Template

Business trip itinerary template

One page for the whole trip: who to call, every flight, train, hotel, car and meeting in the order they happen, and the details for each city. Times are in local time with the time zone beside them, so nobody misreads an overnight flight. A worked example follows the blank template.

To print it or save it as a PDF, use your browser's print command. The site's menus and footer are left off the printout.

Traveler and contacts

• Traveler

  Full name, as on the passport used for travel.

• Mobile phone

  With the country code, and a number that works abroad.

• Email

  Where changes and confirmations go.

• Purpose and dates

  What the trip is for, and the first and last day.

• Travel manager or office contact

  Name, phone and email of the person who handles the trip at work.

• Travel help line

  Your travel agency's or travel management company's number for urgent changes.

• Emergency contact

  Name and phone. The emergency contact sheet holds the full details.

Day by day

One row per segment, in the order they happen. Write each time in local time where it happens, with the time zone beside it.

What to note for each type

• Flight

  Airline and flight number, airports and terminals, departure and arrival times, seat.

• Rail

  Operator and train number, stations, coach and seat.

• Hotel

  Name, address and phone, check-in and check-out dates.

• Ground

  Car rental pickup and drop-off, or the transfer or car service with its pickup point and phone.

• Meeting

  Who, where (address and floor), and an on-site contact with their phone.

At each destination

Copy this block for each city on the trip.

• City

  One block per city or country on the trip.

• Time zone on these dates

  With the offset from UTC, for example UTC−4. Daylight saving changes it, so check it for the travel dates.

• Local emergency number

  Look it up before you leave and write it here.

• Where you're staying

  The address and phone, also in the local language if it uses a different script, to show a driver.

• Local contact

  A colleague, client or office nearby, with a phone number.

Notes

How to fill it in

1. Start from the confirmations. Copy each confirmation number exactly as the airline, hotel or rail company sent it.
2. Add one row per segment, in the order they happen. Write each time in local time where it happens, with the time zone beside it, so an overnight flight lands on the next day's date.
3. Fill in a destination block for each city: the time zone, the local emergency number and where you're staying.
4. Share it with your travel manager and the people you choose, and update it whenever a booking changes.
5. Leave passport numbers and payment card details off the itinerary.

When you book through silentVIP, the itinerary, confirmation numbers and documents are in the portal, which works in your phone's browser: see the traveler's side of silentVIP.

A silentVIP template, free to copy and adapt. silentvip.com/resources/templates