Travel Risk Management Fundamentals

Travel Risk Policy Template

A practical, editable guide to support duty of care, travel risk management and ISO 31030 alignment.

Whether you’re creating your first policy or reviewing an existing one, this free template provides a practical framework for aligning internal processes with recognised standards and best practice. It’s built to reflect the real-world needs of global mobility, HR and operational teams.

A well-structured travel risk policy brings consistency, accountability and clarity to how your organisation supports employees on the move.

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Why Do Organisations Need a Formal Travel Policy?

Ensures employees, managers and travel approvers understand their roles and responsibilities

Standardises how travel risks are assessed, approved and escalated

Helps fulfil duty of care requirements and reduce exposure to litigation or liability

Aligns your organisation with ISO 31030 travel risk management standards

Provides a central reference point for audits, insurers, and incident response

Who’s Responsible for Travel Risk?

Managing travel risk isn’t always the responsibility of one team. In smaller organisations, it often falls to HR, health and safety, or operations. In larger businesses, dedicated security or risk management functions may take the lead, often working across departments to ensure safe and compliant travel.

Regardless of size, every organisation that sends people abroad for work needs a clear policy in place, one that outlines roles, approvals, and procedures before, during and after travel. A travel risk policy serves as the foundation for your organisation’s duty of care obligations if your people travel for business.

By implementing a clear and actionable policy, this guide is designed for;

Organisations reviewing their security and duty of care posture
HR and People Teams that want to align with best practices
Travel Managers and Operations Leads
Security and Risk Professionals

What Should a Travel Risk Policy Include?

01.

Risk Assessment

Identify potential threats based on travel destinations and activities, including a detailed methodology for assessing risks such as traveller profiles and destination-specific risks

02.

Emergency Procedures

Establish protocols for crisis management, evacuation, and communication during emergencies.

03.

Traveller Responsibilities

Define clear roles, including pre-travel preparation, compliance with local laws, and use of tracking technology.

04.

Insurance Coverage

Specify the required insurance coverage, including medical evacuation and trip cancellation policies.

Frequently Asked Questions (FAQs)

How do I use the travel risk policy template?

Review and adjust the risk assessment section to align with your operational focus by adding company-specific emergency contacts and response procedures. Incorporate traveller registration and monitoring systems, such as Solace Secure.

Please note: Policy makers are urged to ensure compliance with international standards and legal requirements through their own due diligence.

This template is provided as a general guide to assist organisations in developing a travel risk management policy. It is not intended to constitute legal, regulatory, or professional advice. Every organisation is unique, and policies should be tailored to address specific needs, risks, and compliance requirements.

We strongly recommend seeking professional advice to ensure your policy complies with applicable laws, regulations, and industry standards. For tailored support and expert guidance, speak to our team to learn more about how we can help you implement a travel risk management framework that aligns with your organisational needs.

Do I need a travel management company or booking system to work with Solace?

Not necessarily. While integrating with a travel management company or booking system can enhance efficiency, Solace Secure and our services are designed to work independently. We can provide tailored support for your specific setup and help ensure your travel risk management is seamless.

What is included in the free travel risk policy template?

The template includes sections for risk assessments, emergency procedures, traveller responsibilities, and insurance coverage. You may also require resources like SOPs and call cascade templates to set your organisation up for success. If you require any further guidance, speak to our friendly team.

Can the template scale with my business as it grows?

Yes, the template and Solace’s services are designed to support organisations of all sizes. As your company grows, we can help you refine your travel risk strategy to meet evolving needs.