International Business Travel Checklist:
Things You Need to Plan, Do, and Pack Before
Your Work-Related Trip Abroad
A comprehensive overview of everything you
need to prepare and take with you to make
your trip productive and successful!
Important: Please read!
Traveling abroad for work can be exciting and rewarding. However, since it can involve a host of unpredictable situations, it can also be a bit stressful.
When you don’t have an organized system to follow through before leaving, it’s very easy to miss out on essential things.
As the famous quote goes, “failing to plan is planning to fail”, so plan ahead to reduce uncertainties and arrive at your destination fresh, well-prepared, and set to ace it.
Whether you travel frequently or only once in a while, read our checklist and tips so you will be fully prepared for your next journey.
Let’s start!
Step 1: Read the General Travel Checklist
VERY IMPORTANT: Before diving into the unique components of business travel preparations, please carefully read our ‘general’ international travel checklist.
It covers the essential aspects of traveling abroad, be it for business, pleasure, or any other purpose.
The ‘general’ checklist covers the basic issues of any trip out of the country, like essential documents, pre-trip booking arrangements, administrative tasks, transportation, mobile communication, detailed packing lists, and so much more.
After reading it and ensuring that everything is in perfect order, come back to this page and continue reading to confirm that your upcoming business trip will go as smoothly as possible.
Step 2: Work Materials
When you’re flying overseas to fulfill your professional duties, you will be far away from your convenient domestic business environment, so you will have to take whatever you’ll need for work with you.
Here are a few examples:
- Briefcase
- Business cards
- Work documents
- Presentation materials
- Printed handouts
- Appointment schedules
- Brochures
- Proposals
- Contracts and legal documents
- Meeting agenda
- Catalogs and product samples
- Promotional items
- Basic office supplies
- List of contact details
Step 3: Tech and Accessories
Your packing list needs to include tech gear and accessories that will help you work productively remotely (from a hotel or an airport) and on the go.
The right gadgets can help you get the job done anywhere, anytime, seamlessly, and efficiently.
- Smartphone + charger
- Mobile hotspot
- Laptop / Tablet
- USB flash drives
- Presentation pointer
- Remote slide advancer
- Multi USB charger
- Foldable Bluetooth keyboard
Step 4: Clothes
For most travelers, this is probably the trickiest part of their packing checklist.
As you probably know, your business attire can influence the impression of your superiors, customers, employees, or partners about your professional capabilities, authority, and trustworthiness.
Obviously, your travel wardrobe needs to contain work clothes that correspond with your industry, position, company culture, the nature of your trip, and your personal style.
You will also need to check which business functions you’ll need to attend (meetings, formal dinners, conferences, etc.), and pack suitable clothes for those events.
Needless to say, a Fortune 500 CEO or a senior executive will need different types of clothes compared to a tech support professional or a junior account manager, so be sure to pack items that suit your pay grade and make you feel comfortable, representative, and confident.
Prefer bringing machine washable, wrinkle-resistant clothes you can easily layer, mix and match, preferably in dark colors that help to hide stains or dirt.
Combine formal suits and business outfits with comfortable casual clothes for your time off.
Whenever possible, pack a few extra clothing options in case the weather suddenly changes or if you get invited to an event or activity that wasn’t on the original itinerary.
Step 5: Tie Up Loose Ends At The Office
Before you go, leave things in good order at the office: wrap up unfinished work, leave a clean desk, and make sure the team is prepared for your absence and knows how to reach you if needed.
- Let coworkers know where you’re traveling to and for how long.
- Complete or delegate time-sensitive project tasks.
- Make sure all your pending appointments are rescheduled.
- Set up an out-of-office autoresponder message in your email for the days you’ll be abroad.
- Make sure you have adequate coverage for ongoing office responsibilities.
Step 6: Try Premium Travel Services… For Free
Many commercial programs, subscriptions, services, and mobile apps can deliver terrific benefits to business travelers in various areas.
And the good news? Some of them offer a free trial so you can test out their service.
- Tablet Plus
Receive VIP upgrades and amenities at the world’s most exciting hotels.
Free 30-day trial - ClassPass
Worldwide access to thousands of top-rated gyms, fitness studios, salons, and spas.
Free 1-month trial - ExpertFlyer Pro
Find information on awards, upgrades, flight availability, seats, fares, and more.
Free 5-day trial
Click here to access more travel-related free trial offers.
VIP Extras: Ways to Make Your Work Trip
More Convenient
Traveling internationally for meetings, conferences, and other types of global work can be fun. Although, as any seasoned business traveler will testify, it also has a darker side.
At some point, you’re bound to encounter some rather awful travel experiences.
Things like the infamous world of delayed or canceled flights, missed connections, getting stuck in the airport, lost luggage nightmares, not finding a taxi when you need it the most, jet lag, unexpected medical issues, or foreign culture shock are some of the possible scenarios you may experience during a trip.
However, there are ways to make traveling faster, safer, easier, or more convenient.
If you’re willing to invest money in minimizing business travel discomfort, frustration, and inconvenience and maximizing your comfort, efficiency, and enjoyment, there are a few options you may want to explore.
- Airport lounges
Airport lounges can make business travel much more pleasant and relaxing as they provide comfortable work and rest space, decent food and drinks (including alcohol), free magazines and newspapers, Wi-Fi, power outlets, and other extras that make the airport travel experience feel much more elegant and luxurious.
Some facilities even offer shower rooms, spas, sleeping pods, and a variety of other high-class amenities and perks, which can be beneficial during long layovers, delayed flights, or when you just want to kill time before boarding.
Priority Pass is a popular subscription-based program that grants members lounge access to 1300+ airports in over 600 cities and 148 countries around the world. - Chauffeur service
Premium private car services offer safe, reliable, and convenient chauffeur-driven transport to and from a chosen destination, including airports, hotels, business meetings, corporate events, conferences, etc.
Many senior executives and other corporate VIPs use this service, which enables them to travel in comfort and style in a luxury vehicle driven by a professional private driver.
Read more about private airport transfers and chauffeured car services and how to book them. - A local personal assistant
Would you like to receive concierge services and lifestyle management help from a local professional during your trip?
MeetnGreetMe is a global platform for finding a personal assistant among local people at your destination who can meet you upon arrival, accompany you during your stay, and complete administrative tasks for you.
Their services cover business matters, entertainment, food, health, fitness, shopping, translation and interpretation, travel arrangements, and more. - Travel credit card
Some premium travel credit cards come with many helpful incentives, exciting perks, and free upgrades that can take your next trip from basic to luxurious without spending extra money.
Big sign-up bonuses, rewards, points redeemable for airfares, hotels, dining or cash, travel insurance, free checked luggage, priority boarding, airport lounge access, TSA PreCheck or Global Entry fee credit, and others can be extremely useful for any seasoned business traveler.
Top cards cost over $500 in annual fees. However, if you’re a frequent traveler, simply do the math: the value of the benefits can be much greater. - Private Jet
If you’re a real mover and shaker who belongs to the inner circles of the corporate world’s elite and can afford to charter a luxury private jet for your business trip, consider using Private Jet Finder to get a free quote for a private flight.
Final Thoughts
Every day, millions of global entrepreneurs, business executives, salespeople, project managers, technical trainers, and professional specialists are on the road, far from their workplaces in their home countries.
Traveling for work may serve countless purposes and goals: sales and marketing, attending a conference or an industry tradeshow, conducting job interviews, project management, professional training, tech support, and many others.
In a global business world, face-to-face communication is still the most efficient way to build constructive relationships with clients, employees, and suppliers overseas.
Even though virtual communication technologies are an important asset, digital platforms can’t replace in-person meetings, conferences, and events entirely.
Real-life human interaction is the best way to negotiate, sign a contract, close a deal, build a powerful brand, network, share ideas and solve problems, which is why international business travel remains an indispensable component of the global economy.
Best of luck with your business trip. Enjoy it!