1. INTERNATIONAL
TRAVEL
The
Complete
Handbook
Achal Raghavan
achalraghavan@yahoo.co.in
July 2008
1

2. Getting ready for that first trip
overseas? Then this is the book
for you.
Even if you have already made
several trips abroad, you will find
many useful tips inside to make
your visit that much more
effective, enjoyable and trouble-
free.
Starting with basics, this book will
take you through simple, easy-to-
follow steps which will help you
get rid of that “Did I forget
something important?” feeling,
and sleep easy at night. There is
also a special section at the end
that deals with preparing for
overseas business meetings.
Happy journey!
2

3. CONTENTS
Chapter 1: Getting ready
Chapter 2: Money
Chapter 3: Security
Chapter 4: In flight
Chapter 5: Jet lag
Chapter 6: At the destination
Chapter 7: Business meetings
Total trip checklist
3

4. CHAPTER 1:
Getting ready for the trip
Passport
4

5. • The most important
document, without which
international travel becomes
virtually impossible.
• Check expiry / validity date. If
less than six months left,
some countries do not
recognize the validity.
Passport copy
• Keep separate from passport
itself. This copy will come in
handy if the original is lost,
and you approach the
embassy for a duplicate.
• Leave another copy behind at
home office. Can be faxed (or
scanned and emailed) to
where you are, in an
emergency.
• You can also scan the
passport and email it to
yourself as an attachment.
5

6. That way, you can access it
and print it out from anywhere
in the world.
Passport photo
• Keep 10 extra copies handy
at all times, separate from
passport. Might be required
for extra visas or some other
applications.
Visa(s)
• These are permits from
different countries for entry;
you must ensure they are in
order, before leaving home
country.
• Do not proceed on vague
impressions that a visa can be
obtained on arrival at the
destination airport. Such
facilities are indeed offered by
some countries to select
6

7. nationalities, but increasingly
rarely, in view of security
concerns. Verify the rules.
Embarkation card
• This is to be surrendered at
the immigration counter, at
the point of departure.
• Get a blank form from your
travel agent and fill it up in
advance. Saves you some
work while standing in a
queue at the airport.
Flight ticket
• Another important document,
to be carried safe. Losing the
ticket creates major problems
for re-issue.
• Clearly specify your meal
preference, especially if you
are vegetarian or you want a
low-salt diet. Planes do not
7

8. normally carry extras of
special meals.
• Window seats are not a good
idea on long flights, especially
in tourist class. Aisle seats are
better, since you can get up
and go to the toilet or stretch
your legs without having to
step over someone else.
Middle seats, of course, have
to be avoided at all costs!
• Note where your PNR number
(airline’s number assigned to
you) is printed. If you are
making changes over the
phone, this number comes in
handy.
• Keep your frequent flyer cards
handy. Useful, to get
preferential treatment from
airline staff.
Medical insurance
8

9. • Very important – for your
peace of mind. These
normally work like this:
• If the medical expense you
incur is below a certain
limit, say, $50, you pay
yourself.
• Any expense above that
limit will be reimbursed
directly by the insurance
company to the medical
establishment.
• The policy will carry a
contact phone number,
which you will have to use
at the time of incurring the
expenditure. Show the
policy to the establishment
in advance, to avoid later
complications or
embarrassment.
• At the time of taking the policy
in your hometown, you will be
asked to go through a medical
check. There could be
9

10. “exclusions” in the policy,
which are driven by your
existing medical condition.
Study these carefully before
starting on the trip.
Packing a bag
• Every travel guide says,
“Travel light”. Actually, this
very good advice. You will be
carrying your bags yourself
right through, and trolleys are
sometimes difficult to get at
airports. Wheeled bags are a
“must”. If you don’t have one,
it is worth the investment.
• Carry clothes which you can
“mix and match”. For
example, for a man, a few
dark trousers, white / light
coloured shirts, black socks
and black shoes will do just
fine for a business trip.
• Ties and jackets – optional,
depending upon your line of
10

11. work. One jacket is always
useful – lots of handy pockets,
and some protection from the
weather.
• You can assume same day
laundry in most hotels.
Expensive, but worth it. Carry
some clothes washing
powder, if you are up to
washing clothes yourself in
the wash basin in hot water.
Most hotels will give you an
ironing board and iron,
especially if you specify it
while making the booking.
• Check the weather at the
destination and pack suitable
clothes. Many web sites give
you forecasts for major cities.
• A medicine kit is a must –
your home-base doctor can
help you with the
recommended list. If you need
special medication, carry
enough to last for the trip, with
some cushion. Keep the
prescription handy – buying
11

12. medicine without a
prescription is virtually
impossible in most countries.
• International airports are
notorious for misplacing your
checked-in bags. Most of the
airlines are good at tracking
your missing your bag and
delivering it to your next stop;
but the inconvenience is
considerable.
• Make sure your handbag /
cabin bag contains all the
papers for the first day’s
meetings, and one change of
clothes. This way, you can at
least get on with work.
• The airline will give you some
money to buy daily essentials,
so that you can manage your
trip till they locate and deliver
your bag. Most airlines have a
fixed sum, as policy.
• If the bag stays lost, there are
standard rules for
reimbursement.
12

13. • Today’s business makes you
carry a lot of electronic
equipment – laptop, mobile,
pocket PC / PDA, etc. Each
needs a distinctive charger
attachment. Make sure you
pack these. A universal plug
adaptor is crucial. Plug
configurations vary from
country to country. You can
buy an adaptor at most
international airports.
Travel schedule summary
• Prepare a sheet showing your
flight schedules and hotel
contact details. Carry a copy
with you as a ready reckoner,
and give other copies to
family, office and overseas
business contacts. Then
everyone is “on the same
page”. Update everyone on
changes.
13

14. 14

15. CHAPTER 2:
Money
• Foreign exchange can be
carried in many ways –
international credit card,
travellers’ cheques, and cash.
15

16. • International credit cards are
convenient; but keep them
safe, and watch how they are
swiped at shops / hotels.
• Do not allow the shop to take
the card to another room
without your presence. The
idea is to protect yourself
against false billing / theft of
card identity.
• Keep the card number
separate, to report if the card
gets lost or stolen.
• Using your card to draw
money at an ATM overseas
normally would attract
additional charges
• Travellers cheques are much
safer than cash, but need
meticulous tracking – in terms
of which serial numbers have
been spent, and which are still
with you. If you lose the
cheques, you will need this
detail. Keep this listing
separate from the cheques.
16

17. • Also note down the
emergency contact number of
the issuing company (say,
Thomas Cook) separately.
• Normally, this company will
give you some money
immediately to tide over the
next couple of days, while
processing your claim for the
total amount lost. Be truthful
in declaring the amount that
has been lost
• Do not countersign your
cheques in advance. Do so
only at the point of purchase
or exchange.
• If you are staying at a hotel for
an extended period of time,
and you intend to settle the
bill with cash or travellers’
cheques, you might want to
pay up the room rent for the
whole period in advance – it
will be that much less cash to
worry about. You can always
get a refund from the hotel if
you cut your stay short.
17

18. • Exchange rates vary from
place to place in the same
city. Watch out for
commissions and other
deductions. Hotel front desks
normally offer very poor rates.
Banks are the best, but have
limited hours of service. You
will need proof of identity, like
your passport.
• If you are travelling from
home country to only one
destination, e.g. Japan, and
getting back, draw your
exchange in the currency of
that country. You then avoid
currency exchange
transaction losses. The
common tendency is to draw
US dollars – which have the
advantage of getting accepted
universally; but you lose
money twice, when you
convert dollars to the local
currency, and then at the time
of converting the left-over
balance back to dollars.
18

19. • Convert to local currency in
installments, as per your
needs. Many countries (e.g.
China) have restrictions on
where you can change the
left-over balance back to
dollars. Often, it is at the
airport, at the point of
departure; and in smaller
airports, these counters do
not stay open 24X7.
19

20. CHAPTER 3:
Security
• Security procedures have
become much stricter in
recent years. Take this
subject seriously.
20

21. • Do not make any flippant
comments or jokes about
guns or hijacks while at an
airport or on a flight. It can
lead to serious trouble,
including getting arrested.
Security is no joking matter.
• If security procedures at any
airport seem excessive, do
not lose your temper. Keep
your cool, and just go through
with it. The last thing you want
is the flight taking off without
you.
• Do not accept packages from
anyone for delivery. This is
really high risk. Even if it is a
relative, ask to see what it is
inside. You should be able to
explain, if asked. Drugs invite
death penalties in some
countries.
• You are prohibited from
carrying certain objects in
your hand baggage or on your
person. The list is getting
longer by the day. Check it
21

22. out in advance. If your
favourite Swiss knife gets
confiscated, do not argue.
The security agent is just
following the rules.
• Look out for restrictions on
photography.
22

23. CHAPTER 4:
In flight
• Listen to the safety
announcements carefully,
even if you are a seasoned
traveller. Aircraft layouts vary,
and it is important to know
23

24. where the lifejackets are;
where the nearest emergency
exit is; and so on.
• Studies show that most
people do not swing into
action when an emergency
is announced. To prevent
this, mentally “walk
through” the steps you
would take, if an
emergency is declared.
This will save you precious
seconds when needed.
• In an emergency, do not
struggle to carry your bags
with you. If your passport,
ticket and money are on
your person, then that’s
fine; in a real jam, you can
dispense with these also.
• Get up and walk around
whenever permitted. This
keeps your blood circulation
going.
• Very long flights, with little
or no movement, carry the
risk of promoting a
24

25. condition known as Deep
Vein Thrombosis (DVT) –
where the blood tends to
form a clot that travels
towards the heart and
creates a threat to life.
• While this is still not
something that should
scare you off flying, you
can talk to your doctor
prior to the flight. Get more
aware of the risks and
what to do to prevent this
from happening to you –
especially if you already
have high blood pressure
or heart problems.
• Drink a lot of water or juices,
since the air-conditioned
atmosphere dehydrates you.
Alcohol is best avoided, in the
same context.
• Keep your seat belt on when
sleeping. This way, the cabin
attendant doesn’t have to
wake you up when the seat
25

26. belt sign comes on due to
turbulence.
26

27. CHAPTER 5:
Jet lag
• While jet lag is not completely
avoidable, here are some tips
to minimize the impact :
• Do not overeat, before or
during the flight.
• At the destination, try to
fall into the rhythm of that
27

28. location – if you reach in
daytime, try to stay awake
till night.
• Get some light exercise on
arrival, like a walk.
• Drink a lot of water.
• Be mentally prepared for a
couple of days of discomfort
and poor sleep.
• Some pills are available to get
you to sleep better. Avoidable.
Handle the whole thing
“naturally”.
28

29. CHAPTER 6:
At the destination
• Keep your passport in a safe
place at all times. In a hotel,
do not leave it lying around in
the room, but ask for a hotel
safe deposit locker.
29

30. • Unless required by local
law, do not carry on your
person when going out of
the hotel.
• Do not hand over to
anyone, unless it is the
local police / authorities;
and then also, only with
good reason.
• If lost, report immediately
to local police. Get a
written report from them,
without which a duplicate
may not be issued.
• Carry a card showing the
hotel’s name and address, at
all times. Many cards carry
this information in English on
one side and the local
language on the reverse. This
helps with taxi drivers, when
you can’t speak in the local
language.
• It is easy to get confused in a
strange city. Carry this hotel
card even when you are going
30

31. for your morning walk. Check
with the hotel what a good
route would be. In some
cities, neighbourhoods
change character within a few
hundred metres.
• As soon as you check in at
the hotel, ask for a safety
locker for your valuables. The
room is not a good place,
unless it comes with its own
electronic locker.
• Do not hang the “Please clean
my room” sign outside your
door. It advertises the fact that
there is no one inside. Rooms
get cleaned anyway.
• Look out for baggage thieves
and pickpockets. Their
favourite method is to operate
in pairs. One person distracts
your attention, while the other
takes your bag or wallet.
• Typical tricks include the
following:
• Dropping some money in
front of you or under a
31

32. counter, and saying you
have dropped the money.
You put your bag on the
counter, bend down, and
your bag is gone.
• Smearing the back of your
shirt or jacket with
ketchup, and telling you
your clothing has been
spoilt. You put your bag
down, twist your head and
try to look at your own
back, and your bag is
gone.
• You are at the check in
counter at the airport or
hotel. You are filling up a
form, with your briefcase
at your feet. You then look
down, and it’s not there.
• One person approaches
you, and pretends to sell
you something. When your
attention is thus distracted,
your bag gets lifted.
• Vulnerable points are where
your attention is focussed on
32

33. something else-e.g. when you
are boarding a taxi at the
airport, or getting down from
one at the hotel.
• Be sensible about where you
go out in the evening. If
possible, take a local person
along. Do not carry all your
cash – just what you will need
at that time.
• Onward flight reservation:
Some airlines require that you
“reconfirm” your onward
journey(s), even if you are
carrying a confirmed ticket.
Get this done, as soon as you
reach a city.
33

34. CHAPTER 7:
Business meetings
• Business meetings - checklist
• Laptop, charger, adaptor
plug
• Visiting cards
• Files / folders
• Literature
34

35. • Backup CD with all
presentations
• Blank sheets, letterheads
• Daily meeting schedule
• Business protocol
• Be on time for everything.
You do not want to start a
business relationship with
an excuse or an apology.
• If someone is picking you
up from the hotel, go down
and wait at the lobby
entrance a few minutes
ahead of time. This way,
that person can avoid the
hassle of parking and
walking – often in
inclement weather.
• If you have to go to
someone’s office next
morning, check out the
route and transport the
previous evening itself at
the hotel reception.
Anticipate traffic delays.
• Be sensitive to local
customs and culture.
35

36. Avoid making critical
references to the local
food, clothes or habits.
• Carry a briefcase that can
be locked. You do not
want to leave confidential
information lying around.
• In many countries,
residence phone numbers
are not given out freely.
Outside of office hours, it
is considered personal
time. Be sensitive to this.
Do not presume that
calling someone up late in
the evening, or dropping in
unannounced at their
home, is okay.
36

37. Total trip checklist
1. Passport
2. Passport photocopy
3. Passport photos
4. Visa(s)
5. Foreign exchange / money
37

38. 6. Flight ticket
7. Embarkation card
8. Credit cards
9. Frequent flyer cards
10. Business cards, letterheads
11. Business files
12. Mobile phone
13. Laptop
14. Diary / PDA
15. Electrical charger(s)
16. Universal adaptor plug
17. Medicine kit
18. Medical insurance
19. Travel schedule summary
20. Clothes
21. Walking shoes & formal shoes
22. Reading material
23. Gifts
NOTES
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