How to write a business travel report: 6 tips

While paperwork is never the most exciting part of a trip, drafting and updating a business travel report is a must. This document helps your company monitor expenses and make travel policy as effective as possible, so it’s worth adding this documentation step to your itinerary.

In this guide, we’ll explain what a business travel report should include and share expert tips on creating one.

What’s a business travel report?

A business travel report summarizes a work trip’s purpose, key activities, expenses, and results. You usually draft the report when preparing for the trip and then add information during and afterward. 

A clear, well-structured report gives businesses valuable insights, helping them make smarter travel decisions and use funds efficiently.

What information should be included in a trip report?

A business travel report should include these essential details. 

Overview of the business trip 

Start by summarizing the trip's purpose, such as attending a conference, meeting clients, or securing a deal. Include the cities or countries visited and the travel dates, highlighting important events like trade shows or networking mixers.

Activities and meetings

List the meetings or events and name the key attendees or presenters, then summarize the main presentation takeaways. Include any assigned tasks or follow-up actions needed.

Here’s an example of how you could summarize activity and meeting information in your report: 

Expenses

Record the costs of flights, hotels, rental cars, and other travel expenses. List meal costs and any per diems provided to cover daily expenses, and factor in fees for conferences, networking events, or other work-related activities.

Challenges and solutions

Business trips don’t always go as planned. If delays, scheduling conflicts, or unexpected costs occur, mention them in your report. Highlight how you resolved any issues and what you would do differently next time.

Attachments and important documents

Attach documents like business cards, signed contracts, or meeting slides for added context. Also include every relevant invoice and receipt for the account team.

6 simple steps to write an effective business travel report

To craft something that includes every necessary detail in an easy-to-parse way, follow these steps. 

1. Start with a standardized structure

Create a template using headings, bullet points, and tables that hits every necessary component, then standardize this across your company for more cohesive travel reporting. A well-organized report also saves time by making the information quickly understandable and skimmable.

2. Be concise

Keep the report focused on the essential details, like the trip’s purpose, the activities that took place, and the results or outcomes of those activities. Avoid adding unnecessary information that doesn’t provide immediate context, as this could confuse readers.

3. Provide a financial breakdown

Summarize all expenses in one place to make it easy for the finance team to review and approve reimbursements quickly. Remember to include supporting receipts so the accounting team doesn’t have to waste time flagging down documentation.

4. Put your data to work

Back up your report with solid facts. For example, if the trip resulted in a $50,000 contract or you generated 10 new leads, include that information. Adding measurable results makes the report more impactful by highlighting the trip’s value.

5. Run regular audits

If available, past reports are useful when creating new ones. Understanding multiple reports allows you to highlight trends, like which destinations are more expensive or which trips deliver the most value. These insights help businesses audit their travel policies, making future trips more cost-effective.

6. End with recommendations

Wrap up the report with clear, actionable takeaways. For example, if you found a cheaper hotel close to the meeting venue or a great deal on longer-term accommodations, add this to your report. Providing these recommendations helps guide future decisions and makes the report more valuable.

Manage your business travel data with Engine

A business travel report acts as a valuable blueprint for future trips. But creating them manually is a hassle, and even tiny mistakes can lead to budget issues.

Instead of dealing with messy spreadsheets and missing receipts, Engine simplifies the reporting process:

• Automatically track expenses: Engine automatically tracks all travel costs in one place, eliminating manual entry.
• Generate professional reports instantly: Pull trip summaries, expense breakdowns, and key travel insights with just a few clicks.
• Ensure compliance: Engine aligns with company travel policies to reduce errors and speed up approvals.
• Save time and money: Streamline reporting with automated tracking tools so your team can focus on travel, not paperwork.

With Engine’s comprehensive Reporting Tool, business owners can gain complete visibility into travel expenses, make data-driven travel decisions, and simplify reimbursement workflows—all in one platform.

Sign up today to take control of your business trip reporting.

FAQs

Do business travel reports impact tax deductions?

Yes, business travel reports are important for tax deductions and compliance. Expenses like flights, hotels, and meals may be tax-deductible, but businesses must maintain accurate records, like attached receipts, to apply all eligible deductions.

Should small businesses require travel reports?

Yes, business travel reports are important for small businesses, too. They help you track spending, determine if a trip was worthwhile, and act as a guide for the future. 

How can technology improve business travel reporting?

Technology can make business travel reporting easier by automatically tracking expenses, organizing costs, and creating real-time reports. For instance, tools like Engine combine all travel data in one place, making the process quicker and more accurate.