From domestic business travel to international client visits and industry events, employers have a duty of care to take reasonable steps to protect the health, safety and wellbeing of travelling employees.
While duty of care is often discussed alongside traveller safety and risk management, many organisations are unclear about what it actually means in practice. Does it stop at booking safe hotels? Does travel insurance cover everything? And does this responsibility apply to domestic travel as well as international trips?
In this guide, we explain what it means in business travel, the responsibilities employers should be aware of, common mistakes businesses make, and practical steps to protect travelling employees.
Why duty of care matters more than ever
Business travel is becoming increasingly complex. Traveller safety concerns, global disruptions and evolving international travel requirements mean organisations need greater visibility and support for employees on the move.
Research from GBTA found that traveller safety and travel-disruptive events remain key concerns for travel managers, while 84% of organisations expected business travel spending to remain stable or increase in 20261. As employees travel more frequently, having robust risk management processes in place becomes increasingly important.
In this guide
- What is duty of care in business travel?
- What are an employer’s legal responsibilities?
- Duty of care vs travel insurance
- Does duty of care apply to domestic travel?
- International travel responsibilities
- Common duty of care mistakes businesses make
- Practical duty of care checklist
- How a travel management company can support duty of care
- Frequently asked questions
What is duty of care in business travel?
Duty of care refers to an employer’s responsibility to take reasonable steps to protect the health, safety and wellbeing of employees while they are carrying out work-related activities, including business travel.
For organisations that regularly send employees away from their normal place of work, the level of care extends beyond simply making travel arrangements. It includes understanding potential risks, communicating important information and having processes in place to support travellers if something goes wrong.
Business travel risks can include:
- Flight cancellations and travel disruption
- Medical emergencies
- Political unrest and security incidents
- Severe weather events
- Natural disasters
- Road transport accidents
- Accommodation safety issues
- Lone traveller concerns
A robust travel programme helps organisations identify and manage these risks while ensuring employees feel supported wherever they travel.
What are an employer’s legal responsibilities?
In the UK, employers have legal obligations to consider employee health and safety, including during work-related travel.
While legislation does not specifically focus on business travel, employers are expected to take reasonable measures to assess and manage risks associated with work activities.
In practice, this may include:
Conducting travel risk assessments
Before travel takes place, organisations should consider factors such as:
- Destination risks
- Local health requirements
- Security threats
- Weather conditions
- Traveller experience levels
- Individual traveller needs
Providing appropriate travel information
Employees should have access to:
- Emergency contact details
- Travel itineraries
- Local safety guidance
- Medical information relevant to their destination
- Company travel policies
Knowing where travellers are
If disruption, security incidents or emergencies occur, organisations should be able to quickly identify:
- Who is travelling
- Their current location
- Upcoming travel plans
- How to make contact
Travel risk technology can provide you and your travel agents with visibility and knowledge of potentially affected travellers.
Supporting employees during emergencies
Duty of care does not end once a traveller leaves the office. Employers should have clear procedures in place to provide support when unexpected situations arise.
Duty of care vs travel insurance: what’s the difference?
One of the biggest misconceptions is that travel insurance fulfils an employer’s duty of care obligations.
While travel insurance is important, it is only one part of a wider risk management strategy.
Travel insurance covers financial protection
Travel insurance may help cover:
- Emergency medical expenses
- Lost baggage
- Cancellation costs
- Travel delays
- Personal liability claims
Duty of care is a proactive responsibility
Duty of care encompasses everything an organisation does to reduce risk before, during and after a trip.
This includes:
- Risk assessments
- Travel approvals
- Traveller tracking
- Policy development
- Emergency communication
- Supplier selection
- Traveller education
Put simply, travel insurance helps organisations respond to incidents financially, while duty of care focuses on helping prevent and manage those incidents in the first place.
Does duty of care apply to domestic travel?
Yes. Many organisations understandably focus their attention on international travel, but domestic business trips also carry risks.
Examples include:
- Road traffic accidents
- Rail disruption
- Severe weather conditions
- Hotel safety concerns
- Employee fatigue
- Lone working risks
An employee travelling from Liverpool to London for a client meeting should still benefit from appropriate support, clear travel policies and emergency procedures.
Domestic travel may present lower geopolitical risks, but employers are still responsible for taking reasonable steps to support employee wellbeing.
International travel brings additional responsibilities
When employees travel overseas, risk management often becomes more complex.
Factors to consider include:
Health and medical risks
- Vaccination requirements
- Local healthcare standards
- Disease outbreaks
- Access to emergency medical treatment
Security concerns
- Political instability
- Civil unrest
- Terrorism risks
- Crime levels
Travel disruption
- Border restrictions
- Visa requirements
- Flight cancellations
- Natural disasters
Cultural and legal differences
Employers should ensure travellers understand local laws, customs and expectations that could affect their trip.
For higher-risk destinations, additional support measures may be required before travel is approved.
Common mistakes businesses make
Even organisations with travel programmes in place can leave gaps in their risk management and responsibility processes. These include:
Booking outside approved channels
When travellers book flights or hotels independently, organisations may lose visibility of their location and itinerary.
Not having a travel policy
Without clear guidance, travellers may make decisions that increase risk or create inconsistencies across the business.
Failing to conduct risk assessments
Treating every trip the same can leave organisations unprepared for destination-specific risks.
Inaccurate traveller data
If traveller information is outdated or incomplete, communication during emergencies becomes more difficult.
Assuming insurance is enough
Insurance provides financial support but does not replace proactive risk management.
Ignoring traveller wellbeing
Duty of care extends beyond physical safety and includes mental wellbeing, fatigue and traveller stress.
Use our practical duty of care checklist for employers to assess whether your organisation is meeting best practice.
How a Travel Management Company can support duty of care
Managing business travel can become increasingly complex as organisations grow and take trips more frequently.
A travel management company (TMC) can help businesses:
- Improve traveller visibility
- Consolidate booking data
- Support risk management processes
- Provide expert travel guidance
- Assist during disruption or emergencies
- Help strengthen travel policy compliance
The goal is not simply to book travel, but to create a programme that supports employee safety, wellbeing and organisational resilience.
Frequently Asked Questions
What does duty of care mean in business travel?
Duty of care refers to an employer’s responsibility to take reasonable steps to protect the health, safety and wellbeing of employees who are travelling for work.
Is duty of care a legal requirement?
Employers have legal health and safety obligations and should take reasonable measures to manage risks associated with work-related travel.
Does duty of care apply to domestic business travel?
Yes. Duty of care applies to both domestic and international business travel.
Is travel insurance enough to meet duty of care obligations?
No. Travel insurance is only one component of a wider duty of care strategy and does not replace risk management, traveller communication or emergency support.
What are the biggest business travel risks?
Common risks include travel disruption, medical emergencies, accidents, security incidents, severe weather, and traveller wellbeing concerns.
Conclusion
Duty of care is no longer simply a compliance consideration. It is a fundamental part of responsible business travel management.
By understanding risks, maintaining visibility of travellers and implementing clear policies and support processes, organisations can better protect their employees while reducing disruption and business risk.
Whether travel takes employees across the UK or around the world, a proactive approach helps create safer, more confident and more successful business journeys.
Need support strengthening your business travel duty of care?
Managing duty of care can be challenging, particularly as travel programmes grow and employee travel becomes more complex. From traveller tracking and policy compliance to disruption support and risk management, having the right processes in place can make a significant difference.
At MIDAS Travel, we help organisations build safer, more effective travel programmes that support both business objectives and traveller wellbeing.
If you’d like to review your current approach, speak to our team for expert guidance and practical recommendations.
USEFUL LINKS
- Autumn travel: smart travel planning – MIDAS Travel Blog
- Travel packing checklist – MIDAS Travel Blog
- Blog Posts, News & Insights – MIDAS Travel Website
- Travel advice – Foreign Commonwealth & Development Office (FCDO)
- Travel safety guidance – ABTA
