Jul
For companies that rely on travel as part of their operations, a well-crafted corporate travel policy is an essential tool. It ensures clarity, consistency, and confidence for both the business and its employees. More than a set of rules, a good policy should be a supportive framework that employees can easily refer to, whether they’re in the office or halfway around the world.
At House of Fisher, we work closely with a wide range of corporate clients to support business travel. Our serviced apartments offer a comfortable and practical alternative to traditional hotels, providing guests with separate spaces to work and unwind, and helping to create a more balanced, productive travel experience.
So, what does a modern, effective corporate travel policy look like? And how can it serve your organisation and your people more effectively, especially in a world still adapting to post-pandemic travel and growing global instability?
Start with Clear Objectives
A travel policy should begin with clearly defined objectives that align with your broader business goals. While the main aim is often to support business operations through efficient and safe travel, this should be complemented by wider priorities. These might include enhancing employee satisfaction, supporting a hybrid working strategy, or managing costs without compromising on traveller wellbeing.
Engaging departments such as HR, finance & procurement, and travel coordination teams during the policy creation process will ensure that the policy reflects multiple perspectives. Just as importantly, involving frequent travellers in discussions can highlight areas where your current approach might fall short, and where adjustments can have the biggest impact.
Choose Flexibility Over Restrictive Limits
Rather than setting rigid caps on spending or travel choices, consider building your policy around upper boundaries and guiding principles. This makes it easier for employees to make appropriate decisions based on the country or culture they are in.
For instance, tipping is customary in the United States but not in many European countries, while the cost of meals or transport can vary greatly depending on location. Allowing for these differences shows trust in employees’ judgement and removes the pressure of conforming to one-size-fits-all limits that may not be practical or fair.
Provide Reasoning, Not Just Rules
A policy filled with unexplained restrictions may seem arbitrary to employees and can often be ignored or misunderstood. Providing context for your guidelines makes them easier to accept and apply. For example, if certain countries are excluded from business travel due to safety concerns or cultural sensitivities, explaining why ensures transparency and helps employees feel protected, not limited.
Take, for example, destinations where cultural norms may conflict with personal freedoms. If employees wish to bring a spouse or partner on a trip to a region where this could pose legal or safety risks, it’s reasonable – and often necessary – to discourage or restrict this. However, the reasoning must be made clear and consistent to avoid perceived inequality or confusion.
Prioritise Traveller Safety
Safety remains a top priority, particularly in a world where regional conflicts, political unrest, and health risks can rapidly change. Your travel policy should include detailed safety guidance, contact information for emergencies, and tools to assist employees in case of an incident while abroad.
This could include access to a 24/7 support line, check-in procedures, emergency numbers, or travel tracking apps. Providing employees with clear steps to follow in case of trouble reassures them and demonstrates a strong duty of care. It’s worth remembering that different groups face different challenges – women, LGBTQ+ travellers, and those travelling alone may all experience unique risks, and your policy should be inclusive of their needs.
At House of Fisher, we understand the importance of these considerations. Our properties are accredited through the Global Secure Accreditation’s ISAAP compliance programme, offering businesses the confidence that their teams are staying in trusted, risk-aware accommodation.
Define Booking Procedures and Preferred Partners
One of the most common areas of confusion in business travel is how to book accommodation and transport. Your policy should clearly outline the preferred booking process, whether through an internal team, a corporate travel portal, or a list of approved vendors.
Many companies benefit from working with trusted accommodation providers, like House of Fisher, to ensure consistent service levels, multiple locations and streamlined billing. Preferred partnerships can also offer financial advantages, such as corporate rates, bill back facilities and priority availability, especially during peak travel periods.
Be Clear on Personal Travel Extensions
It’s not uncommon for employees to wish to extend their business trip for personal reasons or bring family members along. While this can be allowed under the right circumstances, your travel policy should clarify how such scenarios are handled. Outline who is responsible for additional costs, how insurance works, and which destinations may not be suitable for non-business companions due to cultural, legal, or safety concerns.
Transparency around these situations prevents misunderstandings and ensures fairness for all team members, regardless of personal circumstances.
Address Health and Post-Pandemic Preparedness
Although many travel restrictions have eased, the global landscape is still shaped by health concerns. Your policy should include guidance on country-specific health requirements, vaccination or testing needs, and procedures if travel plans change due to illness.
Clear instructions around insurance coverage, refunds, or quarantine situations will help avoid confusion and reduce stress for employees. A basic travel health checklist can be a useful inclusion as a downloadable attachment or appendix to the policy.
Don’t Overlook Sustainability
Sustainability is now a key concern for many businesses. Your travel policy can play a role in helping your organisation meet its environmental goals by encouraging greener choices. For example, consider promoting train travel for domestic journeys, partnering with accommodation providers that meet eco-certification standards, and supporting longer stays over multiple short trips to reduce overall travel frequency.
At House of Fisher, we provide serviced apartments that naturally align with lower-impact travel by offering longer-stay, home-like accommodation that reduces reliance on daily services and repeat travel. We are always striving to reduce our environmental impact, as you can learn about in our sustainability section.
Keep the Policy Dynamic
Finally, a travel policy should not be static. Regular reviews – perhaps annually or following major global events – ensure that the guidance remains relevant, compliant, and responsive to employee needs. Establishing a feedback mechanism gives travellers a chance to report issues and suggest improvements, keeping the policy practical and people-focused.
A Trusted Travel Partner
At House of Fisher, we know that where your team stays can make a big difference to the success of a business trip. Our serviced apartments across the Thames Valley are designed with business travellers in mind, offering the space, privacy, and convenience they need – along with strong safety and risk management standards.
Whether you’re looking for short-term project accommodation or long-term relocation support, we’re here to help as a preferred and accredited partner.
Ready to work with a trusted, experienced serviced apartment provider?
Contact our corporate enquiries team today or explore our range of corporate accommodation across the Thames Valley, available to book online.