International business travel: documents, visas and insurance

A meeting with a client in New York, a trade fair in Germany, a visit to a supplier in Chile. In international business travel, the most expensive problems rarely happen on the flight. They show up earlier, when someone finds out in the week of departure that the passport expires in two months, that the country requires a visa, or that the insurance purchased does not meet the destination’s requirements.

ArrowTur has organized international business trips since 1989, and the best way to avoid these surprises is still the same: a checklist done well in advance. Below, we bring together what to check regarding documents, visas, insurance, health and logistics before boarding. The rules described here apply to Brazilian citizens traveling from Brazil.

Start with the timeline: the earlier, the better

International travel and rushing do not go together. Passports, visas and some vaccines have lead times that depend on neither the company nor the travel agency. As a practical rule, as soon as a trip becomes likely, even without a fixed date, check:

whether the employee’s passport is valid, and for how long;
whether the destination requires a visa from Brazilians for the activity planned;
whether a vaccine or travel insurance is required to enter the country;
whether the company’s travel policy has specific rules for trips abroad.

For destinations that require a visa interview, waiting times can be long. Leaving it to the last minute can mean postponing the trip or paying much more for the ticket.

Passport: validity and blank pages

Brazilian passports are issued by the Federal Police, and appointments are made through the Federal Police website (in Portuguese). Before buying the ticket, check three points:

Validity: many countries require the passport to remain valid for a minimum period after the date you leave the destination. For the Schengen Area in Europe, the rule is at least three months after the planned departure date, and the document must have been issued within the last ten years. Other countries ask for six months. When in doubt, renew it.
Blank pages: some countries require free pages for stamps and visas.
Matching details: the name on the ticket must be exactly the same as on the passport.

For some South American countries, Brazilians can travel with their national ID card in good condition. Even so, on a business trip, carrying the passport avoids problems at connections and immigration.

Visa: check the country and the purpose of the trip

Visa requirements depend on the country and on what the employee will do there. The official source for Brazilians is the Visas for Brazilians page of Brazil’s Ministry of Foreign Affairs (Itamaraty, in Portuguese), which advises confirming the rules with the destination country’s consulate.

Some points to watch:

United States: Brazilians need a visa. For meetings, negotiations, conferences and trade fairs, the usual type is the business visa (B1, generally issued together with the tourist visa as B1/B2), which involves a form, a fee and a consulate interview. Appointment wait times vary and should be checked on the US government’s official website.
Europe (Schengen Area): Brazilians do not need a visa for short tourism or business stays of up to 90 days in any 180-day period. Since October 2025, entry goes through the EES, the European biometric border registration system. The European Union also plans a prior electronic travel authorization, ETIAS, which had no confirmed start date at the time of writing. Follow updates on the official European Union portal and be wary of websites that already sell this authorization.
Paid work or long stays: if the employee will provide services, work on a construction site or stay for months, a business visa is usually not enough. In these cases, check with the consulate and, if necessary, the company’s legal team.

Travel insurance is not a detail

Travel insurance protects both the employee and the company in case of illness, accident, lost baggage and other unexpected events. In many destinations it is recommended; in some, it is required. For Europe, the usual reference is minimum medical coverage of 30,000 euros, the amount required for a Schengen visa, which immigration officers may ask about.

When purchasing it, check:

whether the medical and hospital coverage is adequate for the cost of health care at the destination;
whether it covers work activities, not just tourism;
whether it includes repatriation, lost baggage and trip cancellation;
whether the assistance center speaks the traveler’s language and the employee has the number saved on their phone.

Health and vaccines

Some countries require proof of yellow fever vaccination from travelers arriving from Brazil. The accepted document is the International Certificate of Vaccination or Prophylaxis (ICVP, known in Brazil as CIVP), which can be requested through the gov.br portal (in Portuguese). The request is free of charge; be wary of websites that charge for it.

Other health precautions:

check the destination’s vaccine requirements and recommendations early, because some vaccines must be taken days before departure;
carry prescriptions for ongoing medication, preferably listing the active ingredient, and enough medicine for the whole trip;
on long-haul flights, plan the schedule taking the time difference and rest into account.

Company documents, money and communication

In addition to personal documents, put together a folder (digital and, if possible, printed) with:

a company letter or the host’s invitation explaining the purpose of the trip, useful at immigration;
the full itinerary, hotel bookings and local contacts;
the insurance policy and emergency numbers for the company and the travel agency;
a digital copy of the passport and visa, stored securely.

Also define how expenses will be paid: international corporate card, cash advance in foreign currency or reimbursement. Agree on the mobile and internet plan abroad and on security rules for laptops and public Wi-Fi networks.

International business travel with ArrowTur

At ArrowTur, every international trip starts with a check of documents, visas and destination requirements before the ticket is issued. We handle flights, hotels, insurance, transfers and car rental, advise on visa and vaccine timelines and support the employee throughout the trip. All records are centralized and feed into the company’s reports.

Our team is available Monday to Friday, from 7 a.m. to 7 p.m. (Brasília time), with emergency support outside those hours, including for travelers in other time zones. Learn more about our corporate travel management and talk to our sales team at +55 11 5189-4120, on WhatsApp or through our contact page.

Frequently asked questions

How far in advance should an international business trip be organized?

Check passport, visa and vaccines as soon as the trip becomes likely. For countries that require a visa interview, start several months ahead.

Do Brazilians need a visa for business trips to Europe?

For short business stays in the Schengen Area, up to 90 days in any 180-day period, no. Paid work or long stays follow other rules; confirm with the consulate.

Is travel insurance mandatory?

It depends on the destination. Even where it is not required, it is strongly recommended for business trips, because it protects the employee and reduces the company’s financial risk.