You can safely travel overseas for business. All you need is a plan.

With proper precautions and advanced planning, even during turbulent times, travel is still the best way to develop or strengthen important international business relationships. Here are tips on what to do before and during your overseas business trip to ensure it’s safe and productive.

Before Your Trip: An 8-Week Plan to Help You Prepare

Allow flexibility for the cultural expectations of the host country, and allow for the unexpected, such as transportation and other delays.

• Eight weeks before your trip: Some countries will not accept a passport that is within six months of expiration. If you must renew yours, bear in mind that it can take eight weeks for normal passport processing, and you will need to pay additional costs to expedite processing. Determine whether a work visa is necessary for your destination. If you plan to drive overseas, it’s best to obtain an International Driving Permit (IDP), which is a valid form of identification in 150 countries worldwide and contains your name, photo, and driver information. Many countries require an IDP to drive legally. Also, consider applying for the Global Entry Trusted Traveler Program to expedite moving through customs. Check the U.S. Customs and Border Protection website.
• Six weeks before your trip: Learn the culture and customs of the country you plan to visit. Do you know how to greet your client? How to dress? How to behave in meetings? Making a mistake could offend your hosts and prove costly for your business. While fluency in the country’s language is not necessary, knowing a few key phases is typically expected. Download travel podcasts for tips and tricks about this from travel experts.
• Four weeks before your trip: First, check to see what travel insurance options your credit card provides. Research the restrictions of your health and other insurance policies internationally and consider purchasing business travel insurance. This can provide emergency medical coverage, trip cancellation or interruption coverage, missed connection and baggage delay reimbursement, 24/7 travel assistance, and more. Keep in mind that most policies do not cover acts of war, riots, or civil disorder.

You’ll also want to find out about vaccination requirements, which differ by country. The Centers for Disease Control (CDC) advises getting any required vaccinations at least one month before your trip. Check the CDC website at cdc.gov for current conditions by country and region.

• Two weeks before your trip: Familiarize yourself with the locations and contact information of the U.S. embassy and consulates in the area where you’ll be traveling. Save the necessary documentation locally on your devices or print it so that you’ll have it handy should the need arise.
• The week of your trip: Determine whether the U.S. Department of State has issued an alert for your destination and register for the Smart Traveler Enrollment Plan (STEP) at step.state.gov for updates on new warnings. Make photocopies of both sides of your credit cards, insurance cards, and the ID page of your passport and put them in your carryon luggage.
• The day of your trip: You’re almost there! Relax and enjoy the fruits of your eight weeks of labor, knowing that your trip will be more successful because of your diligent planning.

During Your Trip: 5 Tips for Success

Here are four ways to make the most of your business trip and ensure a positive outcome.

1. Understand the culture of your host country: This can’t be stressed enough. Don’t offend. What is considered proper etiquette varies drastically from country to country. The slightest deviation from the norm can have swift and negative consequences. For example, did you know that one should never leave chopsticks upright in a rice bowl in South Korea or that everyone is expected to allow the eldest person to enter a room first in Germany? Make learning the dos and don’ts of your host country’s culture a top priority by attending cross-cultural training or reading books and websites on the subject.
2. Prepare a well-planned itinerary: Plan an itinerary that maximizes the goals and priorities of the trip, yet comfortably spaces meetings and other activities so that the pace is productive but not hectic. Allow flexibility for the cultural expectations of the host country (see Rule #1), and allow for the unexpected, such as transportation and other delays. Many hotel chains that cater to the business traveler have significantly upgraded their business centers. Shave time off your schedule by taking advantage of such amenities as in-house meeting space, Wi-Fi-equipped workstations, printers, and scanners. Don’t forget to share your itinerary with family or trusted colleagues so they know where you are expected to be and when.
3. Use Your Business Credit Card
   Using your credit card offers safety and convenience and relieves you of the burden of carrying around cash. Most cards offer travel rewards for spending categories like airlines, hotels, and rental cars, so be sure to take advantage of them. Your card may also offer valuable travel protections like lost luggage reimbursement, travel accident insurance, auto rental coverage, and 24/7 emergency assistance. Check with your card issuer for a full list of benefits. Also check with your bank or credit union to see if you can use your debit card to get local currency. It’s often the least expensive way to convert money.
4. Stay connected: Contact your cell phone carrier about compatibility with the host country or purchase its international roaming option. Other options are purchasing a temporary data pass or buying a local SIM card at a telecommunications store in the country you’re visiting. Research and invest in the correct power adapter specific to your host country. Since connectivity is not guaranteed, save important information as a file on a laptop or smartphone or print it out before you leave just in case. And remember, don’t trust public Wi-Fi.
5. Take advantage of downtime: Despite an ambitious agenda, resist the urge to be “switched-on” every minute of your trip. Seize any opportunity to rest your body and your mind so that you can be as efficient and effective as possible when your attention is necessary. For example, once aboard the plane, put work aside, relax, and listen to music or a travel podcast for tips and tricks for navigating your host country. Between meetings, take a walk and immerse yourself in the sights, sounds, and tastes and allow your travel experience to enrich you both professionally and personally.

Bon Voyage!

Business travel is an important way to establish and grow business relationships. With careful planning and research, you can set yourself up for success on your next overseas business trip. For additional resources, reach out to your financial institution.