How to Properly Prepare a Business Trip Assignment Document

Properly preparing documents when planning a business trip is the most important condition for making it run smoothly. To ensure that an employee sent on a business trip has no questions about the work plan, and management gets exactly the result it expects, you can prepare a business trip assignment. We’ll walk you through the key nuances and you can open the business travel management service TravelHub and get started booking hotels and flights. 

Why do you need a business trip assignment?

A business trip assignment is an official document that defines the purpose, timeframe, and tasks of a business trip. It serves as instructions for the employee and helps them manage the workload during a business trip. It also enables management to track task completion and properly process expense reimbursement. Creating this document is recommended for easier accounting and organization of the business trip because all the necessary information will be collected in one document.  

Is it mandatory to prepare a business trip assignment?

Preparing a business trip assignment is mandatory in one case: for an overseas business trip by an employee of a government organization (read here about the nuances of business travel to Eastern Europe). In other situations, management decides whether this document is necessary. It’s best to formalize this in the company’s local regulations. 

How do you prepare a business trip assignment?

The process is quite simple: you just need to create a document and include all the important information about the trip:

• Employee and manager details;
• Purpose and tasks of the business trip;
• Travel routes and dates (you can include information about flights for the business trip);
• Meeting schedule;
• A list of issues that need to be addressed;
• The subject of the contract, if applicable;
• Contact details of the hosting party.

Once completed, the document is signed by the manager and given to the employee to carry out.