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The US Business Travel Checklist for UK Companies: Everything Before You Board
20 July 2026 | Travel News
A US business travel checklist for UK companies is one of those things every frequent transatlantic traveller thinks they do not need — until something goes wrong. The ESTA they forgot to renew. The roaming charges that come back on the expense report. The meeting that started on New York time when they had it scheduled on London time. This checklist covers every stage of a US business trip: the weeks before, the day of departure, arrival in the US and the return.
US Business Travel Checklist: Before You Travel
Documentation and Entry
- ESTA valid and approved — Apply via the official CBP portal only. Check expiry date and the passport it is linked to. Allow 72 hours minimum.
- Passport valid for at least 6 months beyond travel dates — US Customs requires this.
- ESTA matches the passport you are travelling with — If you have renewed your passport since your last ESTA, you need a new one.
- Travel insurance in place — Ensure it covers the US specifically. US medical costs are exceptionally high.
- Emergency contact details lodged with your company — Duty of care requires your employer to be able to reach you.
Flights and Ground Transport
- Aircraft type confirmed — Particularly on long-haul routes to LA and San Francisco. Confirm you have the cabin product you booked.
- Seat selected on your preferred side and row — On wide-body aircraft, window seats in even-numbered rows typically offer more privacy.
- Lounge access confirmed at both airports — Check which lounges your ticket or status provides at LHR and your US arrival airport.
- Car service booked for US arrival — Pre-book rather than relying on taxis or rideshare after a long-haul flight.
- Transfer to Heathrow confirmed — For early morning transatlantic departures, public transport may not be viable.
Hotels and Accommodation
- Hotel location mapped against meeting schedule — Particularly important in Los Angeles, where the wrong hotel can cost 2 to 3 hours per day in traffic.
- Room preferences confirmed with the hotel directly — High floor, quiet room, firm mattress.
- Early check-in requested if arriving mid-afternoon — A morning Heathrow departure lands mid-afternoon in New York.
Technology and Connectivity
- US data roaming or eSIM arranged — Check your UK carrier’s US roaming rates. Set up a US eSIM in advance if rates are high.
- Time zone set on all devices — Confirm all US meetings are in local time before departure.
- Power adaptor packed — The US uses Type A and B sockets at 110–120V.
- VPN configured if needed for company systems — Test before you need it in a meeting.
US Business Travel Checklist: On Arrival
US Customs and Entry
- Complete the CBP One Mobile Passport app before landing if available — Reduces customs processing time at many US airports.
- Know your US address for the customs form — Your hotel address is sufficient. Have it on your phone before you land.
- Business purpose clear and consistent — Business visitor, not employed by a US company.
Expenses and Payments
- Notify your bank of US travel — UK cards can be blocked for overseas transactions without prior notification.
- Tipping budget planned — 20% at restaurants. $1–2 per drink. $5–10 hotel housekeeping per night. 15% on car services.
- Cash for incidentals — $60–80 in cash is practical for tips and minor transactions.
- Expense categories set up for US-specific items — Tips, transit, domestic connections, ground transport.
“The things that go wrong on US business trips are almost always predictable. Expired ESTA. Wrong time zone on a calendar invite. No car at the airport. These are not bad luck — they are the result of a process that stops at booking and does not cover the full journey.”
Chris Donovan, Founder, echo.bravo
US Business Travel Checklist: The Return
- Check in online and select seat — Overnight return flights fill quickly. Check in 24 hours before departure.
- Allow extra time at US airports for security — TSA at JFK, LAX and SFO can be significantly slower than Heathrow. Add 45 minutes to your estimate.
- Return schedule protected — Protect at least half the arrival day in London. A full working day on return after a transatlantic overnight is rarely as productive as it appears in the calendar.
For Businesses Managing This Across a Team
When multiple people are travelling this route regularly, the checklist becomes a programme. ESTA tracking across a team. Preferred carrier and aircraft type confirmed at booking. Hotel preferences applied without asking. Ground transport pre-arranged. Expenses categories consistent. echo.bravo manages this for founders, leadership teams and fast-growing businesses on both sides of the Atlantic.
echo.bravo manages UK-US business travel from both London and New York. If your team travels this route regularly, we should speak.
Talk to echo.bravo →A US business travel checklist for UK companies is one of those things every frequent transatlantic traveller thinks they do not need — until something goes wrong. The ESTA they forgot to renew. The roaming charges that come back on the expense report. The meeting that started on New York time when they had it scheduled on London time. This checklist covers every stage of a US business trip: the weeks before, the day of departure, arrival in the US and the return.
US Business Travel Checklist: Before You Travel
Documentation and Entry
- ESTA valid and approved — Apply via the official CBP portal only. Check expiry date and the passport it is linked to. Allow 72 hours minimum.
- Passport valid for at least 6 months beyond travel dates — US Customs requires this.
- ESTA matches the passport you are travelling with — If you have renewed your passport since your last ESTA, you need a new one.
- Travel insurance in place — Ensure it covers the US specifically. US medical costs are exceptionally high.
- Emergency contact details lodged with your company — Duty of care requires your employer to be able to reach you.
Flights and Ground Transport
- Aircraft type confirmed — Particularly on long-haul routes to LA and San Francisco. Confirm you have the cabin product you booked.
- Seat selected on your preferred side and row — On wide-body aircraft, window seats in even-numbered rows typically offer more privacy.
- Lounge access confirmed at both airports — Check which lounges your ticket or status provides at LHR and your US arrival airport.
- Car service booked for US arrival — Pre-book rather than relying on taxis or rideshare after a long-haul flight.
- Transfer to Heathrow confirmed — For early morning transatlantic departures, public transport may not be viable.
Hotels and Accommodation
- Hotel location mapped against meeting schedule — Particularly important in Los Angeles, where the wrong hotel can cost 2 to 3 hours per day in traffic.
- Room preferences confirmed with the hotel directly — High floor, quiet room, firm mattress.
- Early check-in requested if arriving mid-afternoon — A morning Heathrow departure lands mid-afternoon in New York.
Technology and Connectivity
- US data roaming or eSIM arranged — Check your UK carrier’s US roaming rates. Set up a US eSIM in advance if rates are high.
- Time zone set on all devices — Confirm all US meetings are in local time before departure.
- Power adaptor packed — The US uses Type A and B sockets at 110–120V.
- VPN configured if needed for company systems — Test before you need it in a meeting.
US Business Travel Checklist: On Arrival
US Customs and Entry
- Complete the CBP One Mobile Passport app before landing if available — Reduces customs processing time at many US airports.
- Know your US address for the customs form — Your hotel address is sufficient. Have it on your phone before you land.
- Business purpose clear and consistent — Business visitor, not employed by a US company.
Expenses and Payments
- Notify your bank of US travel — UK cards can be blocked for overseas transactions without prior notification.
- Tipping budget planned — 20% at restaurants. $1–2 per drink. $5–10 hotel housekeeping per night. 15% on car services.
- Cash for incidentals — $60–80 in cash is practical for tips and minor transactions.
- Expense categories set up for US-specific items — Tips, transit, domestic connections, ground transport.
“The things that go wrong on US business trips are almost always predictable. Expired ESTA. Wrong time zone on a calendar invite. No car at the airport. These are not bad luck — they are the result of a process that stops at booking and does not cover the full journey.”
Chris Donovan, Founder, echo.bravo
US Business Travel Checklist: The Return
- Check in online and select seat — Overnight return flights fill quickly. Check in 24 hours before departure.
- Allow extra time at US airports for security — TSA at JFK, LAX and SFO can be significantly slower than Heathrow. Add 45 minutes to your estimate.
- Return schedule protected — Protect at least half the arrival day in London. A full working day on return after a transatlantic overnight is rarely as productive as it appears in the calendar.
For Businesses Managing This Across a Team
When multiple people are travelling this route regularly, the checklist becomes a programme. ESTA tracking across a team. Preferred carrier and aircraft type confirmed at booking. Hotel preferences applied without asking. Ground transport pre-arranged. Expenses categories consistent. echo.bravo manages this for founders, leadership teams and fast-growing businesses on both sides of the Atlantic.
echo.bravo manages UK-US business travel from both London and New York. If your team travels this route regularly, we should speak.
Talk to echo.bravo →