Essential English for business travel: booking & checking in

Traveling for business can be exciting — but it also means handling flights, hotels, and check-ins smoothly. Knowing the right English expressions can save you time and stress. In this lesson, you’ll learn useful vocabulary and phrases for booking travel and checking in, with practical examples to help you remember them easily.

1. Booking a flight

When arranging business trips, you often need to book flights. Here are some key expressions:

Useful vocabulary

  • Round trip / Return ticket – a ticket to go somewhere and come back.

  • One-way ticket – a ticket for travel in one direction only.

  • Departure / Arrival – leaving or coming to a destination.

  • Stopover – a short stay between flights.

  • Check-in counter – where you show your ticket and get your boarding pass.

Common phrases

  • “I’d like to book a flight to London for next Monday.”

  • “Is it a round-trip or one-way ticket?”

  • “What’s the departure time?”

  • “Can I get an aisle seat, please?”

Mini dialogue
Agent: Good morning, how can I help you?
Traveler: I’d like to book a flight to Singapore for a business meeting next Tuesday.
Agent: Certainly. Would you like a one-way or round-trip ticket?

Memory tip: Associate departure with “depart = leave,” and arrival with “arrive = come.”

2. Booking a hotel

When traveling for business, you’ll also need to reserve a hotel room.

Useful vocabulary

  • Reservation / Booking – an arrangement to stay at a hotel.

  • Single / Double room – for one person or two people.

  • Check-in / Check-out – the process of arriving or leaving the hotel.

  • Reception desk – where you register when you arrive.

  • Amenities – extra services like Wi-Fi, breakfast, or a gym.

Common phrases

  • “I’d like to make a reservation for three nights.”

  • “Is breakfast included?”

  • “What time is check-out?”

  • “Do you have any rooms available?”

Mini dialogue
Guest: Hello, I’d like to book a single room for two nights.
Receptionist: Sure. Would you prefer a room with a view or a standard one?
Guest: A standard one is fine, thank you.

Memory tip: Remember “check-in” means go in, and “check-out” means go out.

3. At the airport check-in

Once you arrive at the airport, you’ll need to check in and go through security.

Useful vocabulary

  • Passport / ID – documents used for identification.

  • Boarding pass – a pass that allows you to board the plane.

  • Baggage / Luggage – your suitcases and bags.

  • Carry-on – a small bag you can take with you on the plane.

  • Security check – inspection before boarding.

Common phrases

  • “Here’s my passport and ticket.”

  • “Could I have a window seat, please?”

  • “How many bags can I check in?”

  • “Where is the boarding gate?”

Mini dialogue
Check-in staff: May I see your passport, please?
Traveler: Of course. I’d also like to check in one suitcase.
Check-in staff: Thank you. Here’s your boarding pass. Your gate is A12.

Memory tip: Visualize yourself at the airport and repeat the phrases aloud to make them stick.

4. At the hotel check-in

After arriving at your destination, it’s time to check in at your hotel.

Useful vocabulary

  • Front desk / Reception – where guests are welcomed.

  • Room key / Key card – used to open your room.

  • Reservation number – a code to confirm your booking.

  • Deposit – money paid in advance as security.

  • Upgrade – move to a better room.

Common phrases

  • “I have a reservation under the name of John Smith.”

  • “Can I check in early?”

  • “Could you please confirm my booking?”

  • “Is there a business center I can use?”

Mini dialogue
Receptionist: Welcome! Do you have a reservation?
Traveler: Yes, it’s under the name of Alex Brown.
Receptionist: Great. Could I see your ID, please?

Memory tip: Practice with a partner by pretending to be a hotel guest and receptionist.

5. Review and practice

Here’s a quick list to test your memory:

  1. What’s another word for “booking”?

  2. What does “check-in” mean?

  3. How would you ask if breakfast is included in your room price?

  4. What’s a “boarding pass” used for?

Practice idea: Try writing your own short conversation — from booking a flight to checking in at a hotel. Use at least five new words from this lesson.

Key takeaways

  • Use polite language in business travel situations: “Could I…?”, “Would you please…?”, “I’d like to…”

  • Learn contextual vocabulary instead of memorizing isolated words.

  • Practice with role-play dialogues to make the phrases sound natural.

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