Start with the working programme
Include meeting dates, addresses and the purpose of travel at the start of the request. If flights are not yet chosen, explain when you must arrive and be ready. This can be more useful than a date alone when comparing alternatives. Mark uncertain information clearly while the programme is developing.
Separate service requirements
Write flight, accommodation and transfer requirements in separate fields. Departure city, flexible dates, baggage, room allocation and vehicle needs can be shared initially. Avoid adding personal information that is unnecessary for reservation. Use channels approved by your company.
Explain approvals and the budget framework
The person sending the request may not be the person approving a booking. Identify the authorised contact, cost centre if used and budget framework. A prepared quotation does not mean that the reservation is confirmed. Review availability, payment and amendments at approval.
Keep one current version
When the programme changes, identify which parts of the original request are replaced. Sharing the same current document with KUNET reduces gaps or conflicting instructions. Use the downloadable business travel request checklist alongside your company’s own process. It supports preparation rather than imposing identical approval rules on every organisation.
