OBM250:

OFFICE ADMINISTRATION

TOPIC 5:
TRAVEL ARRANGEMENT
(Text book : Page 347-359)

OBM250/Chapter 5/20224 1
 TOPIC 5:
TRAVEL ARRANGEMENT

Topic Highlights:
5.1 Arranging Travel. (page: 347-350)
5.2 Itinerary and Supporting Materials. (page: 350-353)
5.3 Documents and Currency for Foreign Travel.
(page: 353-355)

5.4 Travel Etiquette. (page: 355-357)

5.5 Work Tasks and Travel. (page: 357-359)

OBM250/Chapter 5/20224 2
 Topics to be covered:

5.1 Arranging Travel

• Preparing for Business Travel
• Travel Appointment and Reservation
 Commercial Air Travel
 Other Forms of Business Travel
 Hotel/Motel Accommodations

5.2 Itinerary and Supporting Materials

5.3 Documents and Currency for Foreign Travel
• Passport
• Visa
• Health document
• Currency OBM250/Chapter 5/20224 3
 Topics to be covered:

5.4 Travel Etiquette

• Dress
 Dress for Travel
 Dress to Impress
• Custom

5.5 Work Tasks and Travel

• Staying in touch
• Follow up activities
 Expenses report
 Meeting report
 Correspondence
OBM250/Chapter 5/20224 4
 INTRODUCTION

• 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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• Prepare a travel folder (trip file) to collect information
and organize the details of an upcoming trip. Should
contain:
– Notes on reservation
– Tickets
– Hotels
– Meeting confirmations
• Information in the folder will help to prepare itinerary-
complete company travel documents and serve as
reminder system for task related to the trip.
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 TRAVEL APPOINTMENTS AND
RESERVATIONS

• As you plan the trip, set aside time to:

1) 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.
2) Organize the names, titles, company names,
addresses, and telephone number or e-mail address
of individuals with whom meetings are scheduled.
3) Make reservations for transportation and overnight
lodging.

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 FORM/MODE OF TRAVEL

1) Commercial Air Travel

2) Rental Cars
3) 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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 MALAYSIA’S AIRPORTS

• Six (6)
International
Airports
• 16 domestic
• 18 airport
aerodrome
(short take off landing
ports -STOLports) to
accommodate growing
passenger demand and
sustain the operation of
various types of aircraft.

Source:
[Link]
viation/infrastructure/list-of-ai
rports
OBM250/Chapter 5/20224 13
OBM250/Chapter 5/20224 14
 Other Mode/Forms of Business
Travel : (2) Rental Car
**e-Hailing Services

• 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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 Ministry of
Transport Website
link:
[Link]

 Malaysia’s Land
Transport Service:
[Link]

OBM250/Chapter 5/20224 16
 Other 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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 KLIA Ekspres
 KLIA Transit
 MRT
 LRT
 KTM Komuter
 KL Monorail

Currently there are 10 fully

operating rail lines in Klang
Valley; 2 commuter rail lines,
5 rapid transit lines, and 2
airport rail links to Kuala
Lumpur International Airport
(KLIA) and another one to
Subang Airport.

[Link]
nd/infrastructure/current-rail-
services

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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:
1. Write down the names of the person who make and confirm reservation
2. Make note of rates you are told
3. 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
4. Note the confirmation number in itinerary
• Also can be made online at travel sites that have information about many hotels

(eg: Trivago, Agoda, [Link], 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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 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 as a

guide for the business traveller.
• Important information in preparing itinerary:
 Travel plans
 Meetings
 Hotel locations
 Reminders or special instructions

OBM250/Chapter 5/20224 21
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OBM250/Chapter 5/20224 22
 Preparing 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;
1) One copy to be carried along by the traveler
2) One copy to be carried in the traveler’s baggage (luggage)
3) One copy must be left with a contact person at the office
4) 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
OBM250/Chapter 5/20224 23
 Gather Supporting Items
Before the trip, gather the travel documents, supplies and supporting materials as
listed below:

 Itinerary
 Travel tickets and receipts
 Travel funds
 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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 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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Passport
• A 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
(eg: 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. 26
OBM250/Chapter 5/20224
 Visa
• A 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 ( ex: COVID-19 vacination records )
 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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 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

OBM250/Chapter 5/20224 30
 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 training sessions in which
the attire is less formal than while on the job.
• If the meeting is taken place at another company’s site, the attire
may be more formal.

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 Dress

• 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
OBM250/Chapter 5/20224 33
 WORK TASKS AND TRAVEL

• Business travelers may need to complete work 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.
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 Staying in Touch

• 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

OBM250/Chapter 5/20224 36
 Travel Safety Tips
• Follow these safety suggestions while travel:
 Access U.S Department of State website for travel warnings, consular
information sheets, and public announcements regarding travel.
 Do not leave your luggage or other items unattended in hotel lobbies or in
waiting areas in airports.
 Keep your passport and travel funds in a safe and secure place.
 Do not display cash, expensive jewelry, or other valuable items when traveling.
 Do not agree to carry items in your luggage for another person.
 Use all locking devices on doors and windows in your hotel room.
 Do not leave valuables in your car, and be sure to lock your vehicle.
 Be aware of your surroundings, and look around before entering parking lots
late at night. Always return to your hotel through the main entrance after dark.
 Protect your credit or bank cards, and account passwords or numbers at all
times. Some banks allow you to set travel notifications on your credit cards.
OBM250/Chapter 5/20224 37
 Follow-Up Activities
• Certain follow-up activities should be completed as soon as
possible after a trip. This activities include:

1. Reporting travel expenses

2. Writing a variety of reports
3. Writing correspondence

OBM250/Chapter 5/20224 38
 Follow-Up Activities
1. 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.
2. 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.
3. 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. OBM250/Chapter 5/20224 39
 KEY TERMS
• A document • Document and • A series of • Official government
that gives receipt that letter and/or document that grants
detailed travel contain ticket numbers that permission for the holder
plans for a trip confirmation in identify a to travel outside the
electronic form reservation country
ELECTRONIC CONFIRMATION
ITINERARY PASSPORT
TICKET NUMBER

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

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

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END OF CHAPTER 5

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