How to write a sustainable travel policy

For many companies, sustainability considerations now touch every part of their planning and operations, and this is especially true of travel policies. Travel contributes to a company’s carbon emissions, and with environmental targets front of mind for many businesses, creating a sustainable travel policy is an important way for companies to reduce their carbon impact and meet environmental, social, and governance (ESG) targets.

Here’s a step-by-step guide to creating a sustainable travel policy that balances environmental considerations with maximising opportunities for those all important in-person connections.

1. Define the policy’s scope and purpose

Start by outlining the objective of the sustainable travel policy. This should emphasise your company’s commitment to reducing its carbon footprint and promoting more environmentally friendly travel practices. Detail who the policy applies to — is it company-wide or specific to certain departments or regions?

2. Establish reporting metrics

Standardise how to measure emissions for each business travel area, including flights, trains, car rentals, and hotels. Establish which carbon calculating methodologies your company will use for each area.

Some travel management companies (TMCs), like Navan, build carbon reporting directly into their platform, making it easy for companies to track company-wide travel emissions and build comprehensive data reports in one centralised dashboard.

3. Set environmental goals

Agree on measurable environmental goals for your company’s travel programme. These could include reducing air travel on routes under a certain distance, promoting more environmentally friendly hotels, or increasing the use of more sustainable transport modes. Be sure to set realistic targets that align with your company’s broader sustainability objectives.

Example goals:

• Reduce company-wide travel-related carbon emissions by 25% over the next three years.
• Cut the percentage of business-class seats booked by 50%.
• Achieve a 30% reduction in short-haul flights by prioritising train travel for distances under 500 miles.

4. Promote sustainable travel

Promote the use of more sustainable options where possible. This could include encouraging train travel for suitable journeys, prioritising eco-certified hotels, or selecting airlines with strong environmental records and sustainability initiatives in place.

Use your company travel policy to promote these options as well as define which seating class employees can book — economy class seats are responsible for less emissions than business class seats, for example.

5. Invest in carbon compensation

Incorporate a carbon compensation programme into your policy to address any unavoidable emissions. Carbon compensation involves investing in environmental projects that reduce carbon dioxide levels in the atmosphere to compensate for the emissions produced by business travel.

Partner with a carbon compensation service that offers access to projects
that reduce and
remove carbon, like reforestation or renewable energy projects. Look for a partner with granular carbon calculators, access to a broad and varied selection of compensation projects, and a track record of enabling carbon reduction.

6. Educate employees

Ensure that employees are well-informed about your company’s sustainable travel policy and understand how to comply with it. Provide resources such as guidelines on choosing sustainable transportation options, tips for reducing travel emissions, and information on the environmental impact of different travel types.

Choose a TMC that builds emissions data into the booking flow, so travellers are more informed about their trip’s environmental impact and can choose lower emitting options.

7. Monitor and report on progress

Monitor the effectiveness of the sustainable travel policy and report on the progress towards the defined goals regularly. This can include tracking travel-related emissions, analysing travel patterns, and gathering feedback from employees. Use this data to make informed adjustments to the policy as needed.

8. Review and update the policy

Treat your sustainable travel policy as a living document. As technologies evolve and new sustainable practices emerge, update the policy to reflect these changes. Regular reviews will ensure that the policy remains relevant and effective. Consider feedback from employees in the review process to ensure the policy meets the needs of both the company and its staff.

The importance of a sustainable travel policy

Creating a sustainable travel policy is a crucial step for any organisation looking to reduce its environmental impact. By defining clear goals, educating employees, and encouraging sustainable travel options, businesses can significantly reduce their travel-related carbon emissions.

Get our 5-step guide to building a more sustainable travel policy.