Free Business Travel Task Checklist Template
Business Travel Task Checklist
Prepared By: [Your Name]
I. Pre-Trip Tasks
A. Flight and Accommodation
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Book flights (confirm dates, times, and seats).
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Reserve hotel (ensure proximity to meetings/venue).
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Confirm transportation (car rental, taxi, or shuttle).
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Arrange airport transfers (if needed).
B. Meeting and Event Coordination
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Schedule meetings with clients/partners.
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Confirm meeting locations and times.
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Prepare agenda or meeting materials.
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Confirm any networking or social events during the trip.
C. Travel Documents and Itinerary
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Verify passport and visa (if international travel).
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Print out tickets, itineraries, and hotel confirmations.
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Ensure business documents, contracts, and presentations are ready.
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Set up travel insurance if required.
D. Packing List
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Pack business attire and casual clothing.
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Ensure all electronic devices (laptop, tablet, charger) are packed.
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Include all necessary documents, such as ID, tickets, and work materials.
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Pack toiletries, personal items, and medications.
E. Financial and Expense Planning
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Review per diem or travel budget.
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Notify the credit card company of travel dates (to avoid issues).
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Ensure necessary cash or foreign currency is available.
II. During the Trip
A. Travel and Meetings
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Check flight status and arrive early at the airport.
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Confirm accommodation check-in details.
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Attend scheduled meetings and networking events.
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Take notes during meetings for follow-up actions.
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Track expenses (meals, transportation, etc.) for reimbursement.
B. Communication and Updates
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Stay connected with the office or team for updates.
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Check-in with clients or partners before/after meetings.
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Monitor any changes in the itinerary or meeting schedules.
III. Post-Trip Tasks
A. Expense Reporting
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Collect receipts and prepare expense reports.
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Submit travel expenses for reimbursement.
B. Follow-up Actions
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Send follow-up emails to meeting attendees or clients.
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Address any action items from meetings.
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Share notes or key takeaways with the team or manager.
C. Review and Debrief
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Reflect on the outcomes of the trip and evaluate the objectives achieved.
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Provide feedback to the travel coordinator if applicable.
