6th January 2026
When your employees travel for business, your responsibilities extend far beyond booking flights and accommodations. In many jurisdictions—and increasingly in corporate governance—companies carry a duty of care to protect their staff from foreseeable harm while on the road. Fail in doing so, and legal, reputational, and human costs follow.
In this article, we’ll unpack what “duty of care” really means in the context of business travel, how to operationalize it, and how Royal American’s services align to help you fulfill these obligations. Whether you’re in HR, Risk, Legal, or C‑Suite, this guide is essential.
You will learn:
- The concept and legal foundations of duty of care
- Why it matters now more than ever
- Key obligations before, during, and after travel
- A step‑by‑step framework to build or audit a duty of care program
- How to integrate travel risk management, compliance, and protective services
What Is “Duty of Care” in Business Travel?
“Duty of care” is a legal and ethical concept: it requires an employer to take reasonable steps to protect employees from harm. In the context of business travel, it means extending that protective responsibility outside of the office—to foreign cities, remote sites, or volatile environments.
- Globally, many travel and security providers view duty of care as the baseline over which Travel Risk Management (TRM) operates. TravelPerk+2BCD Travel+2
- It’s more than insurance, more than policy — it’s about prevention, support, and response.
- In many jurisdictions, ignoring foreseeable travel risks can be construed as negligence or breach of legal or fiduciary duty. SAP Concur+2BCD Travel+2
Duty of care obliges you to plan, warn, monitor, serve, and respond.
Why Duty of Care Is Critical in Today’s Travel Landscape
- Legal & Reputational Risk: Courts and regulators increasingly hold companies accountable for harm that occurs while staff are traveling. Training+2BCD Travel+2
- Complex Threat Environment: Travel now intersects with protests, health crises, digital exposure, natural disasters, and volatile political events. Everbridge+1
- Operational Continuity: A security or medical incident in transit can derail mission-critical operations, deals, or events.
- Employee Trust & Retention: Showing you have their backs builds loyalty, morale, and willingness to accept assignments.
- Standards & Benchmarking: International frameworks such as ISO 31030 guide how duty of care should inform Travel Risk Management. BCD Travel+1
- Duty Cannot Be Outsourced: Even if you partner with travel management companies, the ultimate accountability remains with the employer. Training+1
Core Obligation Areas: Before, During & After Travel
To meet your duty of care, your travel program must handle obligations in each phase of the journey.
Pre‑Travel Responsibilities
- Risk Assessment & Destination Intelligence
- Evaluate political, health, infrastructure, crime, and cultural risks
- Use standardized assessment templates
- Access local intelligence services and vetted partners
- Pre‑Trip Briefing & Training
- Share advisory reports and behavior protocols
- Train employees on cultural norms, health risks, digital safety
- Distribute emergency contact lists, local resources, evacuation options
- Safe Travel Policy & Protocols
- Accommodation standards, vetted suppliers, safe routes
- Communication expectations (check-ins, emergency calls)
- Medical insurance, medical evacuation coverage
- Approval & Escalation Process
- Travel must be approved based on risk thresholds
- Escalation paths for high-risk destinations
- Contingency funding and decision authorities
In-Transit & On-Location Responsibilities
- Active Monitoring & Alerts
- Real-time incident tracking, alert feeds, changing risk signals
- Traveller location tracking (with respect to privacy and consent)
- Support & Response Capability
- 24/7 assistance (security, medical, evacuation)
- Local support via partners (ground teams, ambulances, liaison)
- Rapid escalation protocols
- Communications Infrastructure
- Redundant systems (radio, secure mobile apps, satellite)
- Escalation matrix and crisis commands
- Incident Response & Evacuation
- Evacuation protocols for threats (political unrest, natural disasters)
- Medical emergency protocols and local hospital coordination
- Asset recovery, continuity of mission
Post‑Travel & Review Responsibilities
- After Action Review (AAR)
- Document what occurred vs. what was planned
- Interview travelers and teams for observations
- Incident Reporting & Root Cause Analysis
- Record near misses, deviations, gaps
- Update risk frameworks and travel policies
- Feedback Loops & Policy Improvement
- Integrate lessons into next travel cycles
- Adjust thresholds, supplier lists, evacuation pathways
- Support & Well-Being
- Provide follow-up support (medical, mental health)
- Debrief and communicate learnings to stakeholders
Step‑by‑Step Framework to Build or Audit Your Duty of Care Program
Below is a structured roadmap you can apply or check against your existing program.
| Step | Action | Deliverable / Metric |
| 1 | Stakeholder alignment (exec, legal, HR, security) | Charter & risk appetite defined |
| 2 | Baseline audit of existing travel program | Gap analysis report |
| 3 | Design duty of care policy & playbooks | Policy document + templates |
| 4 | Integrate with travel booking and risk systems | System crosswalk, data flows |
| 5 | Pilot with small traveler cohort | Pilot feedback and refinement |
| 6 | Full deployment & training | Compliance rate, traveler readiness |
| 7 | Real-time monitoring & support | Alert resolution metrics |
| 8 | Post-mission review & continuous improvement | AAR reports, policy updates |
Challenges & Pitfalls to Watch For
- Fragmented booking / unmanaged travel — employees booking outside official channels increases blind spots
- Lack of traveler compliance — no policy is effective without adoption
- Underestimating digital risks — social media, device security, data exposure
- Local laws & limitations — some destinations restrict certain protective actions
- Overreliance on partners without oversight — the duty remains with your organization
- Stagnant policies — duty of care must evolve as threats change
How Royal American Supports Duty of Care Excellence
At Royal American, we provide an integrated suite of services that align directly with all phases of duty of care:
- Risk intelligence & destination assessments
- Customized travel security briefs & digital hygiene training
- Real-time monitoring, alerting, and incident escalation
- Medical evacuation, crisis management & liaison services
- Post-trip debriefs, analyses & program refinement
- Full compliance support for global duty of care obligations
With Royal American, your duty of care is not just a policy — it becomes a strategic advantage.
Frequently Asked Questions
Laws vary by country, but liability for negligence and employee safety is near-universal. Even in places without explicit statute, legal exposure can follow.
No. Insurance is a mitigation tool, not a substitute. Duty of care requires proactive planning, monitoring, and support — not just financial compensation.
Use opt‑in informed consent, clear policies, secure systems, data minimization, and transparency with travelers.
At all levels. While higher-risk destinations require more robust measures, duty of care applies even to domestic or “safe” travel.
Conclusion
Duty of care in business travel is more than a checkbox — it’s a strategic responsibility to protect your people, reputation, and operations. When you embed it into every phase — from approval to post-trip review — you create resilience in a volatile world.
Royal American is here to help you not just meet, but set the standard for duty of care. Reach out to build a tailored program that transforms travel risk into controlled mobility.
