Carbon footprint calculator for business travel: practical guide

May 20, 2025

3 minute read

Carbon footprint calculator for business travel: practical guide

A round-trip business trip to New York in economy class can save up to 1 ton of CO₂ per person compared to flying business class. This reduction is equivalent to the electricity consumption of a household for… more than 3 months!

Comparisons like this are pushing companies to rethink how, when, and why they travel. If this fact surprised you, it might be time to grab a pen and paper to measure the environmental impact of your company’s travel.

Carbon Footprint Definition

📚 Definition

The carbon footprint represents the total amount of greenhouse gas emissions, expressed in tons of CO₂e*, generated directly or indirectly by an activity.

*CO₂ equivalent includes emissions of other greenhouse gases such as methane (CH₄) or nitrous oxide (N₂O), converted to their CO₂ equivalent based on their global warming potential.

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In this article, you will find a comprehensive guide to understanding and calculating the carbon footprint of your professional travel. Additionally, we will show you how to reduce it with practical decisions, including choosing more sustainable accommodations like Apartool.

Ingredients of the carbon footprint in a business trip

The environmental impact of a trip is not limited to the journey itself. It includes transportation, accommodation, food, and any associated activities. Below, we break down the main elements to consider.

1 – Carbon Footprint from Transportation

The chosen mode of transport has a decisive impact on the emissions generated:

Airplanes are better suited for long-haul or intercontinental trips. For shorter journeys, there are alternatives that can help reduce emissions per passenger. Additionally, choosing economy class and traveling light also contributes to a lower impact per person.
Cars vary depending on the model and fuel type. A standard diesel car emits approximately 120 g of CO₂e per km.
Train is the most efficient. A medium-distance electric train journey can emit less than 0.04 kg of CO₂e per km per passenger.

Typical Case

🔎 Typical Case

A round-trip flight from Madrid to Paris generates nearly 300 kg of CO₂e per passenger. By train, the same journey reduces emissions to about 75 kg.

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Optimizing carbon footprint in transportation

To reduce the environmental impact of your business travel, you can adopt some of the following recommendations:

Prioritize trains for distances under 800 km.
Opt for direct flights, as reducing the number of takeoffs and landings significantly cuts emissions.
Share cars for local trips.

2 – Carbon Footprint from Accommodation

The place where an employee stays also contributes significantly to this calculation:

In hotels, the carbon footprint depends on the size, type of facilities, and occupancy level. On average, an urban hotel generates between 15 and 30 kg of CO₂e per night per guest.
Temporary accommodations can offer a lower footprint if they optimize space usage, have energy certifications, and reduce intensive services (daily laundry, 24-hour air conditioning).

Optimizing carbon footprint in accommodation

Apartool offers corporate accommodations that are more sustainable and efficient than hotels. Why? Because it reduces daily turnover, minimizes intensive services, and promotes accommodations with higher energy efficiency.

Some sustainability advantages include lower water and electricity consumption and better space utilization.

Not to mention the traveler’s experience and benefits for your company: users enjoy greater comfort and privacy while you reduce operational costs.

3 – Diet and complementary activities

Food and activities outside the work environment should also be considered in the carbon footprint calculation:

Meals based on red or processed meat have a high footprint.
Corporate events involving internal travel or intensive logistics can double the trip’s impact.

Optimizing carbon footprint in diet and complementary activities

To cut emissions in this area, you can offer plant-based or locally sourced catering options. This can reduce food-related emissions by up to 60%.

Additionally, it’s worthwhile to assess whether in-person activities can be held virtually or in a hybrid format. This will reduce travel and, consequently, emissions.

How to calculate the carbon footprint of a trip

Calculating the carbon footprint of a corporate trip doesn’t have to be complicated. There are standardized methodologies (such as the GHG Protocol) and very accessible online tools.

Generally, a carbon footprint calculator gathers the following key data:

Origin and destination of the trip.
Modes of transport and selected class.
Number of nights and type of accommodation.
Additional activities or events.

This data is then cross-referenced with standard emission factors (such as those published by Spain’s Ministry for the Ecological Transition) to obtain a result in tons or kilograms of CO₂e.

Example of a calculated carbon footprint

Imagine a business trip from Barcelona to Paris, with three nights of accommodation and economy class air travel:

Carbon Footprint Calculation

Round-trip flight: 270 kg CO₂e

Hotel accommodation: 90 kg CO₂e (3 nights x 30 kg)

Complementary activities: 30 kg CO₂e

Approximate total: 390 kg CO₂e

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If, for the same trip, the company had chosen train travel and accommodation with Apartool, the calculation would look like this:

Carbon Footprint Calculation - Train & Apartool

Round-trip train: 75 kg CO₂e

Accommodation with Apartool: 45 kg CO₂e (3 nights x 15 kg estimated)

Complementary activities: 30 kg CO₂e

Approximate total: 150 kg CO₂e

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In this case, the change in transport and accommodation reduces the carbon footprint by approximately 240 kg CO₂e per person. This is equivalent to avoiding emissions from about 10 days of typical car use.

When these savings are multiplied by dozens or hundreds of annual trips, the environmental benefit for the company is significant — and it also serves as an excellent metric for ESG reporting.

Why measure the carbon footprint of corporate travel

We are experiencing a paradigm shift. Sustainability is no longer a side project but a strategic core. Companies have both the duty and the opportunity to lead by example. This change is driven by three key players:

Investors, who demand transparency in ESG metrics.
Employees, who increasingly value working for committed companies.
Regulations, which in many countries require sustainability reports with auditable data.

In this context, ESG and HR teams play a fundamental role. They are the ones who can integrate sustainability into corporate travel, from selecting suppliers to implementing tools for calculating and reducing emissions.

The bottom line: measure, reduce, and communicate

Business travel will continue to exist, but its impact can be dramatically reduced if companies act responsibly and strategically. Here’s a summary of the key steps covered in this article to achieve this:

Key Steps to Reduce Carbon Footprint

Measure
Use an official calculator such as the one provided by MITECO (Spanish Ministry for the Ecological Transition).
Reduce
Choose efficient transportation and sustainable accommodation with Apartool.
Communicate
Report progress to your team and the organization to foster a sustainable culture.

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The tools are available. The options exist. What is often missing is simply taking the first step.

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Carbon footprint calculator for business travel: practical guide

Table of contents

Find the apartment you need in the easiest way.

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Unlock better business stays

Carbon footprint calculator for business travel: practical guide

Table of contents

Find the apartment you need in the easiest way.

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Unlock better business stays

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