When it comes to corporate travel, visa processing is one detail HR teams can’t afford to overlook. A delayed or rejected visa can result in missed flights, lost business opportunities, and unnecessary stress for both the employee and your organization.

At Wayfare Travels, we support companies with end-to-end visa processing, helping teams travel smoothly to conferences, meetings, and incentive trips across the globe. If you are responsible for travel coordination, here’s what you need to know.

1. Start Early

Visa delays are one of the most common causes of travel disruptions. Many embassies require anywhere from 5 working days to 4 weeks for processing, and that doesn’t include appointment booking and documentation preparation.

Our tip: Start visa processing at least 4 to 6 weeks before your intended travel date. Always check for public holidays and peak seasons.

2. Choose the Right Visa Type

Sending staff for a conference? Attending a business meeting? Booking a retreat?

Each purpose requires a specific visa category, such as:

• Business visa – for meetings, trade fairs, conferences
• Tourist visa – for incentive or leisure-based trips
• Transit visa – for layovers or short stops

Using the wrong visa type can lead to denial or complications at immigration.

3. Gather Complete Documentation

Embassies are strict about documentation. Missing or incorrect paperwork can delay or invalidate your application.

Key documents typically include:

• Company introduction letter
• Invitation letter from the destination company or event
• Hotel reservation and confirmed flight itinerary
• Valid international passport (with 6+ months validity)
• Passport photographs
• Financial proof or sponsor letter (varies by embassy)

Wayfare Advantage: We help you cross-check and set up every document to avoid common errors.

4. Work with a Reliable Travel Partner

Managing visas in-house can be time-consuming, especially for large teams or frequent travelers. A professional travel management company can:

• Reduce back-and-forth with embassies
• Expedite appointment bookings
• Ensure application accuracy
• Handle group applications with ease

At Wayfare Travels, we have supported corporate clients across various sectors, real estate, tech, finance, telecoms and FMCG  to successfully secure visas for business travel, incentive trips, and global events.

Let’s Simplify Travel for Your Team

Whether you are sending a team of 2 or 20, we handle everything from start to finish, visa processing, flights, hotel booking, airport transfers, and more.

Ready to make corporate travel stress-free?

Reach out today. Let Wayfare Travels be your trusted travel partner.

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