Business Trip Report

About this template

When to use it

A one-page Business Trip Report filed after the trip, not before it. The header cells read Trip dates / Destination / Traveler / Document No., sampled as 2026-07-14 ~ 07-16, “Gangseo-gu, Busan”, “Jung Ha-yoon, Sales Team 2” and BT-2026-058. The three body sections move from why the trip happened, to what was done on each day, to what changed as a result — and the last of those is the one your reader is looking for.

Filling order

1. 1. Trip summary — purpose, who traveled, how. The sample reads “Purpose of the trip due diligence at a new supplier’s plant and unit price talks”, “Accompanied by 2, including Choi Do-hyun of the Quality Assurance Team” and “Transport KTX return plus a rental car on site”.
2. 2. What was done, day by day — one line per date, facts only. July 14 site arrival and production line inspection, July 15 unit price talks, July 16 contract terms settled and return.
3. 3. Outcome and follow-up — what changed, then who does what next with a date attached. The sample carries an agreed 8 percent cut in unit price saving KRW 42m a year, 20 samples due by August 3, and a draft contract to Legal by August 10.
4. Sign the three-cell block: Traveler / Team lead / Division head.

Separate what you saw from what you concluded

Section 2 is for observation and section 3 is for judgment, and mixing them is what makes trip reports unusable six months later. Inspecting the production line belongs in section 2; the judgment that the line has capacity for your volume belongs in section 3, where a reader can weigh it. Keep the day lines short enough that someone can scan the three of them and know where you were, then put the argument underneath.

The numbers and the claim

The Key metrics table reads 3 days, 2, KRW 412,000 and 8%, labeled days on trip, travelers, amount claimed and unit price cut. Days on trip has to match the header dates, travelers has to match the accompanying line in section 1, and the 8% has to match the outcome line in section 3. The amount claimed is the only figure that comes from outside the report — it is the total you are asking to be reimbursed, and it must equal the expense form you file alongside this one, split by transport, accommodation and meals, with corporate card spend kept apart from anything you paid yourself.

Follow-up without owners is not follow-up

Every line in section 3 that describes the future needs a name and a date. A line saying samples will be received is a wish; “20 samples due to arrive by August 3” can be chased. The sample report also sends the draft contract to Legal with a date, which is the point at which a trip stops being a trip and becomes work someone is accountable for. If nothing in section 3 has an owner, the report will be read once and filed.

What to attach

• Site photographs and the inspection checklist, so a later reader can see what you saw.
• Minutes of the meeting where terms were discussed, especially where a price was agreed verbally.
• Original receipts, attached to the expense claim rather than to this report.
• A note of who the report is circulated to. A supplier price is commercially sensitive, and an 8 percent cut is exactly the kind of figure that should not travel further than it needs to.