Luggage for Business Travelers

Business trips are not only the domain of businessmen but also many other professional groups. Business travel concerns, among others, soldiers, IT specialists, pilots and flight attendants, bloggers, translators, or au pairs, that is, people who take care of children. In this article, we advise how to match the type of business luggage to the specifics of the assignment. We also suggest what to remember to avoid stressful complications during and after the trip.

What is a business trip and how does it differ from a delegation?

According to Article 775 § 1 of the Act of June 26, 1974, the Labor Code, a business trip is any short-term trip involving performing a specific official task on the employer's order outside the locality where the employee's permanent workplace is located or where the employer's headquarters are located. A delegation, on the other hand, usually covers a longer period, and its destination does not have to be related to the company's headquarters. Many people associate this type of trip with opportunities for social activities charged to the company. Such thinking can significantly reduce your personal finances!

During a business trip, you can only claim payment for:

• per diem related to increased meal costs

• reimbursement for intercity and local travel expenses

• hotel or hostel accommodation

• other documented expenses deemed necessary by the employer

Therefore, to avoid burdening your personal account with significant amounts, during a delegation or business trip, we advise avoiding unnecessary spending. Instead, we recommend taking advantage of opportunities to have lunch or dinner at meetings, training sessions, or business conferences. To save money, it is also worth bringing appropriately packed luggage on a business trip. How to choose it according to the nature of the trip or delegation? The answer is below!

Suitcase, backpack, or bag – which luggage works best for a business trip?

We unanimously award the top spot for business trip luggage to the suitcase! During a business trip, a suitcase with a representative appearance will work especially well, e.g., with elegant inserts, locks, or a decorative logo on the front. A professional image of the employee on the trip is also emphasized by a suitcase in an elegant color: white, beige, or a trustworthy navy blue. A modern businesswoman will also gain confidence from a suitcase in a bold shade of gold, silver, pink, or red – a symbol of assertiveness, determination, and courage.

Which suitcases are the most durable?

During a business trip, business electronic equipment will be effectively protected by a hard-shell suitcase. The secret weapon against damage in selected Wings suitcases is the polypropylene body. Thanks to it, business suitcases are resistant to moisture, high temperatures, dents, and even cuts. Does polypropylene crack? Impossible! Due to its exceptional flexibility, under high pressure, polypropylene only slightly deforms and then returns to its original shape after a short time. As a result, hard and flexible polypropylene suitcases on wheels will withstand baggage handling at the airport or a several-hour flight in the luggage hold with other bags without damage.

A good choice when planning a business trip is also a hard-shell suitcase on wheels made of ABS+ plastic (acrylonitrile-butadiene-styrene copolymer). This material is exceptionally resistant to impacts, soaking, UV radiation, and dents caused by particularly strong pressure. Strong ABS+ travel suitcases for the plane work well both during elegant business trips and during adventurous incentive trips – motivational trips for the best employee or integration trips for cooperating work teams. The ranking of the best business suitcases is completed by suitcases made of Cordura and polycarbonate. What are the differences between these materials and which suitcase material to choose? You will find out in another article on our blog.

How do I know if a suitcase is suitable for a business trip?

A good business suitcase should have a separate padded compartment that can fit a business laptop or notebook, e.g., with a screen diagonal of 13, 14, 15, or 17 inches. An additional advantage will be a document compartment in A4 format and an organizer for valuables, mobile phone, pens, business cards, and other business accessories. To make transporting the suitcase easy, we recommend choosing a suitcase on sturdy wheels with a telescopic handle for a business trip. Such a model can be conveniently rolled alongside you without interrupting a business phone call. To avoid the suitcase being a burden, it should also have a balanced size. For a short 2-3 day business trip, we recommend taking an carry-on suitcase with a capacity of 18 or 20 liters.

Which backpacks are best for a business trip?

During an international business trip, every businessman will appreciate the convenience of an elegant travel backpack with sturdy, adjustable straps. Before choosing a business backpack, make sure the selected model has a padded laptop pocket. This compartment has special cushioning that protects the business computer from possible damage. Smaller accessories can be safely transported in pockets with an internal organization system.

To easily fit the most necessary items, choose a business backpack, e.g., with a capacity of 30 or 35 liters. This size is accepted as free carry-on luggage by airlines such as Ryanair, WizzAir, easyJet, or Norwegian. A convenience during a business trip will also be a backpack equipped with a USB cable port, allowing you to charge your business smartphone or tablet at any time. Additionally, a business-type backpack should be made of durable, waterproof materials or fabric with hydrophobic properties that repel water molecules. Among women's and men's business-style backpacks, backpacks made of natural leather with matte or high-gloss lacquered finishes are particularly popular.

Men’s and women’s business bags

The business bag is associated with a professional appearance. Due to the variety of forms and finishes, it is a fashionable and elegant luggage option for businessmen and professionally active women who like to play with fashion and appreciate designer solutions. The business character is especially evident in a leather business bag: made of cattle, ox, or calf leather, with exceptional softness.

For a short delegation, e.g., 2 days, even a weekend bag about 50x30x25 cm or 60x40x30 cm will suffice. This is a practical solution when you only need two or three elegant outfits and casual clothes for the trip. For a week-long delegation, it is worth taking a larger bag or a set of wheeled travel bags. In one, you can place personal items, and in the other, business equipment. As with suitcases and backpacks, a business bag should have additional reinforcement or a cushioning system to increase the protection of electronic devices. If you plan to carry heavy equipment for a longer time, the business bag should have a comfortable strap for carrying it on the shoulder or in the hand. A good solution is also a business wheeled bag that can be rolled like a suitcase and, if needed, carried on the shoulder or in the hand thanks to side handles.

Briefcase – a perfect addition to a suitcase or travel bag

A separate type of luggage favored by businessmen is the briefcase. It is a rigid bag used to store files and A4 format documents. A leather or leather-like briefcase adds class to its owner. Besides documents, it can hold a passport, ID card, notebook, tablet, or business phone. Due to its small size, the briefcase is not treated as standalone luggage. Nevertheless, it can be a great addition to an elegant carry-on suitcase, travel bag, or business backpack.

What to pack for a business trip or delegation?

You already know how to transport business equipment and business outfits. Now it’s time to choose the type of luggage to pack them in. The list of things needed on a business trip may vary depending on the specifics of the business trip and personal preferences. When composing your checklist, also consider the nature of the business stay. Think about what equipment you will need for a client meeting, during a company presentation, at an event celebrating signing an important contract or cooperation with a key partner. Finally, check the climate conditions at your destination. For this article, we created a universal list of things needed on a business trip.

Pack the following in your business luggage:

1. Travel documents – passport or ID card, flight tickets, hotel reservations, boarding pass, company cards, employee ID

2. Electronic equipment – laptop or tablet, chargers for electronic devices, mobile phone, headphones, power adapters

3. Clothing – suit or costume and shirt or elegant blouse. We wrote a separate article about how to neatly fold a shirt into a suitcase

4. Accessories – additions to the business outfit such as jewelry, tie or scarf, and shoes: boots, derby, oxfords, monks (for men) or high heels or delicate pumps (for women)

5. Hygiene products and basic medicines – personal hygiene cosmetics such as toothbrush, toothpaste, deodorant, painkillers, fever reducers, bandages, motion sickness tablets

6. Work equipment – laptop or tablet, phone, pen, and notebook with necessary addresses and contact numbers

7. Presentation equipment – USB drive with presentations and other visual promotional materials, voice recorder for recording your speech

8. Travel cosmetics – miniature containers of cosmetics such as shampoo, shower gel, toothpaste, travel perfume bottle

How to neatly pack all this into a suitcase or travel bag? To find out, check out the blog post prepared by the wings24 team!

Advantages of using cash and a foreign currency account during a delegation

A credit or debit card will also come in handy during a business trip. In case of unexpected situations – terminal failure at a restaurant or hotel or card expiration, it is worth having cash in the local currency on hand. For security reasons, it is best to keep it in a separate anti-theft pouch. Prepared cash has another advantage – by withdrawing some money in advance, you avoid commission fees charged for currency conversion. Many businessmen and businesswomen also use a foreign currency account during business trips, which allows free withdrawals at branches of selected banks and ATM networks. Using them is completely safe and cheaper than using local bank ATMs.

Better safe than sorry – always insured!

An important element of a business trip is also appropriate insurance. Before departure, consult with your employer about the type of insurance policy that will cover potential medical costs resulting from accidents. Your luggage can also be covered by special insurance. This is extremely important: choosing the right financial protection can significantly affect the safety and comfort of your business trip!

Business trip luggage – summary

Regardless of the nature of your work and the length of the trip, business luggage should be not only practical but also representative. By choosing classic colors and patterns for your business suitcase, bag, or backpack, you will avoid the impression of unprofessionalism or the intention to travel for leisure. We hope the tips we have gathered will help you choose elegant luggage appropriate to your job position and the circumstances of your delegation or business trip.

Elon Musk – multimillionaire, founder and co-founder of PayPal, SpaceX, Tesla, Neuralink, and Boring Company, used to say: “Think about how to do everything better and improve yourself”. We hope the article we prepared will help you gain new professional skills and make business trips, from an unwanted obligation, an exciting challenge opening many new opportunities.