Take a look at your company’s travel policy. If you strip it down, what is it really about? For most companies, the answer is simple: saving money.

The traditional travel policy is a cold document, obsessed with the bottom line. It’s full of rigid rules about the cheapest flights, strict hotel caps, and tight meal budgets. But what is the hidden price of this relentless focus on cost? Does it lead to burned-out employees? Does it accidentally push them into unsafe situations? Does it reflect the values your company claims to uphold?

In today's competitive world, top talent expects more. A modern travel policy isn’t just a rulebook for spending; it’s one of the most powerful statements you can make about your company’s culture. It must balance smart spending with a genuine commitment to your people’s well-being and your company’s responsibility to the planet.

Here are simple, actionable ways to write safety, well-being, and sustainability directly into your travel policy.

Pillar 1: Traveler Safety (Your Unshakable Duty of Care)

A cost-only policy can force an employee to book a cheaper hotel in an unsafe neighborhood just to stay under a rigid, outdated cap. This is a risk no company should be willing to take.

Actionable clauses to add:

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  On Vetted Accommodations: "All hotel bookings should be made through the company’s approved tool, which features a list of properties that have been vetted for safety and security."
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  On Ground Transport: "For travel in cities with a high security risk, travelers are required to use the company’s pre-approved car service instead of local taxis or public ride-sharing apps."
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  A "No-Questions-Asked" Safety Net: "If a traveler ever feels their pre-booked accommodation or transport is unsafe upon arrival, they are pre-approved to move to a safer alternative. The cost difference will be covered."

Pillar 2: Employee Well-being (Protecting Your People from Burnout)

A cost-only policy that forces a red-eye flight to save $150 results in an exhausted, unfocused, and unproductive employee arriving at a critical client meeting. It’s a classic example of being penny-wise and pound-foolish.

Actionable clauses to add:

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  The Humane Flight Rule: "For any single flight segment over 6 hours, employees will not be required to fly overnight and arrive on the same day as a major meeting. Travel can be booked for the preceding day to allow for adequate rest."
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  On Flexibility and "Bleisure": "For trips lasting more than five business days, employees are welcome to extend their stay through a weekend for personal leisure. The company will cover the cost of the return flight based on the original trip's pricing."
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  On Mental Health: "All traveling employees have 24/7 access to our global medical and mental health support partner. The contact information is available in the travel app."

Pillar 3: Sustainability (Your Responsibility to the Planet)

A cost-only policy completely ignores the environmental impact of business travel. A modern policy acknowledges this impact and guides employees toward making smarter, greener choices.

Actionable clauses to add:

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  Train Over Plane: "For domestic journeys where the train travel time is under 3 hours (e.g., London to Paris), rail is the required mode of transport."
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  On Green Hotels: "When choosing a hotel from the company portal, employees are strongly encouraged to select properties marked with a 'Sustainable Choice' or 'Green Leaf' certification."
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  On Greener Aviation: "When selecting flights, preference should be given to carriers and routes that are designated as having a lower-than-average CO₂ impact, as indicated in the booking tool."

A travel policy is one of the most tangible ways your employees experience your company culture. By evolving it from a simple cost-control document to a guide that genuinely cares for their safety, well-being, and the world around them, you’re not just writing a better policy, you’re building a better, more responsible company.