM | Lunch with colleagues | Office site | 1 hour |
DAY 3/DATE:
| TIME | ACTIVITY DESCRIPTION | DETAILS OF THE TRANSPORT | TRANSIT TIME |
|---|---|---|---|
| 8:00 AM | Breakfast | Name of the restaurant at the hotel | 1 hour |
| 9:00 AM | Meeting with Client | At the hotel | 3-4 hours |
| 1:00 PM | Lunch with Client | Restaurant name: Booking ID: | 1 hour |
| 2:00 PM | Meeting resumes with client | At the hotel | 2 hours |
| 4:30 PM | High Tea | Name of the restaurant at the hotel | .5 hour |
| 5:30 PM | Sight-seeing with the client | Via Scheduled Taxi The contact number of the driver: | 2 hours |
| 8:00 PM | Dinner | Restaurant name: Booking ID: | 1 hour |
| 10:00 PM | Back to hotel | Via Scheduled Taxi The contact number of the driver: |
Media tour itinerary template
| Media Tour Dates: | Location: |
DAY1/DATE:
| TIME | ACTIVITY DESCRIPTION | DETAILS OF THE TRANSPORT | TRANSIT TIME |
|---|---|---|---|
| 8:00 AM | Leave the house for the airport | Via Scheduled Taxi The contact number of the driver: | 1 hour |
| 11:00 AM | Plane takes off | Flight Number: Terminal: | 2 hours |
| 2:00 PM | Drive from the destination airport to the hotel | Hotel name: Booking ID: | 1 hour |
| 3:00 PM | Lunch | Name of the restaurant at the hotel | 1 hour |
DAY 2/DATE:
| TIME | ACTIVITY DESCRIPTION | DETAILS OF THE TRANSPORT | TRANSIT TIME |
|---|---|---|---|
| 8:00 AM | Breakfast | Name of the restaurant at the hotel | 1 hour |
| 9:00 AM | Meeting at Media Outlet 1 | Via Scheduled Taxi The contact number of the driver: | 45 minutes |
| 10:00 AM | Meeting with the media contact person | At [Address of the media outlet] | 2 hours |
| 1:00 PM | Lunch | Restaurant name: Booking ID: | 2 hours |
| 4:00 PM | Meeting at Media Outlet 2 | At [Address of the media outlet] | 1 hour |
| 5:30 PM | Meeting at Media Outlet 3 | At [Address of the media outlet] | 1 hour |
| 7:00 PM | Back to hotel | Via Scheduled Taxi The contact number of the driver: | 30 minutes |
| 8:00 PM | Dinner | Restaurant name: | 1 hour |
Optimize your Time with Corporate Travel Itinerary Templates
A business travel itinerary template can help your employees stay more organized and manage their time effectively. On the other hand, you, as a travel manager, get an idea about the budget for the entire trip. It’s a win-win for both you and your employees.
However, as the corporate travel itinerary template has several details, always make sure you proofread it at least thrice before sending it to your employees.
We have created a customizable business travel itinerary template you can use to plan any trip in your company. To grab your free copy, click on the button below.
Get Free Travel Itinerary Template
While travel itineraries are very useful to keep track of your activities, it is a thing of the past. A SaaS-based business travel management platform like ITILITE helps your employees manage and update the travel itineraries with ease.
With ITILITE, your employees can quickly take care of all their bookings, expense reporting, and much more, so they have time to invest in health, wellness, and productivity. To know more, book a demo with our product expert today!Â
