Planning small things better always leads to effective business management. 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, flight number, hotel name, etc., on the travel itinerary.
Here is an infographic showing the details that travel managers should include in a corporate travel itinerary.
To know more about the corporate travel itinerary, keep reading the blog. This blog also includes corporate travel itinerary templates that will help your employees keep track of important things while on a business trip. Also, you will get an idea of the budget for the entire trip.
A business itinerary should have a great number of details. It should also be simple to read and easy to follow. Key elements that a business travel itinerary should contain are:
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.
Include the overall trip’s transportation details, like the arrival 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.
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 your company’s name and logo and your employee’s name, designation, & department.
You can have different business travel itineraries depending upon the business trips. Here is a list of corporate travel itinerary templates for different types of business itineraries, such as conference travel itinerary templates, international travel itinerary templates, and media tour itinerary templates.
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 number 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 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: |
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 no. of the driver: | 1 hour |
1:00 PM | Plane takes off | Flight number: Terminal: |
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 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 |
A corporate 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.
While travel itineraries are very useful to keep track of your activities, it is a thing of the past. A SaaS-based 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!
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