Employee Experience

Travel Safety Guidelines for Employees: Ensuring Safe and Secure Business Travel

SAP Concur , Petr Seidner |

As a business owner with employees who travel, you have a duty and responsibility to keep them safe. Communication and training are key to preparing them for their next business trip. And because you never know what’s going to happen, it’s best for travelers to be prepared for anything.

You can review the latest Wakefield business traveler report here

Travelers can face health issues, physical safety concerns, and delays or disruptions. Using these travel safety guidelines for employees helps strengthen the security of travelers and establish a plan for productive corporate travel safety.

Check this infographic for further insights from business travelers and travel managers from the 5th Annual SAP Concur Global Business Travel Reports.  

It’s your duty to care for every employee? With increasing booking options for travellers and constant change in the travel industry, it’s never been harder to stay in contact with and support every traveller when they're on the road. But it’s also never been more important. Explore this travel assessment tool

Pre-trip Planning and Preparation

Anytime an employee travels outside of an area they are familiar with, they should research the area on their own, or check to see if their employer has any specific guidance for that region. Every area has local regulations and cultural differences; it’s important to adhere to the rules so travelers stay safe. When you prepare ahead of time with these safety tips for business travel, you can anticipate some potential traveling pitfalls.

Extreme Weather

All around the world, there are weather events travelers may not know about. Floods and earthquakes are common in some places. Your traveler should stay up to date about the weather in the area. They can use apps and other resources to get weather warnings.

Cultural Differences

Local customs change quickly across different areas. When travelers aren’t familiar with them, they are likely to make mistakes. While some mistakes are embarrassing, others are more severe and could come with fines or imprisonment. Business etiquette is also an essential part of travel. If the traveler is going to an area where a different language is spoken, they should learn a few phrases.

Local Civil Unrest

Depending on where travelers are going, there could be political instability. These concerns can impact travel and often cause dangerous situations. Understanding the political climate of an intended area of travel is crucial for traveler safety and when determining if the traveler can add some personal travel experiences to their business trip.

Proper Documentation

If traveling internationally, travelers must prove they are legally allowed to enter the area. This means always carrying proper documentation. Documentation could include travel tickets, a passport, and possibly a visa. In addition, it’s imperative to keep all documents safely in one place. Travelers should also keep insurance information, car rental documents, and hotel reservations together in case they need to provide them.

Travel Training and Support

Doing the research for any impending travel for your company only gets you halfway there. You also need to share this information with those who are going to travel. It’s important to let your staff know that you won't be able to control every situation. However, you can guide them on common threats and how to handle them. Training should be centered more on employees preventing themselves from getting into dangerous situations. It’s easier to avoid danger than to remove yourself from it.

Training should include what to do when a traveler gets into a dangerous situation. In certain areas, there may be common scenarios that highlight a danger. When discussing these, you want to talk about what to do in the event they are caught in one of these situations. With proper training, they should feel competent about responding properly. Educating travelers properly can save their lives. While it may sound dramatic, it’s true. The more you discuss the risks with your travelers, the better they can identify and avoid them.

Travel Tips

When talking to employees who travel, you want to stress the importance of safety guidelines. For some, it may seem like excessive worry for no reason. However, they should understand that you are giving them guidelines for their own safety.

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Some of the top examples of safety guidelines include:

Keep Belongings Safe

Anytime an employee is traveling, they should stay on high alert. They should follow their gut and stay aware. Travelers should avoid unfamiliar or low-lit areas, especially at night. Always keep documents and valuables in a secure place that is not obvious.

Keep Emergency Contacts

It’s pertinent for travelers to carry emergency contacts with them. This includes the contact information for the consulate or embassy as well as contacts from home. By carrying a contact list, the traveler won't have to rely on memory or digital contact storage.


Only consider reputable transportation options. Use licensed taxis, reputable companies, or public transportation. Travelers want to be sure to wear seatbelts or hold onto the handrails. Even if no one else is, they should. The rules of the road are different in other countries.

Health Concerns

Making an appointment with travel health professionals or a travel clinic can be helpful before your employees travel. Those professionals can alert the employee of any health concerns in the area. Travelers must have appropriate vaccinations and medications for the destination.

Comprehensive travel insurance may be a requirement for your traveler. This can cover medical emergencies, trip cancelations, and other unforeseen events. All travelers should carry a card or document with important medical information, including allergies, blood type, and any existing medical conditions.

When your employees follow these tips, it allows for a safer and, perhaps, slightly more relaxed travel experience. There are some steps all travelers should take to ensure their safety. These tips are essential for your employees to have a memorable and stress-free journey. If you want more information about how to help your employees travel safely, follow us on social media.

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