Corporate Travel Policy UK: What Smart Businesses Are Creating

31 July 2025 | Travel Blogs

If you’re wondering what a modern corporate travel policy should include, here’s the answer upfront, it should be mobile-first, employee-friendly, cost-controlled and supported by a travel partner who actually delivers. The best UK companies are ditching the old-school PDF and replacing it with real-time, scalable policies that prioritise wellbeing, compliance and clarity.

What Is a Corporate Travel Policy?

A corporate travel policy is a set of guidelines your company uses to manage business travel, covering everything from approved airlines and hotel types to expense limits and emergency procedures.

If the policy is created and well structured, it saves time, reduces costs and makes your team’s life much easier.

If it is done badly, it creates confusion, overspending and angry messages from employees stuck in the middle seat.

1. Keep It Simple, Clear and Mobile-Friendly

Nobody wants to read a 15-page PDF on their phone at the airport. Use clear sections, bold headings and make sure it’s accessible via mobile.

Create a shared digital hub or intranet page. Another option is to ask your TMC (like us) to host and manage it for you.

2. Make Booking Easy but Controlled

Enforcing a travel tool shouldn’t feel like punishment. Smart policies give employees access to intuitive centralised booking platforms with preferred rates and pre-set guardrails to stay within budget.

When everything’s booked in one place, it’s easier to track spend and traveller wellbeing.

3. Define Clear Expense Guidelines

Being definitive with guidelines gives employees a needed peace of mind. Can staff expense business class on long-haul flights? Is taking an Uber allowed? or should they take black cabs? What’s the cap for dinner abroad? All these questions need answering.

Don’t leave it open to interpretation, vague rules cause admin headaches and budget issues later.

4. Prioritise Traveller Safety and Duty of Care

Your travel policy isn’t just about cost-saving, it’s about protecting your people.

Key safety features:

24/7 support access (ideally via a human, not a chatbot)
Clear steps for delays, cancellations or emergencies
Insurance cover and local contact numbers
GDPR-compliant traveller tracking

If your current TMC can’t support this, you’re exposed.

5. Support Traveller Wellness

Modern companies understand that constant travel takes a toll. The best policies now include:

Minimum rest time between flights and meetings
Smart class upgrades for long-haul travel
Reimbursement for airport lounges or recovery stays
Hydration and jet lag strategies

Work trips shouldn’t feel like survival mode, it should feel like a pleasure.

6. Make the Policy Scaleable

If you’re a growing business, your travel policy needs to scale with you. Make sure it covers:

International visa requirements
Carbon offsetting or sustainability tracking
Local tax and reporting rules
Cross-border payment and reconciliation

Don’t let growth catch your policy off guard.

7. Include a Fast Approval Workflow

Waiting 48 hours for a manager’s approval is time wasting and simply unnecessary.

Create a clear chain of sign-off for different trip types. Use travel automation tools to flag anything over budget, high-risk or out-of-policy. These tools should be smart to not slow down the process.

8. Review It Regularly

A travel policy is vital to the success of any business, it shouldn’t just be set and forgotten about.

Review every 6–12 months to reflect:

New supplier deals or negotiated rates
Shifts in travel patterns or team size
Feedback from your travellers
Updated health, safety or insurance requirements

Why You Need a Modern Travel Partner

Even the best policy is ineffective if your travel partner can’t execute it.

At echo.bravo, we’re small by design and obsessed with service. No call centres, no chatbots. We have a proactive support with smart tech and curated travel for modern teams. Sound good? contact us today to arrange a demo.

We help build, manage and enforce your policy whilst keeping your travellers happy while doing it.

FAQs

What should be included in a corporate travel policy?

Your policy should cover booking rules, expense guidelines, travel safety, approval processes, class allowances and traveller support. If in doubt, our account managers can assist.

Is a travel policy legally required in the UK?

Not legally but duty of care responsibilities mean it’s highly recommended. Having a clear policy helps you meet your obligations and protect your team.

Who should create the travel policy?

Ideally HR, finance and your travel provider should collaborate, balancing employee experience with cost control and compliance.

How often should we review our travel policy?

Every 6–12 months or whenever your business grows, regulations change or feedback indicates it’s out of date.

Can we outsource our travel policy management?

Yes. A good TMC (like echo.bravo) can build and maintain your policy, keep it update and ensure compliance across all bookings.

A modern travel policy is a competitive advantage, not just a formality.
It protects your people, controls your budget and supports the way your business travels.

If your current policy is outdated or ignored, it’s time for a reset.

Let’s build something better.

Need help upgrading your company’s travel policy?
Get in touch with echo.bravo today, we’ll help you get it sorted, fast.