How to Prepare a Perfect Executive Travel Brief

A great travel brief is one of the most underrated tools in an Executive Assistant's toolkit. Done well, it means your executive arrives at every destination calm, informed, and fully prepared, without having to ask a single question.

Here's exactly what every executive travel brief should include.

Section 1: Journey overview

A single-page summary of the entire trip, departure times, arrival times, flight numbers, hotel names, and a day-by-day schedule at a glance. This is the page your executive will look at most. Keep it clean, clear, and scannable.

Section 2: Flight details

Full flight information including booking reference, terminal, gate (where known), baggage allowance, and check-in instructions. Include the airline's contact number and any lounge access details.

Section 3: Accommodation

Hotel name, address, check-in and check-out times, confirmation number, Wi-Fi details, and any specific notes (early check-in arranged, breakfast included, nearest metro station).

Section 4: Meeting schedule

Every meeting with full details, who, where, what for, and key context. Include the address with directions, a contact name and number, and a one-paragraph briefing on each person or company being met.

Section 5: Contacts & contingencies

Emergency contacts, travel insurance details, nearest hospital, British/American embassy contact (for international travel), and a plan B for the most likely disruptions, delayed flights, cancelled meetings, lost luggage.

A brief that covers all five sections can be prepared in 2–3 hours for a standard trip and eliminates almost every question your executive might otherwise have to ask.