Guide to Foreign Business Travel

Know what documents are required for travel abroad

It takes more than an airplane ticket to do business in a foreign destination. For starters, if you don’t already have one, you’ll need a passport. In some cases you might also need a visa, and/or a letter of introduction or invitation from the country and/or foreign business entity you’ll be dealing with. Don’t wait until the last minute to secure these documents. It can take weeks, depending on the country and your special circumstances.

I recommend: Check the U.S. Department of State Web site for current passport and foreign entry requirements then apply for the appropriate documents without delay. Factor in extra time for first-time applications or name changes due to marriage or divorce. If time is short, use a document expediting service.

Learn all that you can about your destination before you go

To streamline your travels, know ahead of time what’s going on in the cities and countries you’ll visit: weather, language, currency conversions, banking and ATMs, maps and local driving idiosyncrasies, political and safety crises, dining options, getting around. The time to learn all of this is before you go. Do your homework and your trip will be a lot easier.

I recommend: Check out newspapers and other publications for current news about your destination (this might help you in understanding that business environment too). What are the best resources for business travelers? Learn about the currency and where to find ATMs for American Express, Visa, Discover and MasterCard. Check out dining options. Is there a subway system? Know ahead of time how to use it.  Map places you’ll need to be and carry a copy of the map with you. What about an international driver’s license---will you need one? Many countries will not recognize your U.S. driver’s license. Learn what’s quirky (and potentially dangerous) about local drivers. Foreign road signs (or the lack of them) can cause major delays if you don’t plot your course ahead of time. Is your destination a political hotspot or country in crisis? It’s important to know this too.

Score the best airfares by searching plenty of options—fast

If finding the best airfare is a top priority, use air travel Web sites that feature foreign carrier networks. Unlike the U.S. which offers six legacy air carriers and a handful of discount operators, foreign destinations often have a complex and generally efficient network of discount and budget carriers that make it possible to country-hop without breaking the bank. The trick is in knowing which carriers fly where and what they’ll charge you to do it.

I recommend: Search for airfares to your foreign destination and which airlines fly where within and between your destination countries.

Ask for expert help

Sometimes a foreign business itinerary is too complicated to be planned and booked on the Internet. This is where a skilled travel agent who works exclusively with business travelers can be an invaluable resource and an advocate if something goes wrong during your trip.

I recommend: If your itinerary is particularly complex or your planning time short, consider using a travel agency that specializes in international business travel. Look for one that routinely helps expedite last-minute international entry documents and that offers 24-hour agent access by international toll-free numbers.

Stay healthy, safe and connected on the road

Foreign business travel can be frustrating, stressful and sometimes unsafe. Your best defense remains a good offense. “Know before you go” so you can stay safe, healthy, in touch and on top of your game.

I recommend: Check out health-related issues for your destinations, and do it well enough in advance so if you need to take advance precautionary medications, you’ll have the time. Know what safety issues you might face and plan accordingly, including contacting your embassy abroad. Staying connected with your office and family while you’re on the road is important too. Find out ahead what you’ll need to optimize cell phone connectivity and what hook-ups you’ll need for your laptop and Internet access.