business trip report template free

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How to make a business travel report + free template for 2024

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Business trip overview.

• The purpose of the trip
• Travel destination
• Duration of the trip
• Participating employees

Trip itinerary

Meetings, events, and activities, expense report, attachments and documents.

• Invoices and receipts: all the proof of each one of the expenses made
• Other relevant documents: contracts, certificates, and declarations that were produced during the business trip

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Trip Report

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Track your business trips, objectives, expenses, and insights

What is trip report template.

Business trips are a crucial part of many organizations, whether it's for client meetings, conferences, supplier audits, trade shows, or networking events. However, managing the details of these trips can be a daunting task. That's where our Trip Report Template comes in. With Lark's advanced features, you can track your trip details, including the destination, start and end dates, objectives, status, budget, total expenses, key insights, action items, improvement areas, future ideas, and participants. This template allows you to keep all your trip information in one place, making it easier to manage and review.

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Who is this Trip Report Template for?

This template is perfect for businesses of all sizes, from startups to large corporations. It's especially useful for:

- Business executives who frequently travel for meetings, conferences, and networking events.

- Project managers who need to keep track of their team's trips and the associated expenses.

- Finance teams who need to monitor and manage the budget for business trips.

- Sales and marketing teams who travel for client meetings, trade shows, and market research.

- HR teams who need to manage and coordinate employee travel.

This template is designed to be flexible and adaptable, making it suitable for any team or individual who needs to manage business trips.

Why use this Trip Report Template?

Managing business trips can be a complex task, but our Trip Report Template makes it easy. Here's why you should use this template:

- Stay Organized: Keep all your trip details in one place, making it easier to manage and review.

- Save Time: No need to create a trip report from scratch. Just fill in the details and you're good to go.

- Monitor Expenses: Track your budget and total expenses to ensure you're staying within your financial limits.

- Gain Insights: Record key insights, action items, and future ideas to help improve your business strategies.

- Improve Planning: Identify areas for improvement to make your future trips more successful.

With Lark's advanced features, you can customize this template to suit your needs, making your trip management process more efficient and effective.

Get Started with Trip Report Template.

Follow these few steps to get started with Lark templates:

1. Click 'Use this template' on the top right corner to sign up for Lark

2. After signing up for Lark, you will be directed to the Trip Report Template on Lark Base. Click 'Use This Template' on the top right corner of Lark Base to copy a version of the Trip Report to your workspace.

3. Change fields of the template to fit your needs

4. Take advantage of the full potential of this Trip Report Template.

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What Is A Business Trip Report And How To Prepare One?

Home » B2B » What Is A Business Trip Report And How To Prepare One?

Business trip report is a post-trip activity essential to know the outcome of the business trip vis-à-vis its objectives. Employees can use the trip report to highlight their achievements and enhance their reputation in the eyes of the management. Additionally, the report will help the management to analyze the outcome of the business trip. Let us discuss the tips for writing a business trip report.

What is a Business Trip (or Business Travel) Report?

A business trip report, or a business travel report, summarizes the business trip to justify travel expenses. It reviews activities to fulfill pre-defined business objectives, such as finalizing a business deal, providing technical service to a customer, or representing the organization at a trade fair.

• Travel managers can review business reports based on the following criteria:
• Improving networking and customer relationships
• Fulfillment of the training objectives, such as deals, services, certifications, etc.
• Identifying and attracting prospects for new business opportunities
• Knowing new business trends
• Attending company conferences or review meetings
• Imparting training to business associates
• Providing customer business travel support
• Assessing the competition

Business travel reporting activity helps understand to what extent the employee met the trip objectives. It enables travel managers to change policies and improve the efficiency of the future business trips.

Suggested Read: All You Need To Know About Corporate Travel Management

Importance of a corporate trip report

A corporate trip report is necessary to justify the cost of business travel. It is a critical summary to enable reporting, auditing, and business travel budgeting. Business trip reporting helps travel managers monitor, track, and control travel costs. They can leverage the knowledge to enhance the effectiveness of future business trips.

An ideal trip report provides a detailed review of the particular business travel report and is a vital instrument for understanding the justification of the trip expenses. The business trip report comprises many details, such as graphs, tables, photographs, and other documents supporting the claim by justifying the travel expenditure.

How to write a business report?

1. Preparations

Preparations for writing a comprehensive business trip report begin before proceeding on a business trip. You should note down the core corporate of the business trip you expect to meet. The entire trip itinerary will focus on accomplishing this goal. The measure of the trip’s success will depend upon the details and supportive documents you provide while submitting the trip report. Continue noting down all details about your achievements as your business trip progresses. Collecting bills or receipts is an essential prerequisite to facilitate expense reporting. Platforms like Paxes can help you with planning, booking, and producing the necessary travel data and invoices needed to back your report. Remember to get snaps and video clips of important events besides documentary evidence of your achievements, like feedback forms to justify your accomplishments.

2. Headings and essential details

The heading section should provide a quick introduction to the trip report with the total cost of the business trip. Mention the core purpose in the first section of a business trip report. Include the cities and places you covered with dates. Write down the names of colleagues if they accompanied you on the trip. List the names of prospects, customers, and business associates you met on the business trip.

3. Introduction of the report

A general overview of the business trip is an essential feature of the introduction. Let the introduction outline the goal and the results of the business trip. Mention the places you covered and the people you met with the outcome. One should briefly describe the activities such as attending the exhibition stall, highlighting product benefits, meeting prospects, or attending seminars. Focus on how you accomplished the trip’s aim without providing data or supportive documents.

4. Business trip report’s body

The main section of the business report is the body. You should provide details of the activities that helped you meet your business objectives. By providing reasons, you should also reveal the goals you missed to achieve. One should add any other achievements, not part of the trip’s original objectives, in the body. You should explain how the achievement can benefit the organization.

5. Summary of the report

The summary justifies the consumption of resources to cover the trip. Share your observations by mentioning how the business trip can help the organization win more customers, increase sales revenues, or improve the company’s brand awareness. The summary should focus on the expected rise in the business to help travel managers know the ROI from the business trip. The report should include attachments like data, snaps, and customer feedback reports that will help support your accomplishments.

Business trip report template

Here is a simple template for you to get started with your business trip report:

Trip information

Trip itinerary: Insert summary of trip itinerary

Purpose of trip: Define the purpose of the trip with a clear objective

Activities and meetings conducted: Write about the activities and meetings conducted

Site visits and events attended: Write details of site visits and events attended

Key accomplishments: Summary of key achievements during trip

Business opportunities: New opportunities found during the trip

Challenges encountered

Logistics issues: Were there any issues with the transportation

Communication issues: Any language barrier encountered

Other issues: Other issues occurred during the trip

Expenses incurred

Travel and accommodation expenses: Enter airfare, transfers, mileage, hotel rooms charges

Meal and other expenses: Meal expenses, stationary costs and others

Recommendations for future trips

Improvements: Tips on how to get better results

[End of Business Trip Report Template]

Organizations use the business trip report to know the return on travel costs. Business travel reporting is the art of presenting your achievements systematically. Providing details and supporting these with data or documents is the key to writing a perfect business report. The business report should be crisp and clear, presenting the trip’s purpose, activities, learnings, and recommendations.

Travel and expense management platforms such as Paxes offer easy and quick booking of flights and hotels. Additionally, the expenditure data provided in these platforms can help one in preparing a comprehensive business trip report.

Business Trip Report FAQs

Who should receive the corporate trip report of the employee.

Employees submit a corporate trip report to line managers, or corporate travel managers, depending upon the corporate policy.

What is excluded from a business trip report?

The business trip report should not include personal experiences, like visiting a tourist spot, having dinner with colleagues, or detailed notes. Avoid lengthy descriptions of the event or venue.

Is there a standard format for writing a corporate trip report?

The ideal format is the headline, introduction, body, and summary. However, some organizations expect employees to write a corporate trip report in a particular fashion.

Is the expense report part of the corporate trip report?

Many organizations mandate attaching expense reports to the business trip report. In such cases, one can add receipts and bills to the expense report.

What is the focus of a corporate trip report?

A corporate trip report aims to explain how the investment in the business trip will benefit the organization.

What should be included in a business trip report?

A business trip report should consist of trip details, itinerary, expenses, results, challenges, and recommendations.

What is called as trip report?

A document detailing the various aspects of a business trip for analysis and betterment of next trips is called business trip report.

What is an example of a business trip?

Sales trips, brand awareness trips, VIP trips are some of the examples of business trips.

What is the purpose of business trip report?

A business trip report is used to highlight the key findings of the trip and analyze the same to better the following trips.

How do I create an effective business trip report?

What information should be included in a business trip report.

Pratyush is a traveling enthusiast who always looks for innovations in business travel management. He has 5 years of experience writing content on corporate travel management and working closely with expert business travel facilitators.

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Must-Have Business Trip Report Templates with Examples and Samples

Mayuri Gangwal

In the capacity of a seasoned travel professional, you are well acquainted with the intricate and time-intensive nature of trip planning. In your pursuit of enhanced efficiency and time management, you seek tools or templates to streamline your responsibilities. Notably, these resources should cater to the needs of travel agents, camping facilities, vacation planners, and insurance entities while encompassing all pivotal functionalities.

On this note, here comes our business trip itinerary to teleport your presentation to new dimensions. Our Travel Itinerary Template sets you up for success by covering all essential aspects of your trip. These templates ensure you get everything from detailed employee information to travel reservations and destination details.  

Best Business Trip Report Templates

SlideTeam’s Business trip report templates provide a standardized format to record each trip detail. This saves you plenty of time as you don't have to start from scratch. It also allows you to concentrate on the critical data while making it easier to compare information. 

Our professionally designed templates give your reports a professional appearance. This is particularly important for business trips where you must share the info with stakeholders and clients.  

By maintaining a repository of the trip report, businesses can draw more insights and lessons from past experiences. Thus, professional trip report templates offer numerous benefits to the organization. It not only saves time but also empowers businesses to make better decisions. 

Let's explore more about our templates and find out how they can help you get organized. 

Template 1: Business Trip Itinerary Report 

This all-inclusive gem is your ticket to flawlessly organizing and documenting crucial business trip details . It manages your travel information and makes it convenient and accessible to extract the desired information at the correct time. 

Furthermore, it has a dedicated section for organizing your departure details like date, airline confirmation number, time, and location, which ensures that you always pay attention to essential trip details.

This template presents accommodation details, conference reservations, meeting events, and other vital trip-related information so that employees and participants can stay informed and fully prepared for every engagement during their travels.

Adaptability is the heart of our template. It allows you to customize it to meet your requirements and preferences. Add, remove, or adjust elements and data fields to cater to your unique business scenarios.

The templates redefine efficiency, user-friendliness, and how you organize and present crucial business activity details. Its appeal extends to various travel-related industries, making it an essential professional asset.

Download Now

Template 2: Bi-Fold Business Trip Itinerary Report Template  

Our Bi-Fold business travel itinerary template grants you an expensive canvas to showcase your story convincingly. 

It is a concise 4-page document that empowers effective communication of vital information and telling your business narrative in a contemporary and inspirational manner. It is ideal for crafting communication collateral for any product or service; it offers the flexibility to be shared across various platforms. Initiate your projects with ease and turn them into valuable marketing assets. Organizations can use these templates for handouts, takeaways, and presentations.

 Organizations can infuse their brand's colors, logos, and unique elements, tailoring it to their needs and preferences. This template provides ample space to include all relevant data while maintaining its aesthetics looks, from travel itineraries to research plans or reporting on business activity details . 

Its adaptability, user-friendly interface, and sleek design make it an essential asset for effectively sharing vital information in a captivating and concise manner. Its futuristic design is a perfect blend of modernization and inspirational masterpiece. This helps in elevating your business stories to new heights. Download now and prepare to reshape how your brand communicates with its audience. We also have travel proposal templates to cater to all your travel needs. 

These professionally designed templates provide a competitive edge for businesses. It helps them to create impactful and visually appealing communication collateral. They are essential for companies looking to improve communication and streamline processes.

These templates save valuable time and give businesses the confidence to document their travel experiences. Employees can share valuable insights within the organization.  The consistency and coherence offered by these business templates ensure the organization's brand identity remains strong.

You can share them across multiple platforms to reach a wider audience. Embrace the convenience and professionalism these templates bring to your business trip reports. These valuable resources simplify how you create and share your business trip reports with confidence and ease. 

Step into a world of efficient reporting and make your business trips remarkable. Get started now and craft compelling business trip reports that leave a lasting impact on your audience. Happy reporting

FAQs on Business Trip Report

How do i write a business trip report.

To craft a business trip report:

• Start with a concise introduction that outlines the purpose of the trip.
• Furnished comprehensive information regarding the trip's goals, undertaken activities, and attended meetings.
• Utilize clear and specific language to elucidate the outcomes and accomplishments achieved during the journey.

Consider including a breakdown of incurred expenses; attach receipts for verification. Conclude the report with a summary of key takeaways and any recommendations for improvement.

Ensure your business travel report is logically organized and follows a professional format. Following these instructions will make your report informative, well-organized, and easily understandable for you and your organization. Moreover, it will serve as a valuable point of reference for upcoming decisions regarding business travel.

What is the purpose of a business travel report?

Business trip reports have a singular aim: to produce comprehensive and meticulous documentation of a business-related excursion. They hold significant value as they record the trip, encompassing all activities, results, and expenditures.

This report is essential for both the traveler and the organization as it documents crucial information, including meeting details, business achievements, challenges encountered, and potential opportunities identified during the trip.

Beyond serving as a historical record, the report critically analyzes the trip's effectiveness. It helps assess the achieved objectives, measure the ROI, and identify areas for improvement. Moreover, the report facilitates decision-making for future business travel by providing valuable insights and recommendations based on the trip's experiences.

By creating a comprehensive business trip report, professionals can better understand the impact of their journey, make informed decisions, and optimize their future travel endeavors for the success of both themselves and their organizations.

What are the elements of a business trip report?

A business trip report typically includes the following key elements:

• Introduction: Briefly state the purpose and objectives of the trip.
• Trip Details: Include the traveler's name, dates, destinations, and arrangements.
• Meeting Summaries: Provide a comprehensive account of the meetings attended and their outcomes.
• Expense Breakdown : List all incurred expenses, such as transportation, accommodation, meals, and other relevant costs.
• Challenges Faced : Mention any difficulties encountered during the trip and how they were addressed.
• Recommendations : Suggest improvements based on the trip's experiences and outcomes.

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What should a business travel report include? self.__wrap_b=(t,n,e)=>{e=e||document.querySelector(`[data-br="${t}"]`);let s=e.parentElement,r=R=>e.style.maxWidth=R+"px";e.style.maxWidth="";let o=s.clientWidth,i=s.clientHeight,c=o/2-.25,l=o+.5,u;if(o){for(;c+1 {self.__wrap_b(0,+e.dataset.brr,e)})).observe(s)};self.__wrap_b(":R15ajm:",1)

Your business trip is over, and now it’s time to draft up a travel report. Why does your manager ask for a business trip report? And what should a good report include? Scroll down to learn everything you need to know about how to write a travel report.

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A business trip report, or business travel report , is a document about a business trip, usually written for a manager. It’s like a memo of the trip, its purpose, learnings, and outcomes.

The meaning of a business trip report is to give an overview of the trip and justify the expenses. 

With a travel report, you tell your manager (or other relevant people in the company) what your trip was about: purpose, goals, achievements, learnings, and recommendations. The purpose of a business trip can be, for example, to solidify business partnerships, prospect for new clients, or learn about the latest industry trends.

A business trip report also justifies the investment the company makes. If your employer sends you on a business trip and pays for the costs, how will it benefit from your travel? 

What should a travel report include? self.__wrap_b=(t,n,e)=>{e=e||document.querySelector(`[data-br="${t}"]`);let s=e.parentElement,r=R=>e.style.maxWidth=R+"px";e.style.maxWidth="";let o=s.clientWidth,i=s.clientHeight,c=o/2-.25,l=o+.5,u;if(o){for(;c+1 {self.__wrap_b(0,+e.dataset.brr,e)})).observe(s)};self.__wrap_b(":Rctajm:",1)

There isn’t one set format for a travel report. You can check if your company has a template for reporting business trips or if there are some conventions or requirements the report should follow. If not, you can find a simple business trip report template in this article. 

Unless you work in a traditional industry, a travel report doesn’t have to be too formal. Your manager probably doesn't want to scan through a 20-page report. 

It’s okay to keep the report brief and concise. You can skip the table of contents and executive summary and focus on the goals, outcomes, and learnings of the trip – the part that matters the most. 

A simple outline for a business trip report  self.__wrap_b=(t,n,e)=>{e=e||document.querySelector(`[data-br="${t}"]`);let s=e.parentElement,r=R=>e.style.maxWidth=R+"px";e.style.maxWidth="";let o=s.clientWidth,i=s.clientHeight,c=o/2-.25,l=o+.5,u;if(o){for(;c+1 {self.__wrap_b(0,+e.dataset.brr,e)})).observe(s)};self.__wrap_b(":Rktajm:",1)

If you want to keep your travel report short and sweet, you can follow this simple structure. 

Basics : Your name, participants (your colleagues), travel period, and destination.

Purpose of trip : Why did you go on this trip? What were the goals? 

Overview : What events did you attend? Who did you meet? What learnings did you gain? 

Summary and Conclusions : A brief summary of the trip and recommendations or action points.

Expenses : You can list your expenses here or deliver your expense claim separately. 

Attachments : If you claim expenses, attach receipts and invoices as proof of travel costs.

Claim travel expenses with an expense report self.__wrap_b=(t,n,e)=>{e=e||document.querySelector(`[data-br="${t}"]`);let s=e.parentElement,r=R=>e.style.maxWidth=R+"px";e.style.maxWidth="";let o=s.clientWidth,i=s.clientHeight,c=o/2-.25,l=o+.5,u;if(o){for(;c+1 {self.__wrap_b(0,+e.dataset.brr,e)})).observe(s)};self.__wrap_b(":Rqtajm:",1)

If you’ve paid travel expenses from your own pocket, you can claim expense reimbursement from your employer. Depending on your company’s conventions, you can either attach the expense claim to the report or deliver it separately. 

More and more companies use digital tools to manage travel expenses, which means that you don’t need to claim back travel costs with a paper document (and not even with a PDF). For example, Pliant features an integration to Circula , a software designed to streamline and automate claiming and managing travel costs and allowances.

Use a business travel report template  self.__wrap_b=(t,n,e)=>{e=e||document.querySelector(`[data-br="${t}"]`);let s=e.parentElement,r=R=>e.style.maxWidth=R+"px";e.style.maxWidth="";let o=s.clientWidth,i=s.clientHeight,c=o/2-.25,l=o+.5,u;if(o){for(;c+1 {self.__wrap_b(0,+e.dataset.brr,e)})).observe(s)};self.__wrap_b(":R10tajm:",1)

If your company doesn’t have a fixed structure for a business travel report and you’re not sure how to go about it, here’s a template to help you get started. 

You can use this template to summarize your trip and its expenses in a simple and easy-to-skim format. 

Bear in mind that this isn’t an official travel report template – if there is such a thing. Feel free to edit and customize it for your needs. You can skip or add sections that you see useful. If you want to highlight something particular, add new sections, like Goals or Learnings. 

How to write a travel report?  self.__wrap_b=(t,n,e)=>{e=e||document.querySelector(`[data-br="${t}"]`);let s=e.parentElement,r=R=>e.style.maxWidth=R+"px";e.style.maxWidth="";let o=s.clientWidth,i=s.clientHeight,c=o/2-.25,l=o+.5,u;if(o){for(;c+1 {self.__wrap_b(0,+e.dataset.brr,e)})).observe(s)};self.__wrap_b(":R18tajm:",1)

Following the structure of the template above, here’s how you write a travel report. 

Start with the basics self.__wrap_b=(t,n,e)=>{e=e||document.querySelector(`[data-br="${t}"]`);let s=e.parentElement,r=R=>e.style.maxWidth=R+"px";e.style.maxWidth="";let o=s.clientWidth,i=s.clientHeight,c=o/2-.25,l=o+.5,u;if(o){for(;c+1 {self.__wrap_b(0,+e.dataset.brr,e)})).observe(s)};self.__wrap_b(":R1ctajm:",1)

First things first. In addition to your own name, mention any colleagues that were with you on the trip. Include the travel period and destination.

Focus on the benefits for the company  self.__wrap_b=(t,n,e)=>{e=e||document.querySelector(`[data-br="${t}"]`);let s=e.parentElement,r=R=>e.style.maxWidth=R+"px";e.style.maxWidth="";let o=s.clientWidth,i=s.clientHeight,c=o/2-.25,l=o+.5,u;if(o){for(;c+1 {self.__wrap_b(0,+e.dataset.brr,e)})).observe(s)};self.__wrap_b(":R1gtajm:",1)

The body is the most important part of your report. You can use a structure that works best for you, but if you’re not sure what to include, here are some ideas.

You can start with the purpose . Why did you go on this trip? What were the goals? This could be, for example, to keep up with the industry trends at a conference. 

Provide an overview of the trip. Who did you meet? What events did you attend? What did you learn? This is your chance to shine. Stress how the trip was beneficial for the company. Not only did you pick up new skills at a seminar, but now you can put them to use in your work for the company. You’ll want to show how sending you on this trip was a good investment. 

Close with a summary and conclusions . Write a summary and revisit the key points, like your learnings, how the goals were met (or why they weren’t), and recommendations and an action plan for the next steps.

Attach a cost summary and receipts (if necessary) self.__wrap_b=(t,n,e)=>{e=e||document.querySelector(`[data-br="${t}"]`);let s=e.parentElement,r=R=>e.style.maxWidth=R+"px";e.style.maxWidth="";let o=s.clientWidth,i=s.clientHeight,c=o/2-.25,l=o+.5,u;if(o){for(;c+1 {self.__wrap_b(0,+e.dataset.brr,e)})).observe(s)};self.__wrap_b(":R1qtajm:",1)

Depending on your company’s travel expense policy, you can attach a cost summary of your reimbursable expenses and relevant attachments to the travel report. Attachments include receipts and invoices as proof of incurred expenses during the trip.

If you deliver an expense claim with an app or in another way established in your workplace, you don’t have to include it in the travel report.  

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There are many types of business travel, ranging from conferences to trade shows to visiting international branches of the same company. 

What qualifies as business travel in the eyes of the tax office varies from country to country. But usually, there’s some kind of requirement for temporary travel for work purposes.

Examples of business travel include:

Conferences and seminars

Trade shows and fairs

Travel to meet business partners, like suppliers or clients

Internal visits and meetings at different locations  

Company retreats and events

Not every type of business travel requires a travel report. If you’re traveling to a company retreat or summer party to unwind and bond with your colleagues, you can skip the report. 

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Whether a business trip report is required depends on the organization and its travel policy. A travel report isn’t always necessary, so it’s best to ask your manager. 

But if you claim reimbursement for business-related travel expenses, you do need to submit an expense report and receipts. This is usually required by the tax office to provide a clear audit trail of why your employer is making a (tax-exempt) payment to you. But this doesn’t mean you have to write a report on the whole trip. 

Depending on the policy of your company, you might either submit an expense claim with an app or software or in another fashion that is established in your organization. 

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Business travel report policies vary from company to company. While a travel expense claim may be required by the tax office, a business trip report is usually just used for internal purposes. 

In some companies or industries, lengthy reports may be the norm. But just the same, there may not be a culture of writing travel reports at all. When in doubt, ask your manager.

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Business Trip Report

Making sure that your actions on behalf of the company has its own paper trail is beneficial for numerous reasons. Documentation is one such reason, as is the reaching of certain conclusions. After all, if you had to go on a trip, wouldn’t you want to inform your superiors about its details as much as you can? Well, this is where business trip reports come into play. If you want to learn more about this, or find the best business report sample for you, feel free to scroll on.

Business Trip Report Template

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Simple Business Trip Report

Business Trip Summary Report Template

Sales Business Trip Report Template

Business Trip Report Design Example

Free Field Trip Report Template

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Actual Business Trip Report Sample

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Lakdasun Business Trip Report Template

Size: 128 KB

Organization’s Trip Report Example

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Business Trip Report Format

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Foreign Business Travel Trip Report

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Business Trip Report Printable Template

What Is a Business Trip Report?

A business trip report is a written document prepared by business travellers as an account of their most recent trip. The purpose of a business trip report is to document contacts made and lessons learned by the attendee during the business trip. It provides the company with a summary of the overall observations and conclusions. Browsing through the business trip report examples from our list above should give you a better idea of what’s included, along with the business trip report format.

Tips on How to Write a Report

After reading the previous post, you may now be asking yourself, ‘how do I write a business trip report?’ The easy way would be to get yourself a free business trip report template . Any one of our samples, including the business trip report Excel template and the business trip report PDF template would do. However, if you really want to start from scratch, then the following tips will be just as helpful:

1. Define Your Purpose

Knowing the purpose of business trip report making will help you out tremendously. Take note that there are five basic questions of investigative writing: who, what, where, when, and how. Keep your purpose in mind as you explore these basic questions; doing so will keep you on the right track.

2. Be Professional With Your Language

For business reports, getting right to the point is imperative. But never lose your professional tone either. Be clear, concise, and formal. Don’t stray from your report’s main point and don’t use unnecessary language or jargon. Use simple but engaging  general statements  by using active sentences.

3. Organize Your Ideas

You must be able to efficiently express your thoughts in a logical progression to make it more comprehensible. Remember that the devil is in the details and the easier they are to grasp, the more effective your readers will find your report. You can start by creating a  report outline for yourself, and then use this as a guide for the actual content.

4. Do Not Neglect Proofreading

Once you have successfully written the things you want to say, edit and proofread your work. Chances are, a small part of your writing may be composed of details that are unnecessary to the simple report . Cut out those parts, reread your content, and then do it all over again until you are satisfied with the finished product.

What are the details to include in a business trip report?

Among the details that one must always include in a business trip report are the following: the name of the business trip, its participants, the trip’s duration, its overall purpose, its highlights, your follow-up actions, and any additional comments.

What are the advantages of business trips?

First of all, business trips help improve the relationship with existing customers. It can also attract new ones and help evaluate competitors. Lastly, they provide opportunities to learn about new market trends and opportunities.

What are the different types of business reports?

First, you have informational reports, which business trip reports can fall into. Then there are the analytical reports , research reports, explanatory reports, and progress reports .

With the importance of business trip reports and all other vital information out of the way, you’re now in a better position to do right by your company . You can either download any one of our business trip report templates or you can create your own from scratch. It’s up to you, so make sure you take what you’ve gained from this article and put it all to good use today!

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FREE 10+ Business Travel Report Samples [ Market, Industry, Trip ]

10+ Business Travel Report Samples

Going off somewhere for work purposes? Sometimes one of the things included in your job descriptions is to travel . The need for business travels is steadily growing because of globalization and the competitive market. Business travel, often known as corporate travel, refers to travel undertaken on behalf of a company or for the purpose of conducting business with another company. With the advent of technology, one would think that business travels might decline because there are so many digital platforms to conduct online conference calls and meetings . However, one cannot erase the importance of business travels altogether because when it comes to closing business transactions and making significant choices, face-to-face meetings are crucial. If you are planning to go somewhere for business, this article is for you. We provide free, ready-made, and editable samples of Business Travel Reports that you could use for your presentation with your colleagues following the success of your business trip. Keep on reading to find out more!

Business Travel Report

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11.  School Business Travel Report

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The personal encounter that sets good foundations for a future or present partnerships is one of the key reasons why business travel is crucial. This can also help to reduce misunderstandings and foster a sense of oneness; having a physical encounter focused on the same issue is far more beneficial in terms of understanding each other’s communication abilities. You rapidly extend your possibilities and uncover various channels of possibilities by moving out of your own workplace environment.

A business travel report is a document that describes the backdrop, observations, and conclusions of a trip or excursion. Employees are frequently asked to submit travel reports in order to share the knowledge and expertise they have obtained as a result of their travels. It can be a tool for showcasing your hard work and demonstrating how valuable you are to the company where you work. It is one of the simplest and most common ways for a firm to keep track of its business trip data, expenses, duties, and awards It’s especially significant in large firms with a large number of employees to track, and it might be critical in small businesses that want to ensure that the money spent on expensive travels is well spent.

As part of the trip report, you must note down everything that is required; each company will have different requirements. In general, keep track of all spending, including the unexpected. Even if everything is done with the company credit card, this should be done. You could keep track of your expenses with our free expense tracker template here. You should also keep track of the time time you spent spent working such as business meetings or lunches, the time you spent traveling, and any other business-related activities you did along the way.

After taking note of what to write down for your travel report, you are now ready to make your business travel report! Aside from the variety of Business Travel Report templates that is provided above, you can also make one of your own from scratch. If you’re interested in making one, here are some general steps that could guide you:

For your business trip report, you’ll need a decent heading. Travel reports can be written in a variety of styles, like a memo or letter format. Make a list of the names of any clients or partners you met on your trip. Make a list of the trip’s exact dates. Include the date on which you are writing the report as well. Include a specific purpose or goal in the heading if the trip has one, such as landing a significant customer or attending a specific conference.

Write your travel report’s “Introduction” section. The context of the journey is described in the opening of a typical travel report, as well as information about the people and locations you visited. This component of the report should account for around a quarter of the total length.

After that, include a summary that talks through your journey in further detail. Write a summary of the most important items you did for the company throughout the trip. Also, make a list of your wins and losses. Then, throughout the trip, you should remember to include an itemized account of expenses and gains.

After you’ve listed your expenses, develop a bulleted list of all the reasons the trip was successful and necessary. Although the written summary is helpful, the busy executives will need an orderly approach to process the report in order to help with future business travels. The conclusion should not only tie up your report, but also clarify what you learnt or acquired from your travels to the reader. Make sure to explain how you accomplished the goal you stated in the introduction. Any advice you have as a result of your trip should be included in the final section of the conclusion.

A travel report’s objective is to justify the trip’s purpose and the money you spent on it. Trip reports must be precise and provide a detailed overview of the trip because they serve as verification of spending.

The ability to inspire others to have faith in you and your firm, as well as the ability to encourage others, even if you lack authority, are two crucial components of leadership. You must be visible to both your coworkers and your clients in order to do this. Taking the effort to go and meet with them face to face might show them that you care about their achievement.

According to studies, business travelers spend up to four times more than other categories of tourists throughout their vacation. As a result, business tourism contributes significantly to the local and worldwide economies.

All in all, business trips is still the most effective strategy to build strong relationships and pursue new business prospects. Download our free, editable, and printable Business Travel Report samples for your firm’s competitive advantage in the market. Check out our samples for your future business trip itinerary .

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Tips for writing a business trip report

A business trip report can be one of the simplest ways for a company to keep track of the details of such a trip. Expenses, responsibilities, fulfillment of objectives, etc. As such, such reporting becomes really important for companies with many employees to keep track of. It can also be important for small companies that need to make sure that the economic efforts invested really pay off.

For the traveler, reporting a business trip does not have to be a bad thing. Since can be a tool that shows your professionalism and how valuable you are to the company that employs you. . Just get used to writing them and it will become second nature.

First of all, start by carrying a small notepad or an app that virtualizes this task on smartphone and pc, for each business trip. This will be an important part of preparing to write a business trip report later on. Make sure it is one that you can carry in your pocket or purse. The important thing is that you can carry it with you at all times. Get in the habit of carrying a pen as well.

It is necessary to note everything that is required as part of the trip report. Although each company will have different requests. Generally, write down all the expenses even the unexpected ones. This should be done even if everything is done with the company credit card. You may not be able to access the credit card files while doing the report, so it's better to be over-prepared than under-prepared. If personal expenses are covered, write them down as well.

There are also technology platforms that can automate this task for you. to record expenses and computerize the record directly.

You may also want to record time spent actually working (e.g., in meetings or at business meals), time spent commuting, and time spent doing other business-related things along the way. If you received any gifts from the client or partner, be sure to note in the description and value of the gift (if known).

Now, once you have collected all the data from your trip, you can start writing your business trip report from the first day you are back. Your superior may give you a deadline for the report. But if we exceed the expectations of that deadline by doing it on arrival, it's always a good thing.

The report should include the following elements:

• Date of report
• Your name and the name of the company colleagues who accompanied you (if any)
• Names of clients or partners you have seen during the trip
• Exact dates of each of the events of the trip accompanied by their descriptions
• Key things you did for the company during the trip
• Victories and defeats
• Include a detailed list of expenses and earnings during the trip.
• After listing the expenses, make a bulleted list of all the reasons why the trip was successful and necessary.

Be sure to follow your particular company's policies regarding the reporting of business trips . Each company will have its own requirements and formats. Here we have provided a format for you. Trust yourself and keep a balanced record that is thorough yet clear and easily interpretable for the most effective business travel report.

Help yourself with digital tools to make your task easier

Nowadays we have many tools that can facilitate the task of preparing a business trip report.

From expense capture and collection platforms such as OkTicket o Captio to others as virtual notepads such as Google Keep , Evernote u Onenote .

We will also find useful task management tools such as Todoist o Notion .

Finally, the most important and specialized to save you work in the management of a business trip would be platforms such as our own, Vyootrip . A system that will automate many of your travel processes and allow you to offer a more direct expense report. . Discover it here .

We make it easy to manage your business trips with our smart technology.

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11 Best Excel Expense Report Template Sites (2024) [FREE]

1. introduction.

Whether you are a self-employed professional, a small business owner, or a global company executive, keeping track of expenses is a critical part of effective financial management. In an era marked by the rise of digital tools and instant communication, efficiency and automation are key to achieving financial control. This is where Excel Expense Report Templates come in.

1.1 Importance of Excel Expense Report Template Site

These templates allow you to record, sort, and manage expenses with ease. More than a mere digital notebook, these templates are designed to auto-calculate totals and prevent errors, sparing you from manual computation. A well-designed Excel Expense Report Template not only saves time but also provides a clear picture of expenditure, which is crucial in budgeting.

In the online space, numerous platforms offer Excel Expense Report Templates. These sites vary in design, functionality, user-friendliness, and cost, making the selection process a daunting task for many. Therefore, it is important to understand the different offerings, in order to select a template site that best serves your needs.

1.2 Objectives of this Comparison

This document aims to provide a thorough comparison of various Excel Expense Report Template sites. The objective is to dissect the offerings, identify the pros and cons of each platform, and provide a comprehensive guide for readers to make a well-informed choice that suits their requirements. The comparison focuses on 11 popular platforms, reviewing the features, setbacks, and unique selling points of each.

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2. Smartsheet Excel Expense Report Templates

Smartsheet is an efficient platform offering an array of free Excel expense report templates. Primarily designed for businesses, it provides options that range from basic expense reporting to industry-specific reporting. Smartsheet’s templates are created to help users automate expense tracking and streamline reporting processes.

• User-friendly: Smartsheet’s Excel expense report templates are designed with the user in mind. They are straightforward and easy to navigate, making them suitable for users at all skill levels.
• Variety: Offering a wide array of templates, Smartsheet ensures there is a solution for all kinds of businesses, regardless of their size or industry. This flexibility meets the unique needs of different users.
• Free of charge: All Smartsheet’s Excel expense report templates are available for free, making it an accessible solution for businesses operating on a tight budget.
• Limitations on customization: Although Smartsheet’s templates are highly utilitarian, they offer limited options for customization. This could pose a challenge for businesses with unique reporting requirements.
• Learning curve: While they are relatively easy to use, mastering the range of capabilities offered by Smartsheet’s tools and templates can take some time, which users should be prepared for.
• Lack of dedicated support: As the templates are free, dedicated help or support from Smartsheet in case of issues or queries is not guaranteed.

3. Vertex42 Excel Expense Report Template

Vertex42 specializes in providing an optimally-designed Excel Expense Report Template that aims to simplify the expense tracking process. The template is designed with a focus on ease of use and functional features to cater for professional needs. It’s a single comprehensive template adaptable to different situations and individuals.

• Simple and clear layout: Vertex42’s template features a clean layout that’s easy to understand, reducing the time needed to learn how to use it.
• Customizable fields: Vertex42 allows for some customization within fields. This flexibility allows businesses to tweak the template to match their specific needs.
• Comprehensive form: The expense report template not only records expenditure but also allows users to detail the nature and purpose of each expense, providing a holistic view of spending.
• Limited Template Options: Unlike platforms that offer a variety of templates, Vertex42 provides primarily one basic expense report template. This may limit its suitability for businesses with unique and extensive requirements.
• Limited automation: Despite its simplicity, the Vertex42 template lacks advanced automation features, meaning users will need to manually input and calculate some data.
• No direct support: Should users encounter problems or have queries about the template, there is no dedicated support team to assist promptly.

4. Microsoft Expense Report

Microsoft offers an official expense report template for its Excel users. Typically, the templates are easy to navigate and are renowned for their fluid compatibility with all versions of Microsoft Excel. The fact that it originates from the creators of Excel adds an additional layer of reliability and efficiency.

• Compatible: The Microsoft Excel Expense Report Template is designed by the manufacturer, ensuring maximum compatibility with all versions, whether on PC or Mac.
• Reliable: Being the product of Excel’s creators, expect zero compatibility issues or unexpected crashes during usage, making it a very reliable choice.
• Free of Charge: The templates provided by Microsoft are available for free, saving costs for users.
• Limited Functionality: Microsoft’s template may have basic features compared to some competitors. It may lack some functionality or advanced customization that other platforms offer.
• Limited Variety: There’s a restricted choice of templates available, potentially hindering users who may need a variety of templates to suit different reporting requirements.
• Absence of dedicated support: Just like most free tools, Microsoft does not guarantee direct support or immediate problem-solving assistance for its free templates.

5. Clockify Expense Report Templates

Clockify is a renowned time tracking software that also provides a functional and efficient Excel expense report template. It aims to make expense management as simple and speedy as possible. The template is best suited for professionals who prefer straightforward and practical expense report forms.

• User-Friendly: Clockify’s template comes with an intuitive and simple design, making it accessible even to novices in expense management.
• Time Tracking Integration: As a time tracking tool, Clockify provides seamless integration with its other tools, making it a great choice for users already using or intending to use Clockify’s time tracking software.
• Free of Charge: Like other offerings from Clockify, this Excel expense report template is available without any cost.
• Limited Functionality: While the simplicity of Clockify’s template is a plus, advanced users might find it lacking in additional features and sophisticated customizations.
• Single Template: Unlike sites that house a variety of templates, Clockify has only one standard template which might not fulfill diverse needs.
• No direct support: In case users encounter any difficulty with the template, there’s no dedicated support team to assist with resolving issues.

6. ClickTime Expense Report Template

ClickTime provides an Excel Expense Report Template that is geared towards simplifying expense management. As a provider of online timesheet and productivity tools, ClickTime extends its functionality to expense reporting with a focus on usability and efficiency.

• Wide functionality: The ClickTime’s template incorporates extensive expense categories accommodating a broad range of business requirements.
• Integration with ClickTime Services: If you’re already using ClickTime’s timesheet or workflow services, this Expense Report Template integrates smoothly with these services.
• Ease of Use: The template has a user-friendly, intuitive design that simplifies the task of expense reporting.
• Basic Design: Some users might find ClickTime’s Excel expense report template too simplistic or basic with lack of advanced customization.
• Limited Templates: ClickTime offers a single broad-based template, limiting options for businesses with specific reporting needs.
• Might require subscription: For enhanced functionality or dedicated support, users might need to subscribe to ClickTime’s services which could incur costs.

7. FreshBooks Expense Report Template

FreshBooks, well-known for its accounting software, also offers a dependable, well-structured Excel expense report template. The template brings together FreshBooks’ understanding of business finance-related needs, resulting in a superior expense management solution.

• Professional Design: FreshBooks’ Excel Expense Report Template features a professional, neat design with clear fields, making it suitable for formal business reporting.
• Integration: The template offers easy integration with FreshBooks’ own accounting software, creating a streamlined experience for users already on the platform.
• Free to use: The template is available without any cost, a perk for users on a budget.
• Limited Functionality: While it covers basic expense reporting needs effectively, the FreshBooks template might not offer more advanced features that some businesses might require.
• One Template Option: FreshBooks provides a single template, offering limited options for those looking for varied templates.
• No Direct Support: As a free tool, it doesn’t come with dedicated support or immediate assistance from FreshBooks, which users might need in case of problems.

8. Template.Net Expense Report Templates

Template.Net is a comprehensive platform offering a wide range of expense report templates compatible with Excel. The variety caters to different business sectors, personal needs, and professional scenarios, with options for customization to meet unique demands.

• Variety of Templates: Template.Net offers a vast choice of templates to suit a diverse range of reporting needs, making it a versatile platform.
• Customizable: The templates can be tweaked to match specific demands, extending their usability to cater for unique requirements.
• Targeted Templates: The site provides targeted templates streamlined for various industries and professions, allowing users to select a template that matches their exact needs.
• Varied Quality: With the sheer volume of templates, there might be inconsistencies in quality across different templates.
• Can be overwhelming: The multitude of templates available might be overwhelming for users looking for a quick, easy selection.
• Costs for Premium Templates: While many templates are free, some premium or highly specialized templates come at a cost.

9. EXCELDATAPRO Expense Report Excel Template

EXCELDATAPRO offers a handy Excel expense report template that delivers compact and easy-to-navigate expense management solutions. It is designed to simplify the expense tracking process by providing users a detailed yet straightforward approach to recording and analyzing expenses.

• Detailed and Comprehensive: The EXCELDATAPRO template focuses on delivering detailed reports, allowing for precise tracking and reporting of expenses.
• User-friendly: Despite the high level of detail, the template is easy to understand and use, even for those new to expense management.
• Free to Use: The template is available at no charge, making it a cost-effective option.
• Limited versatility: The EXCELDATAPRO template doesn’t offer a wide range of preferences and choices. Its singular nature might not suit companies looking for diverse templates.
• Basic Design: While practical, the design of the template is very basic, which may not appeal to all users.
• No Direct Support: In case of any queries or issues, there’s no direct assistance provided by EXCELDATAPRO.

10. Simple Sheets Expense Report Excel and Google Sheets Template

Simple Sheets offers a dual-use expense report template, compatible with both Excel and Google Sheets, providing flexibility and accessibility. The template is designed with a minimalistic approach, focusing on essential functionalities while maintaining user-friendly operations.

• Dual Compatibility: The template is usable with both Excel and Google Sheets, ensuring a seamless experience for users of both platforms.
• Minimalistic Design: It has a clean, intuitive design which makes it easy for users to navigate and enter information.
• Free of Charge: The Simple Sheets expense report template is freely available, making it an attractive choice for users looking to manage expenses effectively without incurring additional costs.
• Limited Features: While its simplicity is one of its strengths, this may translate to lack of advanced features that seasoned professionals may find beneficial.
• Single Template: It offers only one expense report template, which could limit its appeal for businesses that may require a range of templates to meet different needs.
• No Direct Support: Like many free tools, the Simple Sheets template does not include dedicated support. Users may have to rely on searching for solutions online if any issues arise.

11. MSOfficeGeek Expense Report Template

MSOfficeGeek provides an expense report template focusing on Microsoft Office tools and applications. Its template shares a detailed and customizable design for an efficient experience in tracking and reporting financial expenses.

• Customizable: The MSOfficeGeek template allows modifications to fields and carries a design that can be tweaked according to user preferences and business needs.
• Detailed Reporting: The template supports in-depth reporting, which can help provide a more detailed insight into financial expenses.
• Free of Charge: This well-structured template is available without any cost.
• Basic Design: While its functionality is appreciable, the design of the MSOfficeGeek template could be considered basic and might lack the visual appeal available from some other providers.
• Single Template: It offers only one template, limiting the choice for users who require a variety to suit different expense reporting scenarios.
• Limited support: Similar to other free offerings, MSOfficeGeek does not guarantee immediate or dedicated support for users having trouble with the template functionality.

12. Fyle Expense Report Templates

Fyle, primarily an expense management software, also offers several expense report templates compatible with Excel. These templates are designed to be comprehensive and intuitive, reducing the time needed for manual entries and calculations.

• Integration: The templates can be easily integrated with Fyle’s own expense management software, streamlining your workflow if you are already a Fyle user.
• Multiple Templates: Fyle offers a collection of templates to cater to different needs, providing a good range of options for users.
• Ease of Use: The design of Fyle’s templates is intuitive, which enhances the user experience by making data input and analysis easier.
• Limited Customization: While the templates offer key functionalities, customization options might be somewhat limited for users with specific needs.
• Cost: Unlike other entrants in our list, some templates might come with a charge, as Fyle also markets a paid software for Expense Management.
• Support: Quick customer support or direct assistance might only be available for Fyle’s paying customers.

13. Summary

13.1 overall comparison table, 13.2 recommended template site based on various needs.

Choosing a template site depends on your specific needs. If you are looking for variety and customizability, Template.Net or Smartsheet would be a good choice. If you’re after a simple, easy-to-use template then Clockify or Simple Sheets would be recommended. If you require a template that comes with integrated time tracking, Clockify would be the best option. However, if you’re looking for a template from a reliable source with high compatibility, the Microsoft Expense Report should be your pick. Note that support is generally not extensive across platforms, especially for free templates.

14. Conclusion

14.1 final thoughts and takeaways for choosing an excel expense report template site.

Selecting an Excel Expense Report Template requires an understanding of your specific business needs, as no one-size-fits-all solution exists. Among the array of options, certain platforms stand out in terms of offering varied templates, such as Template.Net and Smartsheet, while others emphasize simplicity and usability, such as Clockify and Simple Sheets.

If compatibility and reliability are your major concerns, then opting for the Microsoft Expense Report could be a good decision. Meanwhile, if you’re interested in additional functionality such as time tracking integration, Clockify meets this specification.

It’s crucial to note that while most of these templates are freely available, customer support is generally limited, and advanced functionality may come at a cost in some cases. Therefore, identifying your core requirements and matching them against the pros and cons of these platforms is essential to make an informed decision that ensures the chosen template effectively meets your expense reporting needs.

Author Introduction:

Vera Chen is a data recovery expert in DataNumen, which provides a wide range of products, including a wonderful PDF repair tool .

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