7 Ways Travel Managers Can Improve Travel Policy Communication

If you are a travel manager, you know that communication is key when it comes to travel policies. If employees don’t understand the rules and regulations, they may end up making costly mistakes while traveling. In this blog post, we will discuss seven ways that you can improve communication of your travel policies. Follow these tips, and your employees will be able to travel safely and within budget!

1.Clearly explain all aspects of the policy and its purpose

Making sure travel policy is clearly communicated to all staff can be an important part of ensuring a successful travel program. Travel managers should strive to explain the purpose behind the policy and each aspect of it so that travelers understand why they must comply with certain requirements, and respect the limits that have been set.

Simply reciting each detail won’t do, though; you’ve got to know your audience. For example, younger employees might prefer a more hands-on, detailed explanation of each aspect of the travel policy, but older employees might prefer to simply be sent a copy of the travel policy to their email inbox.

2.Make it easy for employees to access and review the travel policies

As travel managers, it can be difficult to let employees know about new or updated travel policies, but having an easy-to-access and review system can help significantly. If you think your company travel policy may need an update, make sure to visit Hotel Engine to learn more. By making the policies accessible and easy to understand, employees will have a better understanding of their rights and responsibilities when traveling for business. This could lead to better outcomes for both the company and its employees.

Plus, who doesn’t enjoy an efficient system? Time saved is time gained! Transparency is key in this regard, and making sure everybody knows what forms must be completed for reimbursement (and other guidelines) should be a top priority for any effective travel manager.

3.Create a handbook for traveling employees 

While a company travel policy is necessary, they’re usually pretty dull to read —which discourages anyone from diving in too deep.

Creating a handbook of key information and best practices for traveling employees can not only help travel managers better communicate their travel policies, but also empower their staff to handle any unforeseen challenges that may arise during a trip.

Containing all the available data in one easy-to-access resource creates the go-to guide for travelers and allows companies to remain compliant with various regulations.

4.Create communication channels 

Having a dedicated channel for employees to ask questions about the policy can help ease their anxieties and make sure they are complying with all regulations.

This could be a simple email address or chat group that is monitored regularly, or even just a message board on the company intranet where staff can post any queries.

Having an accessible way for them to ask for help will allow them to feel more in control of the situation and make sure that they are not taking any unnecessary risks while traveling on behalf of their company.

5.Create a rewards system 

Creating a rewards system around travel policies can be an effective way to encourage compliance. A well-thought-out system could offer incentives, such as discounts and vouchers, to employees who adhere to the policy.

Not only will this foster a sense of responsibility in your staff but can also act as an extra motivation for them to follow your guidelines — and maybe even take that extra step or two when it comes to safety on their next trip!

6.Ask for feedback

As always, don’t forget to solicit feedback from your employees. After all, they are the ones who will be impacted by the policy and they may have helpful insights that you can use to improve it.

Asking for their opinion shows that you value their contributions and want them to feel involved in the process — as well as helping ensure your policy is up to date and relevant to their needs.

7.Provide a comprehensive travel training day

While having written policies and procedures are important, it is just as vital to make sure that your staff understands what they need to do when traveling for business.

A comprehensive travel training day will not only provide an opportunity for employees to become more familiar with the company’s policies but also give them the chance to ask any questions they may have about the process.


Having an effective travel policy in place is essential for any business that sends its employees away on trips. Making sure that everyone understands what’s expected of them is key to ensuring compliance, and a comprehensive travel policy can help streamline the process. From creating a handbook to setting up rewards systems and providing training days, these tips can help you effectively communicate your policies and ensure your travelers are safe and compliant on their next business trip.

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