A business itinerary template is a company document that you can use to plan and track your employees’ daily activities on their business trips.

An organization uses them to manage their business international relations and ensure their business goals succeed.

But how can you create one, and what should you include so your travelers can have fun and meet your objectives?

This article gives you the insights you need to create the best business itinerary template for your business to help you organize your team and find ways to keep them controlled while abroad.

The business trip itinerary is a document that includes all your business trip details. This includes:

• Taxi reservations.
• Flight arrangements.
• Hotel reservations.
• Business tour.
• Locations.
• Times.
• Next trip information.
• Prepaid charges.
• Business meetings.

These travel details allow you to control your vacations and enjoy your road trip without missing information. 

A detailed itinerary allows business travel to be more relaxed and planned while also saving time for what matters most: meetings and closing deals.

Now, the business travel itinerary template is prepared to be used multiple times and gather travel agent information. The idea is that you can have a trustable source of information with all the details necessary to ensure your upcoming trip comes to fruition.

Since a business trip differs from a personal travel, you must have a detailed plan with proper documentation to show to stakeholders so they can approve it.

A road trip itinerary requires deep thought and trip planning to ensure you do all you want to do. The same happens with business travel. 

There are key elements you should include in any travel itinerary template:
 

• Flight details.

• Flight numbers.

• Travel schedule.

• Departure times.

• Arrival times.

• Layovers.

• Travel agency information.

• Airline and reservation information.

• Other essential travel details.

• Transportation information.

• Car rental pricing and details.

• Pick-up locations.

• Transfers.

• Accommodation details.

• Hotel booking check-ins.

• Hotel information.

• Reservation details.

• Check-out time.

• Trip details.

• Meeting schedule.

• Trip planner.

• Daily activities.

• Next meeting information.

• Emergency contacts.
   

These elements' idea is to gather all planned activities and provide information about each step you take.

The business itinerary template allows you to have a smooth trip and remember important details and trip goals.

The business itinerary also:

• Eases up a smooth business transition for employees.

• Improves productivity and travel experience during the trip.

• Erases uncertainty in the travel plan.

• Ensures a proper appointment schedule.

• Considers the business’s priorities.

The whole point of having a business travel itinerary template is so the business can prioritize its trip objectives and find advantages to increase its employee's performance.

There are three types of business itineraries that you can use with your business.

Sales Itinerary

The sales itinerary allows executives to have more insights into their customer availability. This document prepares a whole month of itineraries and includes flexibility opportunities so you can adjust your trip in case of unexpected events like:

• Cancellations.

• Missed appointments, flights, or hotels.

The sales itinerary should have a gap between appointments and the ability to add changes. 

Event & Conferences

The event and conference business itinerary gives visibility, networking, and knowledge opportunities.

As this document focuses on sessions with experts, you must program and schedule dates with surgical precision to maximize time and effort.

This itinerary also details transportation, accommodations, and emergency numbers you may need.

International Trips

These itineraries give executives the power and opportunity to find ways to communicate and meet with other important personalities on their business trips. It’s great for companies looking to expand or close new deals.

You should include information about the following:

• Flight schedules.

• Destination.

• Transfers.

This kind of travel allows executives to explore the country’s local culture and get information about people's lives.

Personal Business Itinerary

The personal itinerary allows executives to have a more relaxed and enjoyable experience while meeting their business goals.

They include the same data as the mentioned above, depending on the personal trip’s goal.

The document must detail all the requirements and important information such as flight and lodging information, clients, etc.

Here’s what you must consider to prepare a useful business itinerary to start planning your trip and organize all your events:

1. Prepare at least a 30-day itinerary. Select the right arrangements you need.

2. Call the business contacts in advance to confirm your appointments and travel plans. Speak to organizers, participants, and other people who are supposed to go to find extra meetings and business opportunities.

3. Include your flight details. Ensure you arrive at least two days before the first meeting so you can rest and review your plans. You may also need to rent a car.

4. Book a hotel ahead of time and include your meeting rooms. Ensure you confirm with your accommodation key services such as:

   1. Good internet connection.

   2. Wake-up service.

   3. Free breakfast.

Note: If the business trip is too expensive, the company could ask you to share a room with a coworker.

1. Write it all in an itinerary backup. Include the most important events, dates, and locations. 

2. Inspection of general weather conditions to pack the right clothes.

3. Confirm all your meetings before arriving to ensure you don’t miss anything.

Business Tips to Build a Functional Business Itinerary

We’ve already seen considerations for employees when using a business itinerary. But what about businesses?

Here’s what you need to know:

1. Craft a business travel itinerary that fits your employees’ needs.

2. Accommodate them in high-quality hotels or residencies so they feel safe and sound.

3. Give workers straight access to their itinerary.

4. Allow stakeholders to check and comply with the itinerary. This needs to be approved due to strict policy regulations. 

5. Give employees to create their travel itineraries. Provide support, oversight, and information to help them build a proper document you agree with.

Here’s a clear example of what a business trip itinerary looks like:

“General Information”

• Employee’s name: Rachel Phoenix
• Trip purpose: Business trip and fun
• Travel dates: 07/08/2023
• Location/Destination: Europe

“Traveler Information”

• Name: Elizabeth Sharp
• Phone Number: +1 5665487
• Email: traveleragent@gmail.com
• Emergency Contact: N/A

“Flight Information”

• Flight Airline: COPA Airlines 
• Departure Time: 07:45hs
• Flight Number: AR2852 
• Hotel: Test hotel - Belgrano 1654
• Number: 425285821
• Ground Transportation: Cab, Rental car, shuttle service

Day 1: 08/08/2023

• Visiting partner 1: [8hs - 9hs] 
• Resting in the coffee shop near the hotel: [9:30hs - 10hs] 
• Meeting with a new potential partner: [10:30hs - 11:30hs] 
• Visiting touristic places: [12:30hs - 2hs]

Day 2: 09/08/2023

• Participating in business meeting event: [10hs - 12:30hs] 
• Joining other attendees after the meeting: [13 - 15hs] 

Notes: [Additional Notes, Special Instructions, etc.]

As you can see, this is what a business itinerary would look like. Adjust it based on how long your trip lasts.

You can use multiple free itinerary templates as planning documents for your trips. Each has different objectives and will provide better insights into the employee’s itinerary.

Template #1

Business Travel Itinerary Template, compatible with Google Docs - Download Link

Template #2

Vacation Itinerary Template, available for Microsoft Excel - Download Link

Template #3

Flight Itinerary Template, Available on Google Sheets and Excel - Download Link 

How can you run, edit and build the best business itinerary templates for your business?

You have to use specialized productivity software that supports creating business itineraries and provides you with all the customization tools.

Fortunately, RoyalCDKeys brings a cheap and official solution. You can use a Microsoft Office 2021 CD Key to activate your Microsoft suite that includes:

• Excel.
• Word.
• Publisher.
• PowerPoint.
• Access.
• Outlook.
• And more.

Use them to customize, manage and print your employees’ trip journey, track their progress, and assign business tasks that your worker must complete to succeed in their company trips.

Business travelers struggle throughout their trips. They must comply with the company’s expectations while trying to have fun and attend all meetings required on the trip.

That’s why a business itinerary template could help them and the business allocate resources, track activities, and set up achievable objectives that the company needs for further expansion.

Use the templates above to produce useful documents that will help you program every important visit.