Business

Corporate travel security: Essential tips to protect business travelers in 2026

A practical guide to corporate travel security, covering risks, policies, and steps to protect employees on business trips.

A full 46% of business travelers don’t have a corporate travel safety plan, according to GBTA.

Business travel can expose employees to theft, medical emergencies, cyber threats, and geopolitical instability.

Protecting travelers requires clear security protocols and reliable mobile access through business eSIM solutions like Holafly for Business to ensure employees can reach emergency services, access risk management tools, and communicate with headquarters when it matters most.

This guide discusses essential corporate travel security tips and best practices to protect employees and meet duty of care obligations.

In this article

Understanding the duty of care in corporate travel

Duty of care is an employer’s legal and moral responsibility to protect traveling employees. This obligation applies before, during, and after a trip.

Meeting duty of care requires identifying travel risks, putting preventive measures in place, and maintaining clear emergency response plans. Employees should be prepared for known threats and supported if an incident occurs.

Failure to meet duty of care obligations can expose organizations to legal liability, employee injury, and long-term reputational damage.

Common risks business travelers face

Business travel risks generally fall into two categories: individual and environmental.

Individual risks

Individual risks are associated with traveler behavior, health conditions, and personal characteristics, including gender, religion, and sexual orientation.

In fact, women are more prone to harassment and theft, with 83% reporting safety concerns while traveling for work. LGBTQ+ travelers may face legal and social risks, as same-sex relationships are criminalized in 63 countries. At the same time, cultural misunderstandings and language barriers can increase the likelihood of incidents.

Environmental risks

Environmental risks result from local conditions at the destination. They include crime, security threats, and health hazards, as well as political instability and natural disasters. Unsafe transportation options and poor infrastructure can further increase traveler risk.

Pre-trip security preparations

Pre-trip security preparations identify risks, set expectations, and ensure necessary support is in place.

Conduct a destination risk assessment by reviewing crime levels, political conditions, health advisories, and local laws and customs.
Review the corporate travel safety policy to ensure employees understand company guidelines and security protocols.
Share an itinerary and emergency contacts with the company and trusted family members.
Verify travel documents, including passport validity, required visas, vaccinations, and travel insurance coverage.
Prepare a communication plan by identifying the key contacts to reach during emergencies, such as company representatives, local authorities, and the nearest diplomatic mission or embassy.
Secure devices and data by installing the latest software updates, enabling multi-factor authentication, and traveling only with essential equipment.
Research local transportation options in advance and rely on vetted providers to avoid unlicensed taxis.

Hotel and accommodation security tips

Hotel and accommodation security focuses on actionable steps that reduce exposure to common risks within lodging environments.

Select accommodations that offer security features, such as a 24-hour front desk, security cameras, and digital key access.
Research neighborhood safety using tools like Google Street View and guest reviews.
Request a room on floors three to six, which are less accessible to intruders but still reachable during emergencies.
Conduct a safety check upon arrival by locating emergency exits and confirming that door and window locks function properly.
Avoid sharing room numbers in public spaces or on social media.
Verify the identity of anyone claiming to be hotel staff before opening the door.
Store valuables and important documents in the hotel safe.
Keep doors and windows locked at all times when inside the room.

Ground transportation safety

Ground transportation safety reduces preventable incidents through planning, approved transport options, and consistent traveler behavior.

Research public transportation safety and reliability before arrival.
Use pre-vetted car services or transportation arranged by the hotel whenever possible.
Avoid unlicensed taxis and rely on official taxi stands or reputable rideshare services.
Share ride details with colleagues or family members.
Sit in the back seat and keep doors locked.
Don’t accept rides from strangers at airports.
Consider using security escorts or armored vehicles on high-risk destinations from reputable travel security companies.

Health and medical safety

Health and medical preparation reduce preventable risks and ensure employees can access care quickly if health issues arise.

Obtain required vaccinations before travel and carry proof of vaccination.
Pack all necessary medications in carry-on luggage.
Research local healthcare facilities in advance and know where to seek medical assistance.
Exercise caution when consuming food and water in regions with varying hygiene standards.
Drink bottled water, eat thoroughly cooked food, and avoid street vendors in high-risk areas.
Stay alert to health risks, including altitude sickness, heat exposure, and common travel illnesses.
Ensure travel insurance includes emergency evacuation coverage.
Partner with medical assistance providers such as International SOS for 24/7 support.

Traveler tracking and emergency communication

Traveler tracking and emergency communication are essential for maintaining visibility and control. Real-time tracking systems and centralized itinerary management enable organizations to locate employees and communicate with them effectively.

Companies should monitor global events that may affect workers and require check-ins at key points during trips. A 24/7 emergency hotline, supported by alerts on weather, civil unrest, and health risks, helps travelers act quickly as situations change.

Integrating tracking tools with booking platforms enables automatic location updates, reducing manual oversight. Well-structured communication trees help ensure that information flows quickly to the right teams, crucial for a timely and coordinated response in times of crisis.

Creating a corporate travel security policy

A formal business travel security policy sets expectations, defines responsibilities, and ensures protection for employees.

Define which trips are essential and which can be postponed, limited, or replaced.
Establish pre-trip approval processes and risk assessment requirements.
Identify prohibited destinations and destinations that require special authorization.
Specify mandatory security training and pre-travel briefings based on destination risk levels.
Detail emergency contact procedures and crisis response protocols.
Outline traveler responsibilities, including sharing itineraries, completing check-ins, and following safety guidelines.
Address specific risk factors affecting women, LGBTQ+ travelers, and cultural considerations.
Establish clear cybersecurity requirements, including the mandatory use of VPNs and approved device protocols.
Define consequences for failing to comply with the travel security policy.
Review and update the policy at least once a year to reflect changes in risks and regulations.

Emergency response and crisis management

An emergency response framework enables organizations to act quickly when incidents occur.

Maintain 24/7 emergency contact availability so travelers can report incidents at any time.
Establish a crisis management team with defined roles.
Partner with local security firms and medical providers in key destinations.
Maintain emergency evacuation procedures and ensure travelers are covered by evacuation insurance.
Provide post-incident support, including counseling and structured debriefing, to affected employees.
Document all incidents and use lessons learned to update travel security policies and procedures.

Essential corporate travel security checklist

This business travel safety checklist provides a reference to help employees apply security practices before, during, and after a trip.

Before you travel

☐ Review the corporate travel safety policy.

☐ Conduct a destination risk assessment.

☐ Share your itinerary with the company and family members.

☐ Verify travel documents, visas, and insurance coverage.

☐ Update device security settings and software.

☐ Confirm emergency contacts.

During your trip

☐ Stay in vetted and secure accommodations.

☐ Use a VPN for all work-related data access.

☐ Avoid sharing your location on social media.

☐ Keep valuables secured.

☐ Remain aware of your surroundings.

☐ Check in with the company regularly.

In an emergency

☐ Contact the company’s 24/7 emergency hotline.

☐ Reach out to local authorities.

☐ Contact the nearest embassy if support is required.

☐ Document incident details.

The role of technology in travel security

Technology strengthens travel security by improving visibility, speed, and coordination.

Travel risk management platforms combine threat intelligence, traveler tracking, communication tools, and mobile apps for emergency support, empowering organizations to make well-informed decisions. Features like real-time alerts, GPS tracking, geofencing, and automated check-ins help ensure the safety of business travel.

Integration with booking tools ensures itinerary data stays current.

Protect traveling employees with reliable data coverage

Effective corporate travel security relies on several layers, from planning a trip to handling crises. A key but often overlooked component is dependable mobile data.

Holafly for Business provides unlimited data and reliable 4G/5G coverage in over 200 destinations, enabling employees to reach emergency services, use security tools, and communicate with teams without relying on insecure public WiFi. Manage everything through the Holafly Business Center with instant eSIM deployment from one simple dashboard.

Holafly Business Plans offer scalable solutions for teams of any size. Upgrade, downgrade, or cancel without long-term contracts.

Contact Holafly to request a demo and see how we keep traveling employees connected during critical situations.

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Tom O'Leary

SEO Content Specialist

I am a Liverpool-based SEO content specialist with years of experience crafting content that connects. I combine my love for clear communication with a passion for travel and languages (currently diving into Japanese!). At Holafly, I'm here to help you understand everything about staying connected abroad, turning technical jargon into straightforward advice you can actually use.

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