How to plan business visas for employee travel
A short guide for HR, admin and travel desks sending employees abroad.
Check passports first
Confirm validity and blank pages before anything else. An expiring passport is the most common avoidable delay.
Decide the visa category by purpose
Meeting, conference, training and project work can fall into different categories. Describe the real purpose and let the category follow.
Confirm the application route
Some passports can use an electronic visa or visa on arrival, others need an embassy or visa-centre application. Check this per passport and destination.
Work backwards from the travel date
Add time for document collection, appointments, processing and passport return, then add a buffer for extra document requests.
Prepare company documents once
Letters, invitations and registration proofs should be consistent with the traveller's file. Reuse templates for repeat trips.
Time your ticketing sensibly
Avoid non-refundable bookings until you are comfortable with the visa timeline, unless the trip cannot move.
Track and keep records
Keep a simple tracker for every application and store copies. Records make repeat applications faster.
We can run this process for you. See business visa assistance or group applications.
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