Template

Travel risk assessment form

A short assessment to fill in before a higher-risk trip, so the decision is made and written down before anyone books. It follows the five steps in our duty of care guide, and records the restricted destination rule exactly as a silentVIP travel policy sets it.

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.

Not legal advice. This form is general information. What the law requires of your organization depends on where you and your employees are based and where they go, so ask your employment, safety or insurance advisors.

The trip

1. Identify hazards

For health risks by country, the CDC's Travelers' Health site publishes travel health notices in four levels, from Level 1 (practice usual precautions) to Level 4 (avoid all travel).^[2] Your own government's travel advice, and your medical and security providers if you have them, cover the rest.

2. Assess the risks

How likely is harm, and how serious would it be? Most trips are routine and need nothing beyond the policy. Note which hazards need a closer look, and who decides.

3. Control the risks

Restricted destination

If your travel policy lists the place as a restricted destination, record its rule here. In the portal a travel manager adds it on the travel policy page, under Restricted destinations; the policy builder writes the same rule into a sample policy.

• City or country (required)

  The place as the policy names it. The portal matches it against the trip's destination and the places on each option. Up to 80 characters.

• Rule

  If the place is on your restricted list, one of the policy's two rules: Approval always needed (every trip there needs approval, whatever the policy's approval setting), or Not permitted (an option for that place can't be chosen, so it can't be booked through the portal). Otherwise leave blank.

• Note

  Shown with the policy check, such as the conditions for going or who to ask first. Up to 200 characters.

4. Record your findings

Write down the assessment and the controls, with the date and who made the call. In the UK, the HSE's guidance says employers with 5 or more people must record their significant findings.^[1]

5. Review the controls

The rest of the duty of care plan

The assessment is step 1 of the six in our duty of care guide. For this trip, check the other five.

2. Know where people are

• The trip is booked through the program, so the itinerary is on file
• A mobile number and an email that work abroad, and an emergency contact

3. Contact and check-in

• Who sends a check-in if something happens, and how
• A routine check-in agreed before the trip, such as on arrival and before the return flight

4. Escalation

• A named person who can make decisions after hours, and a deputy
• Your medical assistance, security and insurance contacts, with numbers that have been tested

5. Review after an incident

• Does this assessment need updating, or should the place become a restricted destination?

6. Keep records that show it

• This form, kept with the trip: the assessment, the controls chosen, the approval and its conditions, and the briefing

For the contacts, use the trip incident contact sheet.

Sources

Checked on Oct 21, 2026 for our duty of care guide.

1. UK Health and Safety Executive, Risk assessment: Steps needed to manage risk. Five steps: identify hazards, assess the risks, control the risks, record your findings, review the controls. Employers with 5 or more people must record their significant findings.
2. CDC Travelers' Health, Travel Health Notices. Health notices by destination, in four levels, from Level 1 (practice usual precautions) to Level 4 (avoid all travel). Each destination also has its own page on the Travelers' Health site.

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