Business trip itinerary template
A business traveller reads their itinerary twice: once on the way, and once three weeks later while filing expenses and trying to remember whether the airport transfer was on the company card.
Write it for both readings.
The travelling half
- Flights with the operating carrier named, because a codeshare sends people to the wrong desk and a business traveller is usually cutting it fine.
- Connection buffers stated explicitly. Not "arrives 14:20, departs 15:05" — say 45 minutes, tight for an international transfer at this airport. The traveller cannot judge that; you can.
- Hotel with the check-in time against the arrival time. A 23:00 landing and a guaranteed-until-18:00 booking is a bad night waiting to happen.
- Meetings, with the address in the local language and travel time from the hotel at that hour, not at noon.
- Wifi, plug type, and whether the destination needs a data roaming plan.
The expenses half
This is where most itineraries stop being useful and shouldn't:
- What is already paid, itemised. Flights, hotel, transfers, and by whom.
- What the traveller pays and reclaims — and the daily limit, written down.
- Whether receipts are needed for everything or only above a threshold.
- The booking references, because a refund request needs them and they are never to hand.
What changes for a business trip specifically
Two things, and both are about time rather than money.
A delay is a missed meeting, not a lost afternoon. The value of knowing early is much higher than on a holiday, and the window in which you can do anything about it is much shorter.
The traveller is working, not planning. They will not check a portal. The information has to arrive where they already are — which for most people is their phone's messaging app, not an inbox with three hundred unread.
That is the case Viaquo is built for: the itinerary answers questions in chat, and a schedule change reaches the traveller as a message rather than as a notification they will see on landing.
Related: What the concierge sends, and when · Flight changed overnight: what to tell travellers