OBM182 Chapter 6

OBM182: Office Administration II
Chapter 6:
TRAVEL ARRANGEMENT
(Text book : Page 352-364)
1
OBM182/Chapter 6/Feb-July 2020
CHAPTER 6:
TRAVEL ARRANGEMENT
Course Outcome:
• Explain appropriate procedures in travel etiquette.
Chapter Outcomes:
• Use appropriate procedures for planning business travel.
• Describe the factors involved in travel etiquette.
• Discuss completing work while traveling and travel follow-up
activities.
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TOPICS TO BE COVER:
Arranging Travel
Preparing for business travel
6.1 Travel Appointment and Reservation
• Commercial Air Travel
• Other Forms Of Business Travel
• Hotel/Motel Accommodation
6.2 Itinerary and Supporting Materials
6.3 Documents and Currency for Foreign Travel
• Passport
• Visa
• Health Document
• Currency
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6.4 Travel Etiquette
• Dress
• Dress For Travel
• Dress For Impress
• Custom
6.5 Work Tasks and Travel
• Staying In Touch
• Follow Up Activities
• Expenses Report
• Meeting Report
• Correspondence
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PREPARING FOR BUSINESS
TRAVEL
• People travel for various reason such as:
– To supervise company operation
– To meet with clients or company associates
– To attend conferences related to work
• Travel arrangement are made in accordance with
company policy.
• Large firm may have a travel department for this
purpose. Others may rely on the services of a travel
agency and smaller firm may have an office workers
or the travelling employee make the travel
arrangement.
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• Have to do many preparation before travel
such as choose:
– Mode of travel
– Hotels
• Know your personal preference/other person’s
preferences in making the arrangement.
• Complete work effectively, arrive the meeting
on time with supported materials.
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Example:
Business/Academic Trip to
Chiang Rai, Thailand
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Example:
Chiang Rai, Thailand
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Example:
Ho Chi Minh & Dalat, Vietnam
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Example:
Semarang, Indonesia
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• Prepare a travel folder (trip file) to collect
information and organize the details of an
upcoming trip. It should contain:
• Notes on reservation
• Tickets
• Hotels
• Meeting confirmations
• Information in the folder will help to prepare
itinerary- a complete company travel
documents and serve as reminder system
for task related to the trip.
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6.1 TRAVEL APPOINTMENTS AND
RESERVATIONS
• As you plan the trip, set aside time to:
– Schedule meetings to be held during the trip. Shortly before the
trip, contact each person with whom you plan to meet to confirm
the date, time and meeting place.
– Organize the names, titles, company names, addresses, and
telephone number or e-mail address of individuals with whom
meetings are scheduled.
– Make reservations for transportation and overnight lodging.
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FORM/MODE OF TRAVEL
• Commercial Air Travel

• Rental Cars
• Trains
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FORM/MODE OF TRAVEL:
(1) COMMERCIAL AIR TRAVEL
• Time is money for the busy business travel. The popularity of the air
travel reflects this point.
• The only way to manage a tight schedule is by air travel.
• Extensive network of airline routes is provided by national, regional
and commuter airlines.
• Airline schedule are available free of charge at ticket counter, airline
office, hotels and travel agents.
• Most airline have Web site that provide travel details and where ticket
can be purchased.
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** FLIGHT SCHEDULE AND HOW TO
MAKE A RESERVATION **
• Official Airline Guide (OAG)
– Valuable source of flight info and schedules
– Each office should have a copy of this publication as a reference
for travelers
• Online Travel Information Services
– Allow us to scan info for various airlines, make the selection and
have the tickets prepared for mailing or pick up at the
airport/receive e-ticket
• Travel Agent
– Flight itinerary, invoice, and boarding pass may be received with
the airline tickets
• Dial Toll-Free Number
– Call the airline directly via a toll-free number
** When you purchase airline tickets online, you will receive an electronic ticket receipt
(document and receipt that contain ticket information in electronic form)
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ONCE ARRIVE AT THE AIRPORT:
 Check in at the airline desk to receive boarding
passes, check luggage and move-security
checkpoints.
 Be sure to have a current photo ID such as
driver’s license or passport
 Verify that luggage tag attached by the airline
attendant has the correct destination code
 Don’t pack money, notebook computer in
checked luggage
 Comply with all reasonable requests of security
personnel
 Never leave your bags or other possessions
unattended or in the care of stranger
 Never agree to carry a bag or other items from a
stranger
 Check with the airline for a current list that are
not allowed in checked or carried bags
 Eg. Knives, lighters, strike-anywhere
matches
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EXAMPLE OF ELECTRONIC
TICKET/BOARDING PASS
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MODE/FORMS OF BUSINESS
TRAVEL : (2) RENTAL CAR
• Rental Cars provide alternative forms of business travel.
• You may have occasion to make travel arrangements using
one of these forms of transportation.
• For short trips, particularly in a local area, many people prefer
to rent cars.
• A rental car may also be suitable when you fly to a city and
have appointments in outlying areas.
• Be sure to allow ample time to reach your destination.
• Available at most airports and other convenient location.
• Fees vary in price according to size of the car, length of time
the car is needed and miles driven.
• Many rental car companies have websites where you may
choose and reserve a rental car.
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MODE/FORMS OF BUSINESS
TRAVEL : (3) TRAIN
• Train travel is popular in some sections of the country.

• Located in centers of cities and provide alternative to air travel on
certain route.
• Overnight trains have sleeping and dining rooms on board.
• Eg. Amtrak, a company that provides train services in many areas of
the United States, provides a website where customers may make
reservations online.
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HOTEL/MOTEL ACCOMMODATION
• Many traveler must be away from home overnight and stay

in hotel or motel room.
• Use tool-free telephone number whenever possible
• How to make a reservation:
– Write down the names of the person who make and confirm reservation
– Make note of rates you are told
– Record the confirmation number (a series of letters and/or numbers that identify a
reservation) and repeat it to the reservation agent to make sure it is correct
– Note the confirmation number in itinerary
• Also can be made online at travel sites that have information about many hotels
(eg. Trivago, Agoda, Booking.com, etc.)
• At many travel sites, information can be found about hotels in a specific area.
Descriptions, prices and dates available are shown.
• Using a travel site may require less time than checking individual hotel sites.
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6.2 ITINERARY AND SUPPORTING
MATERIALS
• Prepared as travel plan are set.
• Itinerary:
– A document that gives detailed travel plans for a trip.
• Assemble travel documents and related materials for meeting or
appointments.
• If the plans for the trip change, other arrangements may need to be
made.
• Changes can generally be made at the time you cancel the original
plans.
• Have you confirmation numbers and other details available when
you call or go online to change reservations or appointments.
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PREPARE AN ITINERARY
• An itinerary is a detailed plan of trip. It serves a s a guide

for the business traveller.
• Important information in preparing itinerary:
– Travel plans
– Meetings
– Hotel locations
– Reminders or special instructions
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An itinerary is
a detailed plan
of a trip that
serves as a
guide for a
business
traveler
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PREPARE AN ITINERARY
When planning a trip:

 Allow enough travel time
– When preparing an itinerary, always allow enough travel time
between one appointment to another
– This also to avoid having to rush to go to the next
appointment/meeting at some other places
 Make several copies of itinerary
– One copy to be carried along by the traveler
– One copy to be carried in the traveler’s baggage (luggage)
– One copy must be left with a contact person at the office
– One copy to family members
 The itinerary should be in an easy-to-read format
that gives the day-by-day schedule for the complete
trip
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GATHER SUPPORTING ITEMS
Before the trip, gather the travel documents, supplies and supporting
materials as listed below:
Travel fund
Travel and health documents
Hotel/motel and car rental confirmations
Maps of cities or states as appropriate
Directions to offices or other meeting locations
Speeches, supporting correspondence, report, or files for each appointment/meeting
Forms for recording expenses
Extra notepapers, pens, and business card
Equipment such as laptop computer, portable phone or presentation projection system
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6.3 DOCUMENTS AND CURRENCY
FOR FOREIGN TRAVEL
• Two documents are required for foreign travel in most

countries:
– Passport
– Visa
• Other documents such work permit, prescriptions for
medicine carried and health records may be needed.
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DOCUMENT 1:
PASSPORT
• Passport - Official document granting permission to travel

• It states a person’s right to protection in the foreign country.
• Needed in order to travel in most foreign countries.
• To secure a passport, applications forms may be obtained from government offices
(e.g. Immigration Department) and many travel agencies.
• The requirements to obtain a passport for the first time are listed on the passport
applications.
• You should allow enough lead time to avoid having to delay travel plans.
• After the passport is received, it should be signed and the information requested on
the inside cover complete. To replace an expired passport, obtain a renewal
application.
• A passport should be carried or kept in a hotel security box or safe and never be left in
a hotel room.
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DOCUMENT 2:
VISA
• Visa - Permit granted by a foreign government for a person to

enter its country
• Usually appears as a stamped notation in a passport, indicating that the
person may enter the country for a certain purpose and for a specific
period of time.
• Contact the consulate (person appointed by govt. to serve its
interests or citizens in another country) or embassy (the offices of
an ambassador in a foreign country) to ensure whether you need a
visa for the country in which travel is planned.
• Allow lead time to obtain the visa stamp from the appropriate consulate
prior to traveling to that country.
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HEALTH DOCUMENTS
• When travelling to some countries, certain vaccinations may be required to protect

against a variety of disease.
• A country may require people entering the country to have health test.
• Travel agency/consulate of the country to be visit may supply information about
required vaccinations or tests.
• Records of the vaccinations and tests must be signed by a doctor.
• The form may be obtained from a travel agent, the passport office, the local health
department, or some doctors.
• The traveler should carry a written record of childhood vaccinations and boosters
shots.
• Other health factors should be considered for international travel.
• Prescriptions from a doctor for medicines that must e taken by the traveler can be
helpful.
• Check to see what arrangements must be made for these medicines.
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CURRENCY
• Before leaving your country, you can exchange money for the
currency of the country being visited.
• The rate of exchange for various countries is published in some
newspapers and available online.
• You can exchanged a small amount in your country and more
money exchanged upon arrival at your destination.
• Be aware of the exchange rates before travelling to another country
and pay attention to the exchange rates once in the country.
• Exchange rates are not always the same at different location.
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6.4 TRAVEL ETIQUETTE
• Etiquette - Standards for proper behavior

– Your behavior as a business traveler reflects on you,
your company, and you home area
– Proper dress and travel etiquette will contribute to a
successful business trip
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DRESS
• Remember that you represent your organization when you travel.

• Your dress will contribute to that most important first impression you make on
others.
• Dress appropriately for the type of meeting or function you are attending.
• Many companies send employees to raining sessions in which the attire is less
formal than while on the job.
• If the meeting is take place at another company’s site, the attire may be more
formal.
• Dress for Travel
– Wear something less formal or casual on the airplane or in a car.
– However, if a short plane or car ride is all that is necessary to reach the destination,
dress more formally in order to be ready to conduct business upon arrival.
• Dress to Impress
– Consider the persons with whom you will be doing business and the impression you
want to leave about your organization.
– Be aware of the dress customs for the country in which you will do business and
wear suitable attire accordingly.
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CUSTOMS
• Proper etiquette plays an important role in conducting business
successfully.
• May vary from country to country.
• Consider the following customs and protocols related to business travel:
• Be on time for appointments
• Take an ample supply of business cards
• If and when appropriate, provide a gift
• Paying for meal and tipping for clients
• Handshake
• Know body language and gestures that may be offensive or have different
meanings in other cultures
• Know how to pronounce the name of person you are visiting
• Taste any food that is offered by the host
• Speak standard English
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6.5 WORK TASKS AND TRAVEL
• Business travelers may need to complete wok while traveling.

• The work may related to meetings with clients or business partners during the trip
• Routing task that do not relate to the trip, such as completing monthly reports, may
also be completed while traveling.
• Once the trip is over, the traveler may need to complete follow-up tasks, such as
an expense report or thank you letters.
• Business travelers may depend on an office assistant or coworker to handle
routing task and messages while away from the office.
• Before the traveler leave for a business trip, the coworker should understand how
to deal with routing matters.
• Plans for handling crisis situations and out-of-the-ordinary situations should also be
made.
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STAYING IN TOUCH
• Technology make it easy for travelers to stay in touch with the office or clients.
• Data can be sent through computer, networks and mobile phone.
• Some hotels provide fully equipped business centers for travelers.
• Many hotels offers wireless network access in rooms and common areas that
allow users to access the Internet.
• Travelers can often complete task such as:
• Send and receive business data
• Access message (voice or electronic mail)
• Participating in teleconference
• Record travel expense information
• Check availability of products for clients
• Place orders and receive confirmation of orders placed by clients
• Access a company intranet for policy or procedural changes that occur while the
travelers is out of the office
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FOLLOW-UP ACTIVITIES
• Certain follow-up activities should be completed as soon

as possible after a trip. This activities include:
• Reporting travel expenses
• Writing a variety of reports
• Writing correspondence
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• Reporting Travel Expense Report
• Reported on a form regarding travel expenses report (hotel rooms, meals,
car rentals, entertaining clients).
• Some travelers receive travel money in advance from the company.
• Writing a Variety of Meeting Reports
• Include sales summaries, client visit logs, project progress update or other
that present the results of the business trip.
• The complete report provide a written record of decision that were made,
goal that were set, discuss complaints or suggestion from customers or
ideas for new product or services.
• Writing a Correspondence
• Thank-you letters may be sent to people with whom you meet and it
depend on the purpose of the travel and business etiquette guidelines.
• A written record of agreements made , give details that were not available
during the meeting.
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KEY TERMS
• A document • Document • A series of • Official government

that gives and receipt letter and/or document that grants
detailed travel that contain numbers that permission for the
plans for a trip ticket identify a holder to travel outside
confirmation reservation the country
in electronic
ELECTRONIC CONFIRMATION
ITINERARY form PASSPORT
TICKET NUMBER
• A permit granted • A person appointed by a • The offices of • Standards for

by a foreign government to serve its an ambassador proper
government for a interests or citizens in in a foreign behavior
person to enter its another country country
country
VISA CONSULATE EMBASSY ETIQUETTE
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OBM182 Chapter 6

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OBM182: Office Administration II

• Commercial Air Travel

• Train travel is popular in some sections of the country.

• Many traveler must be away from home overnight and stay

• An itinerary is a detailed plan of trip. It serves a s a guide

When planning a trip:

• Two documents are required for foreign travel in most

• Passport - Official document granting permission to travel

• Visa - Permit granted by a foreign government for a person to

• When travelling to some countries, certain vaccinations may be required to protect

• Etiquette - Standards for proper behavior

• Remember that you represent your organization when you travel.

• Business travelers may need to complete wok while traveling.

OBM182/Chapter 6/Feb-July 2020

• Certain follow-up activities should be completed as soon

• A document • Document • A series of • Official government

• A permit granted • A person appointed by a • The offices of • Standards for

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