Travel Itinerary Template

Business travel is no cakewalk. It entails meticulous planning right from when the business trip is announced until your employees return. Planning every aspect of business travel helps ensure employees have a smooth and hassle-free travel experience.  

Hence, every oorganization across the globe must do thorough planning for their employees, including their event details, transportation, accommodation, meals, recreational activities, and many more. And the best way to do this is by creating a travel itinerary template. 

What Should a Corporate Travel Itinerary Include

A well-designed business travel itinerary should accomplish two main 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 business travel transportation details, such as the flight, arrival, departure times, and terminals. At what time should 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 spots and details for personal vehicles. 

2. Details about the hotel/accommodation

You must include the details of the check-in and check-out times along with the hotel’s address and location.  You can also add more information, like the amenities they can expect at the hotel, to make their trip more enjoyable.

3. Day-to-day schedule details

Include the details of any places your employees would visit 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. 

Optimize your Time with Corporate Travel Itinerary Templates

Employees can stay more organized and manage their time effectively with a business travel itinerary template. It eliminates last-minute hassle. On the other hand, as a travel manager, you will know the budget for the entire trip. So, this becomes a win-win for both you and your employees.

The corporate travel itinerary template includes several details. It is crucial that you always proofread it at least twice or thrice before sending it to your employees.

Hence, we have created a customizable business travel itinerary template. You can use it to plan any trip in your company.

To grab your free copy, click on the button below.

Efficient Corporate Travel Itinerary Template for Immediate Use

You must create different travel itinerary templates depending on the type of business trip. For instance, an international itinerary might require additional details like the flight details, layovers, and time-zone difference, which might not be necessary for a domestic itinerary.

Hence, you can use readily available business travel itinerary templates that will help you incorporate every detail.

Trip Itinerary Template for Domestic travel

Conference Name:From/To:
Venue/Place:

DAY 1/DATE:

TIMEACTIVITY DESCRIPTIONDETAILS OF THE TRANSPORTTRANSIT TIME
7:00 AMTime of departure from home to airportMode of transport:
Via Scheduled Taxi
The contact information of the driver:
2 hours 
10:00 AMTime the flight takes offAirlines: 
Flight number:
Terminal: 
3 hours
1:30 PMDrive from the destination airport to the hotelMode of Transport: 
Hotel Name:
Booking ID: 
1 hour 

DAY 2/DATE:

TIMEACTIVITY DESCRIPTIONDETAILS OF THE TRANSPORTTRANSIT TIME 
8:00 AMBreakfastName of the restaurant at the hotel1 hour
9:00 AMMeeting with ClientAt the hotel3-4 hours
1:00 PMLunch with ClientRestaurant name:
Booking ID:
1 hour 
2:00 PMMeeting resumes with client At the hotel2 hours 
4:30 PMHigh TeaName of the restaurant at the hotel.5 hour
5:30 PMSight-seeing with the client Via Scheduled Taxi
The contact information of the driver:
2 hours
8:00 PM DinnerRestaurant name:
Booking ID:
1 hour
10:00 PMBack to hotelVia Scheduled Taxi
The contact information of the driver:

DAY 3/DATE:

TIMEACTIVITY DESCRIPTION DETAILS OF THE TRANSPORT TRANSIT TIME
8:00 AMBREAKFASTAt the hotel1 hour
9:00 AMLeave hotel for the airportVia scheduled taxi. 
Contact information of the driver:
1 hour
1:00 PMPlane takes off Flight number:
Terminal:

Travel Itinerary Template for International Travel

Destination:From/To:
Time difference:

 DAY 1/DATE:

TIMEACTIVITY DESCRIPTIONDETAILS OF THE TRANSPORTTRANSIT TIME
7:00 AMTime of departure from home to aiportMode of transport:
Via Scheduled Taxi
The contact no. of the driver:
2 hours 
10:00 AMTime the flight takes offAirlines: 
Flight Number:
Terminal:
4 hours
2:00 PMTime of arrival at the layover locationTerminal:2 hours
4:00 PMDepart layover locationFlight Number:
Terminal:
4 hours 
8:00 PMTime of departure from the  layover locationTerminal:1 hour
9:00 PMDrive from the destination airport to the hotel
Mode of Transport: 
Hotel Name:
Booking ID:
1 hour

DAY 2/DATE:

TIMEACTIVITY DESCRIPTIONDETAILS OF THE TRANSPORTTRANSIT TIME 
8:00 AMBreakfastName of the restaurant at the hotel1 hour
9:00Leave hotel for site office Via Scheduled Taxi
The contact number of the driver:
1 hour 
10:30 AMTeam meetingAddress of the office2  hours
1:00 PMLunch with colleaguesOffice site1 hour 

DAY 3/DATE:

TIMEACTIVITY DESCRIPTIONDETAILS OF THE TRANSPORTTRANSIT TIME 
8:00 AMBreakfastName of the restaurant at the hotel1 hour
9:00 AMMeeting with ClientAt the hotel3-4 hours
1:00 PMLunch with ClientRestaurant name:
Booking ID:
1 hour 
2:00 PMMeeting resumes with client At the hotel2 hours 
4:30 PMHigh TeaName of the restaurant at the hotel.5 hour
5:30 PMSight-seeing with the client Via Scheduled Taxi
The contact number of the driver:
2 hours
8:00 PM DinnerRestaurant name:
Booking ID:
1 hour
10:00 PMBack to hotelMode of transport:
Via Scheduled Taxi
The contact number of the driver:

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 our corporate travel management solution, 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! 

Frequently Asked Questions (FAQ’s)

1. What is a corporate travel itinerary?


A corporate travel itinerary is a detailed plan outlining all aspects of a business trip, including flights, accommodations, meetings, and other activities. It helps ensure the traveler stays organized and on schedule.

2. Why is a corporate travel itinerary important?


A well-organized itinerary helps manage time efficiently, reduces the risk of missed flights or appointments, and provides a clear schedule to maximize productivity during the trip.

3. What should be included in a corporate travel itinerary?


A corporate travel itinerary should include:

a) Flight details (flight numbers, departure and arrival times, airport information)
b) Accommodation details (hotel name, address, check-in/check-out times)
c) Transportation arrangements (car rentals, transfers, public transport details)
d) Meeting schedules (times, locations, contact persons)
e) Emergency contact information
f) Important documents (passports, visas, tickets)
g) Local information (weather, currency, local time)

4. Can I customize the Corporate Travel Itinerary Template?


Yes, the template is customizable. You can add or remove sections based on the specific needs of your trip or company policies. Customization helps tailor the document to better suit individual travel plans and requirements.