Business Travel: Planning and Etiquette

1Warm-Up Questions

1. Do you like travelling for work? Why or why not?
2. What is the most important thing to organise before a business trip?
3. Have you ever had a problem while travelling, such as a delay or lost luggage?
4. Is it better to meet clients in person or online?
5. What do you do to stay relaxed on a long journey?

2Vocabulary Preparation

Match the words to their definitions

Fun Vocabulary Game – “Business Travel – Perk or Pain?”

Choose the correct term:

1. The detailed plan for your trip, with times and places, is your (itinerary / per diem).
2. After you come home, you send the company your (expense report / layover).
3. Reserving a hotel room early is called (booking / networking).
4. Feeling very tired after a flight from New York to Berlin is (jet lag / itinerary).
5. Waiting two hours in an airport between flights is a (layover / booking).
6. Talking to new people at a conference is good (networking / business class).

Business Travel: Plan Well, Travel Well

Business travel can be exciting. It offers a chance to meet clients, visit new places and build relationships that are hard to create online. At the same time, it can be tiring and stressful. Careful planning and good manners help you to arrive prepared and make a positive impression.

Start with the booking. Compare flights, trains and hotels, and check your company's travel policy first. Many firms have rules about prices and preferred providers, and only senior staff may fly in business class. Booking early is usually cheaper and gives you more choice, especially for hotels near the meeting location.

Next, create a clear itinerary. Include departure times, addresses, phone numbers and the contact details of the people you will meet. If your trip includes a layover, make sure it is long enough to change flights without stress, but not so long that you lose half a day. Always keep copies of important documents on your phone and on paper.

Think about your health and energy as well. Jet lag can make you tired and less focused during important meetings. If possible, arrive a day earlier, drink plenty of water and try to adjust to the local time quickly. Pack light, but bring a spare shirt or blouse in your hand luggage in case your suitcase is delayed.

Etiquette matters once you arrive. Be on time, learn a few polite phrases in the local language and find out about local customs, such as greetings and gift giving. Networking is a big part of many trips, so bring business cards and be ready to talk to new people at dinners or events. Always follow up with a short thank-you message.

After the trip, do not forget the paperwork. Keep your receipts and complete your expense report soon, while you can still remember all the costs. Some companies pay a per diem for meals instead of repaying each receipt, so check the rules. Good organisation shows professionalism and makes the next trip easier.

4Grammar Practice

A. Cause and Effect

Rewrite the sentences using connectors (because, due to, as a result, therefore):

1. The flight was delayed. Maria missed her connection.
2. He arrived a day early. He felt less tired for the meeting.
3. The hotel was booked in advance. It was much cheaper.
4. She kept all her receipts. Her expense report was easy to complete.
5. The itinerary was clear. The team travelled without problems.

B. Conditional Sentences

Complete the sentences:

1. If you book early, the flight ___ (be) cheaper.
2. If your layover is short, you ___ (need) to hurry.
3. If I had a choice, I ___ (travel) by train instead of by plane.
4. If he arrives a day early, he ___ (feel) less tired.
5. If she had checked the policy, she ___ (not book) a business class seat.

5Creative Task – “Business Trip Role-Play”

Roles

1. Traveller: Plans a trip to meet an important client abroad and explains the itinerary.
2. Travel Coordinator: Checks the company policy, the booking and the budget.
3. Foreign Client: Welcomes the traveller and explains local business customs.
4. Finance Officer: Reviews the expense report and asks questions about the costs.

Instructions

Each participant prepares a 2-3 minute role-play from their perspective.

1. Talk together, share ideas and answer each other's questions.

Use at least 5 vocabulary words from the worksheet.

1. Optionally, prepare a simple itinerary and a list of costs.
2. Finish by agreeing on the plan, the budget and the next meeting.