How Do You Write a Business Travel Policy?

By Robert Palmer

In order to ensure the safety and efficiency of business travel, it is important to have a well-defined business travel policy. A business travel policy defines the rules and regulations for how employees should conduct themselves during business trips. It outlines acceptable expenses, safety protocols, and other important considerations for employees traveling on behalf of the company.

The first step in writing a business travel policy is to assess the types of trips that will be taken. Will employees be traveling domestically or internationally?

Will they stay in hotels, or rent cars? What type of company-issued identification will they need? Understanding the types of trips that will be taken can help guide the creation of a comprehensive policy that covers all possible scenarios.

Once the types of trips are identified, it is important to consider the associated costs. Will all costs be covered by the company, or will employees be responsible for any additional expenses incurred during their trip? It is also important to consider any policies related to meals and per diem rates while traveling.

In addition to cost considerations, safety protocols must also be included in a business travel policy. Employees should know what precautions they should take while on a trip, such as avoiding high crime areas or keeping their passports and other documents secure at all times. It is also important to include information about insurance coverage while traveling and any emergency contacts that may need to be contacted in case of an incident.

Finally, it is essential that all employees understand the expectations outlined in a business travel policy before traveling on behalf of the company. The policy should include information about acceptable behavior while traveling, such as adhering to local customs and laws and representing the company professionally at all times.


Creating an effective business travel policy requires careful consideration of several factors including types of trips taken, associated costs, safety protocols, insurance coverage and expected behavior from employees while on a trip. A comprehensive policy helps ensure that all employees understand what is expected of them while traveling on behalf of the company so that everyone remains safe and efficient during their travels.