When to book business flights: an advance booking guide

In corporate travel, few decisions weigh as much on the final cost as the moment the ticket is bought. The same route, on the same flight, can have very different prices depending on when the booking is made, because airlines open and close fare classes according to demand. Those who buy the day before usually find only the most expensive fares left.

At ArrowTur, we have been issuing corporate tickets since 1989, and we know there is no magic number of days that works for every route. What works is a clear rule on when to book business flights, adapted to the company’s travel profile, with well-defined exceptions. Here is how to build that rule.

Why booking in advance changes the price

Each flight has several fare classes, with different prices and rules. The cheapest ones usually have a limited number of seats and sell out first. As the date approaches and the flight fills up, only the more expensive classes remain, which are generally also the most flexible.

This does not mean that buying very early is always better. Promotions appear at different times, and routes with plenty of flights, such as those between major capitals, behave differently from regional routes with few daily departures. Booking in advance is a tendency, not a price guarantee.

How to set the advance booking rule in the travel policy

The most common approach is a minimum period between the travel request and the departure date. Many companies use ranges, for example:

• domestic flights: request at least 7 to 14 days ahead;
• international flights: request at least 21 to 30 days ahead, also because of passports, visas and insurance;
• events and groups: planning months ahead, with seat blocks whenever possible.

These periods are starting points, not a market rule. Ideally, look at the company’s own history: on which routes last-minute purchases raised costs the most, and how long departments usually know about a trip before requesting it.

Exceptions: when last-minute booking is unavoidable

Not every trip can be planned weeks ahead. Emergency client support, equipment maintenance, meetings scheduled by the other party and last-minute replacements are part of many companies’ routine.

The policy should cover these situations without slowing the team down:

• define who can approve a late purchase and how quickly;
• ask for a short justification, which will later help analyze the reports;
• track the share of late purchases by department to see where better planning is possible.

The goal is not to punish late bookings but to see the pattern and fix what can be avoided.

Advance booking and flexibility go together

Booking early only saves money if the trip happens as planned. When the agenda is still uncertain, a very restrictive fare can end up costly: change fees plus fare differences, or even losing what was paid.

A few precautions help balance price and risk:

• compare the cheapest fare with one that allows changes, considering the real chance that plans will shift;
• check baggage, seat selection and refund rules before ticketing;
• avoid ticketing before the meeting or event is confirmed when the fare is not flexible.

It is worth knowing a rule from ANAC, Brazil’s civil aviation authority: under Resolution No. 400/2016, passengers can cancel a ticket within 24 hours of receiving the purchase receipt, free of charge and with a full refund, as long as the purchase was made at least seven days before departure. After that, the rules of the fare purchased apply. Details are in the English version of Resolution 400 published by ANAC.

Planning starts inside the company

In practice, many last-minute purchases do not come from emergencies but from internal delays: the trip was agreed, but the request arrived days later, or it sat waiting for approval. A few simple measures reduce this problem:

• a calendar with recurring trips, trade shows and events for the year;
• an approval flow with short deadlines and a designated backup approver;
• travel requests sent as soon as the date is likely, even before every detail is set;
• monthly reports showing average booking lead time by department and route.

With this data, it becomes easier to talk to each department and adjust the policy to the company’s reality.

Booking business flights in advance with ArrowTur

At ArrowTur, we help companies set advance booking periods that fit their operations and apply them day to day. We compare fares and rules before ticketing, point out when a more flexible fare is worth it and track average lead time, out-of-policy purchases and their impact on spending in our reports. When a trip is urgent, we look for the best alternative available at that moment.

Our team works Monday to Friday, from 7 a.m. to 7 p.m. (Brasília time), with emergency support outside these hours. Learn more about our corporate travel management and talk to our sales team at +55 11 5189-4120, on WhatsApp or through our Contact us page.

Read also: How to reduce corporate travel costs: 10 practices.

Frequently asked questions

How many days in advance should I book a business flight?

There is no single number. Many companies ask for 7 to 14 days for domestic flights and longer for international ones; adjust it based on your routes’ history.

Is booking far in advance always cheaper?

Not always. It is a tendency, but promotions vary, and a restrictive fare can become expensive if the trip changes.

Can I cancel a ticket right after buying it?

For flights covered by Brazilian ANAC rules, yes: within 24 hours of receiving the receipt, free of charge, if the purchase was made at least seven days before the flight.