Work trip packing list: what to pack for a business trip or workation

Packing for a work trip can be a difficult balance. On top of all the regular travel considerations, you also need to think about everything you will need to get your job done. Having taken dozens of work trips myself over the last couple of decades, I’ve put together this guide to help you cover all the essentials. Whether you are going on a business trip or a workation, this complete work trip packing list will make sure you are well organised and ready to make the most of both work or leisure.

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How to pack for a business trip

Whether you are a well seasoned business traveller or you are preparing for you first work trip, the luggage and bags you choose will make all the difference to your experience.

One of the most common mistakes people make when choosing business travel luggage is to prioritise style and fashion over functionality and convenience. It’s always best to think about your practical and professional needs first.

Sturdy, lightweight luggage is a must for a business trip. If you’re bringing electronics then you need to make the weight allowance go as far as possible. It’s also a good idea to choose luggage that has pockets or compartments for your travel documents and accessories.

Lisa and I both currently use IT luggage cases for our work-travel, as they tick all the boxes outlined above while also looking professional. However, luggage is also one of those things that we always prefer to buy in store rather than online, so we can get a feel for the quality and weight, and take a proper look at the compartments and features.

In addition to luggage, I also always bring a laptop backpack. Then I can leave my main luggage at my accommodation place, and just use the smaller, lighter backpack for getting around with my work stuff day-to-day on the trip.

Using packing cubes

Lisa and I always use packing cubes for our workations, business trips, and any other kind of travel for that matter.

Packing cubes help you keep all your clothes organised and to make the most of the space inside your luggage. The trick to optimising space with packing cubes without creasing your clothes is to roll them tightly rather than folding them.

Business travel checklist: travel documents and logistics

Now for the important logistical stuff to make sure you get from A to B without a hitch. Here’s a quick checklist of important documents and other admin to sort for the airport and your flight:

• Passport. Check you have plenty of space for new stamps and that you have a minimum of six months left before expiry.
• Boarding pass. Check in online ahead of time to avoid delays at the airport.
• Address for your accommodation. This is assuming you already have accommodation booked, but if not, then add that to the list as well! Keep the address of the place you’re staying written down in case you have any problems getting online when you arrive.
• Any other booking information or tickets. For example a conference pass if you are heading straight to an event.
• Mobile data access. If you don’t have coverage included in your smartphone plan for the destination, then a great alternative is to use an eSIM. We have used Airalo eSIMs to get connected on trips to Georgia, Turkey and North Macedonia.
• Money. Currency will obviously depend on your destination. We also recommend using a digital banking app. We have used both Monzo and Revolut on our travels, which are great for saving fees on withdrawals, plus other features like split bills and savings pots.
• Airport lounge access. I once made the mistake of turning up at an airport five hours before my flight to find there was no space in the lounges, and nowhere else to plug in. Always book your lounge access ahead of time if you know you will need it.
• Travel insurance. There are lots of options for short trips, but SafetyWing is our go-to as it is tailored to the needs of remote workers.

We also suggest signing up to the airport crowdsourcing platform In Departures, which brings together tons of airport tips from frequent flyers, and also does regular monthly giveaways such as free lounge passes.

Work trip packing list: business essentials

With your trip logistics in place, think next about the work items you cannot go without. These are some core business essentials that we always have on our work trip packing list:

• Business cards. I’ve put this at the top of the list as it is the easiest thing to forget! There is nothing more annoying than having a great networking conversation, then reaching into your wallet or pocket to find you left your business cards at home.
• Work space. Will you need a remote desk on your work trip? If yes, then book yourself a hot desk at a coworking space beforehand. Look up local coworking spaces that have day rates or flexible passes, and any other particular facilities you may need, like meeting room access.
• Laptop. A good laptop for business trips will be lightweight with good battery life. See our full guide to the best laptops for working remotely for some recommendations.
• Earphones or headphones. This is one where you many be able to save some weight and packing space. Ever since I started using Apple AirPods, I have never gone back to using headphones. But if you will be on lots of calls while in a busy space, then some quality noise-cancelling headphones might be more appropriate.
• Portable power bank and spare charging cables. I use an Anker portable charger that is easy to carry, charges quickly and can do multiple charges from a full battery.
• Universal plug adapter. If you are travelling overseas for work frequently, it will serve you well to invest in a top-quality universal adapter. We are still using the same adapter we bought in 2017 for a one-year travel career break (although I still usually pack a spare just in case!).

Work trip packing list: health and comfort

When packing for a business trip or workation, you should think beyond the essentials. Ask yourself: what is the work environment you want to create while away from home?

This may depend on where you will be working on the trip. If you are travelling for an event, what will you need on the move? Or if you will be doing desk work in a hotel or coworking space, what items will help to foster a positive work environment that you can thrive in?

These are some considerations for your checklist to help make your journey and your work environment a comfortable space that is positive for your body and mind:

• Portable laptop stand. Another item I am sometimes prone to forgetting and regretting! If you will be doing a lot of desk work on your trip, a laptop stand is vital for keeping a good posture. I also find it much less comfortable if I have to work hunched over my laptop for hours on end.
• Reusable eco-friendly water bottle. Whether you will be on the go at a conference or working remotely at a desk, a water bottle is handy to have and will help make sure you stay hydrated.
• Hydration tablets. There are many situations on a work trip when you might find yourself dehydrated, whether it is a long flight or a meeting that runs overtime. Hydration tablets take up very little space and can give you an extra kick of energy and focus. I also find them effective as a pick-up if I am suffering from jet lag.
• Flipchart of inspirational quotes (or anything else to bring your work desk to life). A few years ago, Lisa gave me a jar filled with hundreds of folded pieces of paper, each with a handwritten inspirational quote on it. I kept it on my desk and opened a new one each morning. This always helped me start the day in a positive frame of mind. It isn’t practical to bring a jar on a work trip, but you can buy flipcharts of inspirational quotes that are easy to carry. Or, there may be other portable features of your home desk that would add some familiarity and character to your remote workspace.
• Eye mask. If you are struggling for sleep on the plane or in a hotel room that is too bright, an eye mask can help make sure you get some quality rest, while barely taking up any space or adding any weight to your luggage.

Work trip packing list: travel accessories

Work trips give you an opportunity to experience new places. In our guide to workations, you can read about the many ways you can benefit from this.

Since we started delving into the world of workations, Lisa and I have been actively seeking out opportunities to combine work and travel, rather than just letting events or conferences dictate when we will take a work trip.

Whether we are on a planned workation or travelling for a fixed work event, we always aim to make the most of our time outside of the job. Travelling for a conference? Book your flight home a couple of days later so you can have some free time.

This means that when we pack for a work trip, we will also think about what we will need for the travel part of it. Here’s a quick checklist of what we will always bring:

• Travel towel. Accommodation will usually provide towels, but it is still handy to have a compact and quick-dry towel to take to beaches, pools or for emergencies.
• Sun-ready gear. If it’s going to be hot, make sure you are protected with sunscreen, a hat and sun glasses.
• Map or pocket guidebook of the local area. Yes, we still like using the old-fashioned way sometimes! We also often use the maps.me app to download local maps that you can use offline.
• Travel lock. You never know when this might be useful. We always carry a cable lock.
• Podcasts or reading material. Whether on a long flight or if you just want to relax in a park or local coffee shop, having a Kindle or a podcast readily downloaded will make sure you can stay entertained and inspired.
• Camera. We have a compact digital camera that is great for bringing on short trips, when we usually leave our Nikon DSLR at home.

Clothes for a business trip

Everyone has a different sense of style and fashion, and each destination demands a carefully tailored packing list for a business trip depending on the climate and schedule.

So, I am not going to give you a specific list of the wardrobe items to bring on your work trip. But these are a few principles we always think about when it comes to attire:

• Business dress. What do you need for your work commitments? I will usually bring suits (roll when packing, don’t fold) or other formal wear if I have meetings, and maybe something a bit more smart–casual for conferences. But this will depend on factors like the culture of your workplace. Bring spares if you have enough space in your luggage.
• Leisure dress. Pack according to the climate and weather forecast. Some good principles are to bring layers, pack clothes that aren’t prone to creasing, and prioritise comfort. Even in warm-weather destinations it’s always best to pack something with long sleeves for the evenings.
• Shoes. I like to bring footwear I can use for both business and leisure, as shoes take up space and weight. But if that’s not appropriate, I look to bring one smart pair for professional appointments and another more casual pair for walking and exploring.
• Workout gear. Like business cards, this can be easily forgotten. If you want to keep to your exercise routine on your business trip, make sure you bring your workout clothes and any light accessories you use like a smartwatch or a resistance band.
• Swimwear. I have learned over the years that you never know when you might have an opportunity for a swim. Bring your swimming clothes so you can take advantage!

Do you have any tips from your own work trip packing list? Let us know in the comments below.

Looking for inspiration on where to go next? Check out our compilation of the world’s best workation destinations.

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