INSIGHTS
How to improve duty of care with an inclusive travel policy
Travel program diversification means designing a corporate travel policy that recognises and addresses the individual needs of every traveller in your workforce. That means building an inclusive travel policy that accounts for differences in identity, ability, background, and personal circumstance, ensuring safer, more equitable business travel for all.
An inclusive corporate travel policy helps organisations identify and support these different needs before travellers leave home. It strengthens duty of care, reduces risk, and helps every employee travel safely and confidently.
If you haven’t already factored diversity, equity and inclusion (DEI) into your travel framework, this article provides a good overview of what you may need to consider.
Key takeaways
- An inclusive travel policy helps organisations meet duty of care obligations by recognising different traveller needs.
- Many corporate travel policies still overlook accessibility, neurodiversity, and identity-specific risks.
- Inclusive travel policies improve traveller safety through flexible booking options, destination risk profiles, and accessible supplier choices.
- Reviewing your travel policy with HR, travellers and employee resource groups helps identify gaps before they become duty of care issues.
Diversity, equity, and inclusion in corporate travel
Every employee experiences business travel differently. Personal circumstances, accessibility needs, cultural background, health requirements, and destination-specific risks can all influence how safe, comfortable and productive a trip will be. An inclusive corporate travel policy recognises these differences and gives travellers the flexibility and support they need without compromising program control.
There are also plenty of broader business benefits. Research from Diversity Council Australia consistently shows that employees who feel included report higher wellbeing, stronger security, and greater psychological safety at work. While those outcomes extend well beyond business travel, creating inclusive travel experiences reinforces the message that employees are supported wherever work takes them.
Despite growing awareness, many organisations still have gaps in their travel policies. Business Travel Show Europe research found that only 43% of corporate travel programs include specific consideration for travellers with accessibility needs, while 15% consider neurodivergent travellers, and 27% include provisions for LGBTQIA+ travellers.
Traveller safety includes responding when things go wrong but also understanding what makes people feel safe before they leave their front door. Our research into what corporate travellers worry about found that concerns extend well beyond flight delays and cancellations. Personal safety, wellbeing, and navigating unfamiliar destinations all influence traveller confidence.
Who might need extra consideration in your travel program
Inclusive business travel means recognising that different travellers may experience different barriers depending on their destination or personal circumstances.
While this is by no means an exhaustive list, your travel program should consider the needs of:
- Travellers with mobility requirements
- Travellers who are blind or have low vision
- Travellers who are deaf or hard of hearing
- Travellers with chronic health conditions
- Travellers with invisible disabilities
- Neurodivergent travellers
- Pregnant travellers
- Female travellers visiting higher-risk destinations
- LGBTQIA+ travellers
- Travellers observing religious practices
- Travellers whose first language isn't English
- Travellers from culturally diverse backgrounds
The goal isn't to create separate policies for different groups, but to build one flexible policy that allows for reasonable adjustments and considerations when required. For a more in-depth look at considerations for LGBTQIA+ travellers:
How to build a more inclusive travel program
Building an inclusive travel policy for employees starts with listening, learning, and embedding flexibility into every part of your program. Here's how to get started.
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Listen to your people
The people who travel the most are your greatest source of insight. Speak with frequent travellers, employee resource groups (ERGs), and internal diversity networks to identify potential barriers. Their experiences can highlight opportunities to improve policy, supplier choices, and traveller support that aren't always visible through travel data.
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Engage with HR and People teams
HR teams often have valuable insight into employee wellbeing, accessibility requirements, and workplace inclusion initiatives. Working together helps ensure your travel program aligns with broader organisational policies while supporting employees appropriately.
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Re-imagine your supplier relationships
As the world around us keeps changing, it's increasingly important to take a deep look at vendor relationships. Review whether your preferred airlines, hotels, and transport providers offer:
- Accessible accommodation
- Mobility assistance
- Dietary options
- Flexible booking conditions
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Build flexibility into policy
Consistency is important, but flexibility is equally valuable. Consider allowing reasonable policy exceptions where traveller wellbeing or safety would benefit.
Examples include:
- Premium economy or business on long-haul or overnight flights
- Direct flights instead of multiple connections
- Pre-booked airport transfers in unfamiliar destinations
- Flexible hotel budgets where accessible accommodation is limited
- Meal allowances that accommodate dietary or religious requirements
Make sure there's someone in the company who understands these requests for additional support or the information is openly accessible to all. Creating clear processes reduces the need for employees to repeatedly explain or disclose personal circumstances if they don't feel comfortable doing so.
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Check in regularly
Diversifying your travel program isn't a one-and-done action. Traveller expectations, destination risks, and workplace demographics will always change. Regularly seek feedback from travellers, review your policy with HR and your travel management company, and update your program as new needs emerge.
If you're starting your inclusion journey, our Designing a People-First Travel Program Whitepaper explores DEI and business travel in more detail.
How FCM supports inclusive business travel
Once you have a clear understanding, you can then begin redesigning your travel program and policy. The FCM team can help capture and align key information around traveller preferences and requirements, business obligations, budgeting information, how much flexibility you allow, and ensure that your people are visiting destinations that are safe. A transparent, inclusive travel policy means your team has clarity, flexibility and information when and how they need it.
See how FCM helped Shell support a diverse global workforce while balancing traveller experience, compliance, and duty of care.
Frequently asked questions
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What is an inclusive corporate travel policy?
An inclusive corporate travel policy recognises that travellers have different needs based on their health, accessibility requirements, identity, culture or destination. It provides flexible guidance that helps everyone travel safely while maintaining program compliance.
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Why is inclusive business travel important?
Inclusive travel improves duty of care by identifying and addressing potential risks before travel begins. It also supports traveller wellbeing, reduces friction during trips and helps employees feel supported wherever work takes them.
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What should an inclusive travel policy include?
A modern travel policy should consider accessible accommodation, traveller safety information, flexible booking options, destination risk guidance, emergency support and clear processes for requesting additional assistance.
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How often should a travel policy be reviewed?
Travel policies should be reviewed at least annually, or whenever there are major changes to destination risks, legislation, workforce demographics or organisational requirements.
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How can my TMC help with DEI?
A corporate travel management company (TMC) can provide destination risk profiles, configure booking tools to capture accessibility preferences, provide 24/7 support, and maintain partnerships with suitable airlines and hotels.