How to Create a Sustainable Travel Policy
Corporate travel plays a big role in business operations, but it also has a significant environmental impact. A well-designed sustainable travel policy can help companies cut emissions, reduce costs, and align with sustainability goals without disrupting productivity. With business travel bouncing back, organizations are increasingly looking for ways to integrate sustainability into their travel programs while keeping expenses under control.
This guide explores how to build a sustainable travel policy that balances environmental responsibility with business needs.
Why Businesses Need a Sustainable Travel Policy
Companies worldwide are committing to reducing their carbon footprint, and travel is often a major contributor. Business travel accounts for 15-20% of a company’s total emissions, according to data from the Global Business Travel Association (GBTA).
Beyond carbon emissions, sustainable travel policies can help businesses:
- Cut Costs: Sustainable travel often means fewer unnecessary trips, better routing, and optimized accommodation choices, all of which lead to lower expenses.
- Improve Employee Satisfaction: Employees appreciate sustainable choices, including access to greener transport and work-from-home flexibility.
- Governments and investors increasingly demand corporate sustainability reporting, making responsible travel policies essential.
- Enhance Brand Reputation: Companies that prioritize sustainability attract environmentally conscious customers and partners.
Steps to Creating a Sustainable Travel Policy
1. Establish Clear Sustainability Goals
Before drafting a travel policy, define measurable sustainability objectives. These could include:
- Reducing business travel emissions by 30% over three years
- Encouraging rail over air travel for trips under 500 miles
- Increasing the use of eco-certified hotels by 40%
- Reimbursing employees for carbon-friendly travel choices
Setting clear, trackable goals ensures your policy remains actionable.
2. Prioritize Rail and Direct Flights Over Short-Haul Air Travel
A single domestic flight emits 77% more CO2 per mile than a train ride on the same route. Encourage employees to opt for trains instead of short-haul flights when possible. For necessary flights, direct routes are preferred over layovers, as takeoff and landing produce the most emissions.
Example: PwC’s corporate travel policy encourages train travel for trips under 500 miles, leading to an estimated 12% reduction in carbon emissions over two years.
3. Encourage Sustainable Accommodation Choices
Hotels vary widely in their environmental impact. Companies can work with travel platforms that prioritize eco-friendly hotels based on criteria such as energy efficiency, waste management, and water conservation.
Case Study: SAP introduced a green hotel program that requires employees to book sustainability-certified hotels whenever available. This initiative led to a 20% increase in bookings at eco-labeled properties.
4. Implement a Remote Work & Virtual Meeting Policy
One of the most effective ways to cut business travel emissions is to avoid unnecessary trips. By setting guidelines for when travel is essential, companies can reduce their footprint while improving efficiency.
Best Practices:
- Require justification for any in-person meetings requiring travel
- Set clear rules for when virtual meetings should replace in-person visits
- Invest in high-quality video conferencing tools to ensure seamless communication
Companies like Salesforce have adopted a “travel only when necessary” approach, reducing non-essential flights by 60% in three years.
5. Offer Incentives for Green Travel Choices
Encourage employees to make sustainable travel decisions by providing incentives. Some companies reimburse employees who:
- Use public transport instead of rental cars
- Stay at green-certified hotels
- Choose economy over business class, which reduces per-person emissions
Example: Microsoft introduced a carbon-conscious travel rewards program where employees accumulate points for sustainable travel choices. Points can be redeemed for personal travel credits or donations to carbon-reduction projects.
6. Integrate Carbon Accounting and Reporting
Tracking travel emissions is essential for maintaining a sustainable travel policy. Businesses should work with platforms that provide real-time carbon tracking and integrate data into their sustainability reports.
Many companies now use travel management software with CO2 tracking, helping them:
- Monitor emissions by transport type and route
- Identify areas for reduction
- Report progress to stakeholders and regulatory bodies
Using smart travel software can not only reduce emissions but also cut costs. Companies like Elements World have demonstrated that by integrating automated carbon reporting and offset solutions, businesses can save money while achieving sustainability goals. Their platforms help businesses optimize travel routes, transportation choices, and accommodations to minimize unnecessary emissions.
Example: Siemens uses travel data analytics to assess the carbon impact of trips and set science-based reduction targets.
7. Choose Sustainable Ground Transportation
Car rentals and ride-hailing services also contribute to emissions. To improve sustainability, companies can:
- Prioritize electric or hybrid rental cars
- Encourage the use of public transport
- Partner with ride-hailing services that offer low-emission vehicle options
Google’s travel policy requires employees to book electric or hybrid rentals when available. This has led to a 30% reduction in emissions from ground transport.
8. Use Dyme as a Sustainable Business Travel Provider
One of the easiest ways to implement a sustainable travel policy is by choosing a provider that automatically compensates for emissions. With Dyme Travel, every trip booked through the platform supports renewable energy projects, ensuring that business travel does not add to the company’s carbon footprint.
Companies using Dyme benefit from:
- Automatic carbon compensation for every booking
- Competitive hotel rates with sustainable options
- Streamlined travel management for businesses focused on sustainability goals
Businesses that integrate Dyme into their travel policy can reduce their environmental impact effortlessly while still securing cost-effective travel options. Learn more at Dyme.Earth.
A Smarter Way to Travel Sustainably
Sustainable travel policies are no longer optional—they’re a necessity for businesses looking to cut emissions and reduce costs while maintaining operational efficiency. By integrating green hotels, low-carbon transport, and smart travel policies, companies can build a more sustainable future without sacrificing business success.
At Dyme Travel, we make it easier for businesses and individuals to book travel that’s both cost-effective and environmentally responsible. We compensate for emissions from every trip booked through Dyme by supporting renewable energy projects, ensuring that business travel contributes to a cleaner planet. With access to thousands of hotels at competitive rates, businesses can cut travel costs while making a real climate impact.
