travel approval email templates

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Travel guide:

Travel Approval Email Templates

First time setup completed

Book travel current

Travel not completed

Get reimbursed not completed

Step 2 of 4 Book travel

Jump to Step 2: Booking Travel >

Note about travel to a training, conference, speaking event, large team IRL, or international

Authorizing official approval is secured via the event request process , so you are all set as long as your travel is booked in Concur and is in SUBMIT TO APPROVER status. However, an email of approval is still required if you will be extending your trip at your own expense , flying to or from points that are not either your duty station or location of the event , or combining your event travel with travel for some other reason.

Email Template for Individual Travel:

Subject: Approval for travel between [dates] for , external, TTS-only, Budget name or Tock project name and ID #

I request approval to travel from [ home_location ] to [ work_location ]. I will depart the [ departure_date ], to arrive in time for [ work_to_be_done ] in service of [ TTS budget name ] (options available , external, TTS-only, here ) or [ Tock project + ID number ] scheduled for [ first_day_of_travel_work_date ]. I will return to [ home_location ] on [ return_date ]. The total should not exceed $[x,xxx.yy].

Please reply with your approval, or with any subsequent questions or clarifications you may have.

Many thanks,

[ requestor_name ]

Email Template for Group Travel:

Below is the travel cost break out for [ work to be performed ] for [ Budget name or Tock project name and ID# ]. The estimated total cost is [ total cost ], with the cost for each team member broken out below. Please reply with your approval, or with any subsequent questions or clarifications you may have.

[ Include the , external, TTS-only, completed travel expenses estimator pasted here, or another format of your choice, as long as origins, destinations, dates of travel, and estimated cost are clearly identified for each person traveling ]

• , external, TTS-only, #travel
• , external, [email protected]
• , external, Book office hours

Handbook.tts.gsa.gov

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Published In: Forms

Travel Request Forms and Templates

Travel request forms are forms filled by an employee who is bound to travel for business purposes. The purpose of a travel request letter is for a company to carter for the expenses during the entire travel period. This depends on the agreement of the employee and his or her employer. This article discusses the uses, purpose, and contents of a travel request form. Templates are also provided.

What is Travel Request Form?

This document incorporates all the details needed by a traveler to forward for approval from the management before commencing travel. The contents of a travel request form include destinations, travel dates, mode of transport, meals, accommodation, among others. The travel request form also shows a traveling place as well as the expenses incurred. This document can fulfill several purposes: securing permissions for travel or seeking approval from companies on behalf of the traveling employees.

Importance of Using Travel Request Forms

Just like any other business document, a travel request form carries significant importance.

These documents ensure that travels within the company are:

• Feasible: Sometimes, the resources and funds within a company can be limited. This makes it essential to ensure that every available resource is put into good use. By doing so, the company’s finances will be stabilized.
• Authorized: It is very important for travel requests to go through proper departments and channels before it gets authorized in a business.
• Organized: These forms can also be kept and stored for future reference. Given that there is a form for every purpose, you need to ensure that these forms are organized to prevent confusion and clutter. It also allows easier access to documents when one needs them for reference.

Steps to Write a Travel Request Form

In order to write a travel request form efficiently, you simply need to follow two steps in a detailed manner.

These two steps are as follows:

Provide the details of the traveler

In the travel request form, including details of the traveler. This information includes the full names, contact information, designation employee id, email id, and fax number. Besides, don’t forget to mention why you are going on the trip. This should be indicated in the transfer request form.

Provide information regarding the trip

You must provide information relating to the trip. This includes the date and time of departure as well as the arrival time. Other things to write include the travel schedule, mode of transport, accommodation, travel itinerary, and meals.

Information to be Included in a Travel Request Form

For your travel request form to be composed in the most efficient manner, you must include the following information in it:

Personal information

This is the information belonging to the traveling employee. The Information needed to be filled in this document includes the individual’s name, contact information, job position, and respective department.

Travel request information

This is the information regarding the actual trip. It includes the date of travel, the purpose of travel, the duration of travel, destination, and estimated cost of travel. It is important to ensure that all these details are indicated in the letter. 

Indicate travel expenses and information regarding sponsorship

A travel request form should indicate the trip’s estimated expenses, including costs of meals and accommodation, transportation expenses, travel expenses, and car rentals, among others. If the trip is being sponsored, remember to include the contact information and details of the sponsors.

Mention the names of all the authorized persons

You cannot forward a travel request form unless a higher authority approves it. This is why you should mention all the names of authorized individuals, leaving a space for their signatures.

Ensure you incorporate all terms and conditions

To ensure that everything is working properly and meets all the transparency standards, incorporate all the terms and conditions. They should be clearly described in your form to avoid any inconveniences.

Put Accurate Information in a Travel Request Form

You must provide accurate information in your travel request form.

Here are some of the reasons why it is essential to do so:

Accurate information is crucial in a travel request form. In a company, you might not be the only individual asking for a travel request. To avoid mix up, you should indicate the details in your form. Make sure that the name is written, your destination, and other crucial details.

Furthermore, accurate information increases trustworthiness. When it comes to finances, don’t indicate inaccurate figures. Some people get tempted to indicate higher figures so that they can pocket the extra cash. For example, don’t allocate an inaccurate accommodation fee so that you can pocket the extra money. You should always provide honest and accurate information in your travel request form.

Download Templates

You can download our free travel request form templates. These templates can also be customized to fit your preferences.

Companies require receipts for employee expenses for two reasons: to confirm that employees are spending money how and when they claim and to back up deductions listed on the business’s tax return.

The comment section of a travel request form should include remarks on the importance of the trip. If you are applying, back your application up by giving reasons why the trip is important.

It depends on the policies of the company. In some companies, once the funds have been availed, it is impossible to cancel the request. In most companies, however, you can cancel the request even after it has been approved.

Travel request forms play an important role in organizations. For the best outcome, you can use our prepared available templates. They are easy to use and can be customized.

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Feb 17, 2023

Ask for approval by email – with 7 samples and a template

We've made it easier to get a 'yes' with our tips and 7 email approval samples suitable for professional use.

Lawrie Jones

Table of contents

Approval emails have a clear purpose: to get a rubber stamp from your boss or sign-off from a key stakeholder.

An approval email provides evidence and an audit trail that your boss (or other person involved) has agreed upon all your decisions.

Writing an email to your boss requesting approval is a basic business skill, but we can show you how to do it better!

We've made it easier to get a yes with our approval request article packed full of expert advice. We explain the main parts of a persuasive message and provide 7 email approval samples suitable for professional use.

How to write an approval request email

Before we get into how to write approval requests, let's define what they are.

An approval request email is a formal message to gain their agreement on a course of action, activity, or decision you have made.

You may have to ask for approval before acting– such as spending company money or agreeing on a contract. In other cases, your approval request may be required, such as submitting an expenses claim, for example.

Approval emails are formal requests for confirmation, so they should be simple and clear to read, understand, and reply to.

They can (and should!) be saved somewhere. Why? Because you may need to refer to them in the future. Keeping your approval emails can avoid embarrassing questions about an expense claim, leave request, contract, or decision.

The best approval emails have a single purpose and should be simple to understand and action.

Approval request email format

The approval email format is standard . If you understand the basics of effective email writing, you'll already know the three core parts:

• Superb subject line
• Compelling body copy
• Straightforward sign-off

Let's look through each of these in more detail to define best business practices.

1. Approval email subject line

Your subject line has to be attention-grabbing, but it must also be concise. (And it must be relevant to the request!) The simplest approach is to be straight up with what you're asking:

• Approval request: Expenses claim (date)
• Can you approve my (details)
• I need your approval for (details)
• Please approve (details)
• Leave request – approval needed
• Contracts are ready – can you approve?

There's no need to get creative here; just stick to the basics. If your request is urgent, it's worth adding an approval date:

• Urgent approval needed for (details)
• Approval needed by (date)
• Please approve by (date)

These may seem less friendly than other emails, but don't worry too much if you're being pushed for a decision.

2. Asking for approval email body

Every email – including approval requests – begins with a basic introduction. Then, you can provide a brief refresh of information if needed. Finally, hit the person up with a clear request.

• I'm contacting you to request approval for my leave request. I wanted to take off (insert dates). Is this OK?
• I have attached a copy of my recent expense claim. Can you review it and approve it, please?
• We've made huge progress on the contract with (customer), and we're ready to sign. Before I send it to them, I wanted to share it with you for your approval.

This is a great start, and in some cases, it may be enough. In other cases, you may need additional details and supporting information, such as deadlines. You can use bullet points to break up emails and make requests easier to understand.

• I wanted to explain some of the expenses in the claim.
• To help you understand some of the changes in this contract, I've listed them below in bullet points:
• (Drop in the details here)

You can also provide supporting information to help people

• I have checked the office calendar and see there's adequate coverage during my proposed leave dates.

3. How to end an email asking for approval

You'll want to focus on using polite language in your professional emails, but don't shy away from a call-to-action (CTA).

• Can you confirm that you have received my email and approved my request?

Next, express gratitude and set out the next steps.

• I appreciate your consideration of this request. Once I've received your approval, I'll share it with (person's name).
• I know you're busy, but it would be great if you could sign off my leave request by (insert date).

Don't forget to add your preferred contact details, a sign-off (kind regards, many thanks, etc.), and your signature.

7 approval request email examples

It's essential you understand how to create approval emails, but using real-life scenarios is an effective way to demonstrate these principles in practice. Here, we share 7 examples of common approval requests.

You'll see how each is tailored to specific situations and captures the professional tone of voice we've talked about previously.

1. Formal request for approval email sample

Formal email requests embody everything we've been talking about. It's written in formal language and a professional tone appropriate for business situations. OK, so it's not the most exciting email – but it's laser-focused on getting a response!

• State it simply with bullet points

2. Follow-up email for approval sample

If your initial message is ignored, then send an approval follow-up email . These act as a polite reminder of the previous message and include a clear request for a response.

Inaction is an action, so detail the following steps if you receive no response.

3. Seeking approval from boss email sample

When writing to your boss in business, you'll need to nail the professional tone. That means pushing for the answer you need but not upsetting or offending someone.

The key is to provide a clear request for your boss. They're going to be busy, so while it's essential to justify the request, the most effective approval emails are as short as possible.

4. Approval needed reminder email sample

Sometimes you may need to provide a prompt for a reply. A gentle reminder can still contain a clear request for a response. You're emailing for a reason, so explain the urgency of the matter.

5. Request for approval of expenses email sample

Expense claims will need a manager's approval, so be sure to save this sample. This clear and concise request contains details of expenses alongside supporting documentation. This expense approval request email has everything you need to get paid!

• It's important to highlight and explain significant expenses or missing receipts or documents

6. Sample email for overtime approval

If you're working outside the 9-5 – or, more accurately, your contracted hours – you should be due overtime! You must provide details of the overtime request, including hours and dates worked, alongside a total. Always include an explicit request for approval.

If your overtime hasn't been pre-approved, add a justification for the request (such as an urgent project or customer request).

7. Leave approval request email sample

Holiday request (or leave request) emails or messages must be sent to your manager before booking a trip, holiday, or other activity. Always include details of the days (or weeks) you need off. If your absence could impact the team, mention potential backup if needed.

Approaching your boss with a plan is going to get the best results! We hope you're going somewhere nice...

Approval request email template

If none of the previous request email samples is suitable, this customizable template is for you. It's super-formal, with simple and professional language, which makes it appropriate for various scenarios.

Work through the template from top to bottom, filling in the gaps and deleting unsuitable or irrelevant sections. By the time you reach the end, you'll have a professional approval request that’s right for every purpose.

• Insert details if required

Asking for approval using Flowrite

Requests for approval can largely be automated with Flowrite . Here's what we mean:

Flowrite is your personal email writing assistant, that uses AI to speed up your messages.

Final words of approval

Approval request emails aren't fun to write. But they have a critical professional function.

Getting approval gives you peace of mind and protection that the decisions you've made (or requests you've made) have been agreed upon. So you can sit back, book your leave, or wait for your expense claims to hit your bank account!

Don't try to be overly friendly or informal. It is crucial to get straight to the point, say it confidently, and be clear. It’s the best way to get the quickest response.

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Leave request

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booking holiday can i take last two weeks of july off iris will cover for my clients but most of them are on holiday too hope to hear from you soon!

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Formal request

requesting help on restructuring project of our shared client SkyTech let's discuss details over call or video conference your advice invaluable

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How To Write An Email Requesting Approval

Asking for approval can be a daunting task, especially when it comes to writing an email. Whether you’re seeking approval for a project, a budget, or a proposal, crafting an effective email can make all the difference. In this article, we’ll explore some tips and tricks for writing an email that will increase your chances of getting the approval you need. From crafting a clear subject line to outlining your request in a concise and compelling manner, we’ll cover everything you need to know to write an email that gets results. So, if you’re ready to take your email game to the next level, read on!

Table of Contents

What to Do Before Writing the Email

Before you start writing your email requesting approval, it’s important to do some preparation. This will help you to ensure that your email is clear, concise, and compelling. Here are some things to consider before you start writing:

1. Identify the decision-maker: Before you start writing your email, make sure you know who the decision-maker is. This could be your boss, a manager, or someone else in a position of authority. Knowing who you need to convince will help you to tailor your email to their needs and preferences.

2. Understand the approval process: It’s important to understand the approval process before you start writing your email. This will help you to anticipate any questions or concerns that the decision-maker may have and address them in your email.

3. Define your request: Before you start writing your email, make sure you have a clear idea of what you’re asking for. This will help you to structure your email in a way that is easy to understand and persuasive.

4. Gather supporting information: If you’re requesting approval for a project, budget, or proposal, make sure you have all the supporting information you need. This could include data, research, or other relevant information that will help to make your case.

By taking the time to prepare before you start writing your email, you’ll be able to craft a more effective message that is more likely to get the approval you need.

What to Include in The Email

What to Include in the Email

Once you’ve done your preparation, it’s time to start writing your email. Here are some key elements to include:

1. Clear subject line: Your subject line should clearly state what you’re requesting approval for. This will help the decision-maker to quickly understand the purpose of your email and prioritize it accordingly.

2. Greeting: Start your email with a polite greeting, such as “Dear [Name]” or “Hello [Name]”.

3. Introduction: In the first paragraph, introduce yourself and briefly explain the context of your request. This could include a brief summary of the project, budget, or proposal you’re seeking approval for.

4. Request: In the next paragraph, clearly state your request. Be specific and concise, and avoid using vague language or jargon.

5. Benefits: In the following paragraphs, outline the benefits of your request. This could include how it will save time, increase efficiency, or generate revenue. Use data and examples to support your claims.

6. Supporting information: If you have any supporting information, such as data or research, include it in the email or attach it as a separate document.

7. Closing: In the final paragraph, thank the decision-maker for their time and consideration. Offer to provide additional information if needed, and express your willingness to answer any questions they may have.

By including these key elements in your email, you’ll be able to make a clear and compelling case for your request and increase your chances of getting the approval you need.

Email Template – How To Write An Email Requesting Approval

Email Template for Requesting Approval

Subject Line: Request for Approval – [Project/Budget/Proposal Name]

Dear [Decision-Maker’s Name],

I hope this email finds you well. My name is [Your Name], and I am writing to request your approval for [Project/Budget/Proposal Name]. As [Your Position/Role], I believe that this [Project/Budget/Proposal] has the potential to [Briefly state the benefits of your request].

I understand that you are a busy person, so I will keep this email brief and to the point. My request is [Clearly state your request]. I have attached [Supporting information, if any] to this email for your reference.

I believe that this [Project/Budget/Proposal] will [State the benefits of your request in detail]. It will also [Additional benefits of your request]. I am confident that this [Project/Budget/Proposal] will be a valuable addition to our organization.

Thank you for taking the time to consider my request. If you have any questions or concerns, please do not hesitate to contact me. I am more than happy to provide additional information or clarification.

Best regards,

[Your Name]

Tips for Writing the Email

In summary, requesting approval through email can be a challenging task, but with the right preparation and approach, you can increase your chances of getting the approval you need. Before writing your email, identify the decision-maker, understand the approval process, define your request, and gather supporting information. When writing your email, include a clear subject line, a polite greeting, an introduction, a clear request, the benefits of your request, supporting information, and a closing. By following these tips and using the email template provided, you can write an effective email that gets results.

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Business Travel Request Form Templates

Compare the experience of completing a travel request form in Excel vs. a mobile-friendly, online, customizable form.

With an online form, you can digitize your business travel approval processes, including automated workflows and routing.

Conditional Travel Request Process

This travel request process collects employee and travel information. It pre-fills fields such as employee name and manager automatically. Some travel data is dynamic e.g. the form ensures that your departure date is before your return date. The form also validates business constraints e.g. the maximum cost of travel and the maximum advance amounts are enforced. It's also signed digitally. The form then routes to a manager for approval and then conditionally to Finance and/or the Travel Desk depending on the data in the form. Finally, after completion, it emails a PDF of the entire travel authorization for the employee's records.

Compare it with using Excel (or Word or PDF or even paper). This kind of automatic conditional routing is not possible. After the manager approves, someone has to know to send it to either the Finance Department or the Travel Desk and manually email it for approval. It's a recipe for errors.

Basic Travel Request Process

This travel request form allows an employee to enter estimated expenses and business justification prior to travel and get it signed and approved by a manager / department head. The form also pulls employee information from a backend system, performs calculations automatically, validates dates and other fields, allows attachments and electronic signatures. At the end, it will email you a PDF of the completed process.

Compare it to using Excel. The spreadsheet can also perform calculations automatically. However, it can't pull logged-in employee information, needs to be printed so that it can be signed and must be sent around by email for approval. Electronic processes have huge advantages.

Simple Travel Request Form

This travel request form does not demonstrate frevvo's built-in workflow routing. The form pulls in employee data and pre-populates fields. It also displays dynamic behavior such as displaying a list of US States if the country is US but allowing free-form entry otherwise. It validates fields automatically but also uses a visual business rule to ensure that the selected return date is after the departure date. It also supports electronic signing. Finally, when the form is submitted, it simply sends an email for approval including a PDF of the travel request.

Automatic Calculations for Mileage Reimbursement

This approval workflow is used to reimburse employees for actual miles driven. Instead of requiring them to enter miles manually, it uses the Google Maps Distance API to compute mileage between city pairs and then automatically calculates reimbursement amount and totals. It's easier, faster and has fewer errors. The form also demonstrates digital signatures which verify the identity of the user signing it and guarantee that the signed data has not been tampered with.

Compare it to using Excel or paper. None of this functionality is possible. The online version saves time and reduces mistakes.

Travel Requests are an everyday business activity

Travel authorization and mileage forms are extremely common across all industries. They're used to ensure that business travel is undertaken only when necessary and also that costs are controlled. These forms apply business protocols automatically to guarantee that internal norms cannot be bypassed, the travel in question produces real business value and is pre-authorized. delivered, and the price being paid. The travel request form almost always includes one or more signatures.

What's on a travel request form?

• Your corporate logo and name.
• Information about the employee requesting travel including name, email, department etc.
• Details about the travel being requested including destination, estimated expenses.
• Business purpose for the trip.
• Line items for each part e.g. flight, rental car, hotel etc. with subtotals, grand total, taxes, discounts etc.
• Date of the request, along approval/rejection by a manager and any other optional approvals.
• Signatures of the employee, manager and other approvers.

Why use online forms vs Excel or paper?

• When employees waste time e-mailing Excel or chasing down signatures, they have less time to focus on what what really matters – customers, students or patients.
• Excel and paper forms cannot integrate with your SQL database or back end system. As a result, employees must manually fill in fields that could be auto-populated from available data. It's unproductive and error-prone.
• An Excel or Word document is almost always printed for signing. It's a waste of paper, costs money and is environmentally unfriendly.
• Sometimes, travel requests have complex authorization schemes. Employees get confused with instructions on paper and Excel forms, fail to get proper approval, send to the wrong person etc.
• An online travel request is always the latest, correct version. There's no way to use an outdated version as often happens with Excel.
• Everyone uses their mobile devices for work – Excel and PDF documents are incredibly difficult to use on mobile devices. Online forms make it easy.
• Automatic validation, maps, attachments, dynamic behavior to show/hide sections on-demand and other features common to online forms are simply impossible with Excel.

Why use electronic travel forms?

• They guarantee that business protocols are properly followed and cannot be bypassed.
• Form fields are automatically validated. This ensures that there are no mistakes or missing data and reduces unnecessary back and forth for corrections.
• They work on mobile devices and support digital signatures so managers can authorize travel requests from anywhere at any time.
• Integration with SQL databases and other business systems reduces data entry and errors saving employees valuable time.
• Since the electronic form is routed automatically, employees don't have to worry about reading detailed instructions, figuring out whose approvals they need and tracking down where the approval currently resides.

Why automate travel and mileage forms with frevvo?

frevvo provides 100% visual workflow automation software ( watch this short demo video to learn more ) that anyone in your organization can use to digitize these forms and processes without being an expert programmer. The system includes many built-in templates that you can use as starting points and all features needed for real business solutions such as a rich array of controls, visual business rules, drag-and-drop routing and a lot more. Sign up for a free 30-day trial and get started today .

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Managing the business travel approval process: five things to keep in mind

1. consult all relevant business travel stakeholders.

• Administrators: an office travel manager or executive assistant in charge of booking business travel
• Line managers: the manager of the person going on the business trip
• Executives: additional managers at the director or C-suite level
• Finance: a representative from the finance department who handles business travel (from the perspective of travel costs)
• HR: a representative from the HR department who handles business travel (from the engagement or compliance perspective)

Learn how to write a comprehensive business travel policy with our ebook.

2. create an organized business travel approval process.

• Who’s in charge of booking business travel? Employees, managers, an administrative assistant?
• Do travelers need to fill out a request form?
• What "approvers" need to be consulted for corporate travel approval?
• How does spending work when on a business trip? Who sets and controls the budget?
• How much advance notice is needed to approve a business trip?
• What happens if there’s a last-minute business travel request?
• Are only certain types of hotels, flights, etc. approved for travel booking? For example, can a traveler book a three-star or four-star hotel?
• Is there a certain cabin class allowed for flights (first, business, economy?)

Here's how travel policies are seamlessly integrated in TravelPerk

3. manage things all in one place during the approval process, 4. communicate the business travel approval process to people in your company, 5. automate your business travel approval process where possible, bonus: using travelperk for your business travel approval process, did you find this article useful.

Make business travel simpler. Forever.

• See our platform in action . Trusted by thousands of companies worldwide, TravelPerk makes business travel simpler to manage with more flexibility, full control of spending with easy reporting, and options to offset your carbon footprint.
• Find hundreds of resources on all things business travel, from tips on traveling more sustainably, to advice on setting up a business travel policy, and managing your expenses. Our latest e-books and blog posts have you covered.
• Never miss another update. Stay in touch with us on social for the latest product releases, upcoming events, and articles fresh off the press.

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4 steps to a successful corporate travel program

How to make a business travel report + free template for 2024

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Business Trip Approval Template

Streamline your business trip approval flow with Jotform’s free online Business Trip Approval Template! When an employee fills out your employee travel authorization form, their submission will be sent to the employee’s manager to approve or deny the request. The request will then move on to the finance department, who will make the final decision — which will automatically send the employee an email informing them of whether their request was successful or not.

Feel free to add new people and levels to your Business Trip Approval Template, customize autoresponder emails, and set up conditional logic using our drag-and-drop builder. In Jotform Tables or your inbox, you can quickly review the progress of requests and approve or deny them if needed. No matter what industry you work in, use this Business Trip Approval Template to speed up your business trip expense review process — and enjoy more time to spend where it counts!

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Create a budget approval flow for your company. Add approvers, automatically send emails, set up conditional logic, and more. Manage approvals on any device.

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About Finance

Make your finance department as efficient as possible with Jotform’s automated Approval Templates for Finance. When you receive a submission through your online form, the submission will be forwarded to the first person in your workflow, who will choose to approve, deny, or forward the request. When the approval flow reaches its final decision, the person who filled out your form will receive an autoresponder email letting them know the outcome. To get started, choose a template below and customize it to meet your needs by adding more approvers, personalizing emails, setting up notifications, merging branches, and more in a few easy clicks! Approve budgets, invoices, reimbursements, and more with free online Approval Templates for Finance.

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Letters.org

The Number 1 Letter Writing Website in the world

A Business Trip Approval Letter

Last Updated On January 13, 2020 By Letter Writing Leave a Comment

A Business trip approval letter is written to permit an employee officially for a business trip for which he has submitted a written request. Business trips are considered as a professional way to build up a strong relationship with your existing clients and also a chance to acquire new clients. They are generally regarded as a profitable way of expanding the business. Therefore the staff of the marketing department keeps on touring new places to acquire more and more business.

Trips like these are essential for the growth of a company, so companies do encourage their employees to take such trips. Once an employee has made a request for a business trip, the higher authorities check the details of the trip. If it’s relevant and suitable for the progress of the company, the higher authorities approve the business trip. 

While writing the letter of approval, it is mandatory to include further details of the trip and what is being expected from the employee. You can specify the budget for the trip and mention the people who will be accompanying the person. Letters like this should focus more on specific details rather than anything else.

A Business Trip Approval Letter Writing Tips

• Firstly it is vital to be professional enough to write an approval letter on the employee’s request.
• You must specify the budget to your employee so that he should not overspend and exceed the budget laid down by the company.
• The tone of the letter should be formal.
• The letter should be brief and concise.
• Once you are through writing the letter, please recheck the same for corrections, if needed.

A Business Trip Approval Letter Template

Use our free A Business Trip Approval Letter to help you get started.

From, _____________

_____________

Date _________ (Date on which letter is written)

To, _____________

Sub: ___________________________________________

Dear ________________ (Name of the person),

I, hereby, would like to inform you that after discussing with the ______ (Department name), management has approved your business trip to __________ (place) scheduled from __________ (date) to ________________ (Date). We all wish that you will bring some good amount of business to the company. Mr. __________ (name) would also be accompanying you in this trip as he is a Chief legal advisor and will support you if you need any legal help during the trip and with the clients.

Please submit all the relevant documents to the concerned departments once you return.

Yours truly, (_______________)

Sample Letter

From, Alexander Gomes Marketing Head ABC Inc.

Date: 2nd February 2009

To, Mr. Joseph Nicolas Marketing Manager ABC Inc. Atlanta

Sub: Approval for Business Trip

Dear Mr. Nicolas,

I am writing this letter to officially inform you that the management has approved the request submitted by you for a business trip to Germany. The decision has been taken in conjunction with the Sales department. It is scheduled from 10th December to 20th December, and we wish that in this period you will work as per the strategies and norms laid down by the company and will get business for us.

I would also like to inform you that Ms. Catherine from the Sales department will also accompany you on this trip and we wish that after returning, you should prepare a sale report as well as your expense report and submit to the concerned department.

Wishing you all the best,

Yours truly, Alexander Gomes

Email Format

The following is the Email Format that should be followed while writing a Business trip approval letter.

To: [email protected]

From: [email protected]

SUBJECT: Business Trip Approval Letter

I, hereby, would like to inform you that after discussing with the ______ (Department name), management has approved your business trip to __________ (place) scheduled from __________ (date) to ________________ (Date). We all hope that you will bring a good amount of business to the company. Mr. __________ (name) would also be accompanying you in this trip as he is a Chief legal advisor and will support you if you need any legal help during the trip and with the clients.

Related Letters:

• Sample Approval Letter
• Approval Of Overtime Letter
• Sample Approval Letter for Expenses Occurred
• Grant A Scholarship Letter

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Email Template

Crafting a request approval email template guide.

Get ready to revolutionize your approval request emails with expert strategies that guarantee successful outcomes.

• Starting with a concise subject line helps to clearly indicate the purpose of the email and grab the recipient's attention.
• Using a professional tone throughout the email is important to maintain a respectful and professional communication.
• Clearly stating the action requested and any relevant deadlines helps to provide clarity and ensure timely responses.
• Expressing gratitude for the recipient's time and consideration helps to establish a positive and appreciative tone in the email.

• Clearly articulate the need for approval : Provide the project manager with background information and a summary of the project proposal to ensure they understand the context and significance of the request.
• Use professional communication : Employ a polite and respectful tone throughout the email, acknowledging the recipient's authority and time.
• Showcase the benefits : Highlight the positive outcomes and potential impact of the approved project, emphasizing the value it brings to the organization.

• Types of Approval: Different types of approval may be required, such as project approval, budget approval, or content approval. Each type serves a specific purpose and requires a tailored approach.
• Effective Approval: A well-structured approval email can expedite the review and approval process, ensuring that projects and tasks move forward smoothly.
• Feedback and Approval: Approval emails also provide an opportunity for feedback, enabling stakeholders to contribute insights and suggestions before final approval.

Can I Use the Request Approval Email Template for Crafting a Wedding Photography Inquiry Email?

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As we gather around the digital table to feast on the topic of Thanksgiving Email Templates for Clients, it's clear that the right message can be a cornucopia of connection and appreciation.

• Thanksgiving email templates for clients are important because they express gratitude, strengthen relationships, boost engagement, and increase brand visibility during the holiday season.
• Highly effective Thanksgiving email templates include sincere gratitude, personalization, exclusive discounts or promotions, positive messaging, and consistency with brand voice and values.
• Examples of Thanksgiving email templates for clients include gratitude emails, promotional sales emails, early access communications, personalized messages, and exclusive Thanksgiving offers.
• Using Thanksgiving email templates for client engagement brings benefits such as personalized messages, exclusive offers, expressing heartfelt gratitude, increasing client engagement and loyalty, and enhancing brand visibility during the holiday season.

• Gratitude Email : Craft a heartfelt message expressing thanks for their support and loyalty during the holiday season. Personalize the email by mentioning specific ways their partnership has positively impacted your business.
• Promotional Sales Email : Combine your Thanksgiving message with a special offer or limited-time discount to show appreciation while enticing clients with valuable deals. Highlighting exclusive offers for loyal customers can further strengthen relationships.
• Early Access Communication : Inform clients about early access to Black Friday deals or special holiday promotions as a token of appreciation for their continued support. This not only fosters a sense of exclusivity, but also encourages engagement with your brand during the festive season.

• Personalized Messages : Crafting personalized Thanksgiving emails for clients shows that you value their relationship. Tailoring the content to reflect their specific needs and interests can make the email more engaging and meaningful.
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Travel Approval

Our travel approval request template is designed to streamline and simplify the way your employees book and manage business trips.

100% customizable

Works on all devices

Table of contents

Business travel is expensive. However, some costs are avoidable. Implementing a robust travel approval process improves oversight of your bookings while reducing internal admin costs.

Internal admin and communications bring hidden costs. These include the time your team spends on calls and meetings, as well as rising costs associated with delayed bookings. Our template is built to improve efficiency when managing travel.

What is a travel approval tool?

Travel approval tools are used to digitize your request and booking processes. This means giving your employees a simple platform to request travel approval. Responsible teams can then review, manage, and approve these requests, within the same platform.

The goal here is to create a repeatable process for all travel requests. This ensures that the right information is gathered, while also streamlining internal workflows.

Additionally, travel approval apps allow you to centralize and rationalize data models relating to company travel. Analyze trends in travel spending, to improve resource allocation, or identify travelers who are overspending.

Why do businesses digitize travel approval requests?

Travel approval workflows can be complex. Often, different stakeholders manage trip approval requests, with very little coordination. This can lead to very different outcomes, across different departments, as well as poor oversight over traveler’s bookings.

Beyond this, setting up a call or meeting every time an employee needs to travel is costly and time-consuming.

Creating a travel approval system is the most effective way to overcome these challenges.

What should travel approval tools contain?

Basic travel approval software includes two key components.

• A travel request form interface for making approval requests.
• A back-end database for managing and approving requests.

The most effective tools feature a simple and intuitive interface for viewing, managing, and responding to new requests. Travel request platforms should also integrate with your existing software stack, for maximum efficiency.

For example, you might want to integrate with expense approval workflow tools or automation software.

Our travel approval request template

Our template is built for fast deployment and maximum efficiency. In minutes, you can build totally custom approval workflow software.

Use our template for:

• Support for external databases.
• Complete customization.
• Automated processes.
• Intuitive UI.
• Tiered permissions.
• Third-party integrations.
• Responsive design.
• Optional self-hosting.
• Design customization.
• Streamlined workflows.

Budibase makes it easy to build deployable business tools. Our template is the smart way to digitize travel approval request workflows.

Simplify travel requests & approval workflows

We’ve built our template around a simple travel request and approval process. Employees can use an intuitive form interface to make new requests. This ensures that your team has the exact right data to assess each trip request.

New requests are automatically given the submitted status. Responsible teams can approve or decline requests, based on the information submitted, as well as leaving comments.

Individual employees can view and edit any of their own requests from a simple listings page. Users with higher access levels can search and view all travel requests.

Manage communications

Digital approval workflows greatly improve internal communications. On the one hand, our template eliminates the need for many calls and meetings. Employees can request business trips and gain approval, without ever needing to communicate manually.

This greatly reduces your operational costs.

For times when more information is needed, Budibase supports a range of communications processes. Add your SMTP credentials to send automated emails or use the mailto command to contact employees and query their requests.

Automate approval processes

Budibase is built for process automation. Use any action in our template to trigger a wide variety of built-in automations. We’ve even provided a built-in JavaScript editor, to add advanced custom functionality.

Use our range of third-party app integrations to trigger automations in external tools.

With Budibase’s automation tools, it’s easy and cost-effective to build powerful approval workflow software.

Check out our free vacation request form template .

Intuitive request and approval UIs

We’ve designed our template for maximum usability. With separate screens for request submission, listings, and management, our template is entirely intuitive.

Our request form uses clear and simple language to ensure that users provide the right data. We’ve also configured key data fields to autocomplete, based on the current user’s information, speeding up the request process.

Different categories of users can access different features and data. Individual users are limited to screens relating to their respective requests, decluttering the app’s overall interface.

Customize access control

It’s crucial that users can access the exact data they need. Our template uses two permission tiers, for basic and power users. This ensures that individual employees can request and manage their own trips.

Power users can then access, view, and manage all travel approval requests.

With Budibase, you have complete control to customize your permission tiers. Add, edit, or remove access levels, to create an approval tool that perfectly suits your organizational structure.

Responsive design

The effectiveness of your approval request tool depends on its adoption. Our template is fully accessible and mobile-responsive. All design elements automatically resize and scale to fit perfectly on different devices.

Empower your teams to quickly request and approve business trips, on the go.

Mobile responsiveness is crucial for app adoption. Deploy internally or as a web app, and make sure that your employees can use your app whenever and wherever they need to.

Searchability and filtering

Our travel approval request template features powerful search and filtering tools. Each of our request listing screens features our dynamic filtering component. Users can filter their requests by key data fields, including destination, cost, or category.

Search with simple equals and contains expressions, or use more complex numerical and boolean filtering.

With our smart filters, it’s quick and easy to find the exact information you need at any given moment.

Why build a travel approval request tool with Budibase?

At Budibase, we’re revolutionizing the way businesses build approval workflow software. With our low-code app builder, you can create highly functional, deployable apps in minutes.

Budibase boasts:

• Open-source design.
• Scalability.
• Fast deployment.
• Self-hosting.
• Mobile-friendly design.
• Automation.
• Integrations.
• Low-code app development.
• External data support.
• Infinite customization.
• JavaScript editor.
• Auto-Generated app screens.

Our open-source, low-code platform

Budibase is the smart way to build open-source approval workflow tools. Our intuitive low-code platform makes it easy to build deployable business tools, with minimal development time.

Customize our template to your heart’s content, and at the end, you’ll even own the finished product. We also offer free SSO across all of your Budibase tools.

Complete customization

With Budibase, you have complete scope to customize your tools. Alter any element of our template’s design, functionality, branding, or UI in a matter of minutes. Add, edit, or remove processes to fully match your travel approval policies.

You can also totally customize your approval software’s data fields and forms. Alter your request form interface to gather the exact data that you need to make informed approval decisions.

Third-party integrations

Budibase offers broad support for external app integrations . Our apps integrate seamlessly with your existing software stack. Connect our template to a variety of third-party apps, using Zapier, Webhooks, and more.

Trigger automations in travel management, communications, invoicing, and other internal platforms for maximum functionality.

Optional self-hosting

Deploy your travel approval request platform however you choose. With Budibase, it’s easy to create web apps and internal tools alike. Choose from self-hosting or our proprietary cloud-based platform.

Self-host your Budibase tools using Kubernetes, Docker, Docker Compose, Digital Ocean, and more.

External database support

Our template connects seamlessly to a range of existing datasets. With Budibase, you can query, manipulate, and update existing databases from within our tools. Use our template as a modern interface for external databases.

Connect to external data sources, using Kubernetes, Airtable, MongoDB, CouchDB, MySQL, MSSQL, Postgresql, and more.

Conditionality

The Budibase offers powerful conditionality features. Hide, display, or update different components, using behavior, user data, and more. Display different CTAs based on a requests’ status, or create bespoke workflows for different request categories.

Conditionality also allows you to create truly optimized mobile experiences. Use truncated or multi-step forms for mobile users, simplifying workflows.

Total security

Budibase offers unparalleled security. With our open-source, low-code platform, you’re in complete control over how you secure your apps. Choose self-hosting, or use custom access control to manage who can access your data.

We also offer additional security tools, including free SSO, OpenID, and OAuth.

Future-proof approval tools

Our approval management templates are designed to grow and evolve with your business. With Budibase, you can easily add new users, functions, and app screens, with minimal downtime.

Simply use our low-code platform to tweak and alter your tools, as the need arises.

Start using our travel request approval template

Budibase is the fast and cost-effective way to digitize approval workflows. Our innovative low-code platform cuts development times to minutes.

To start using our travel approval template, simply click below. We also offer premium support options and SLAs for enterprise users. Check out our pricing page for more information.

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Travel Request

Travel Request Form Template

Kissflow simplifies tracking and managing travel requests, ensuring approvals, budget allocations, and invoice handling are streamlined and efficient.

Whether for business trips or necessary travel, a seamless travel request template is key to keeping everything moving smoothly and keeping employees focused on their work, no matter where they are globally. All set to streamline employee travel?

About The Travel Request Template

Managing travel requests is crucial for organizations where travel is a regular part of operations. Our business travel request form simplifies the request and approval process, enabling employees to submit their commute and reimbursement requests effortlessly. Enable seamless work continuation, no matter where your team members are.

Getting Started With The Travel Request Form Template

For HR or Finance leaders seeking a comprehensive travel management solution, this employee travel request form offers end-to-end visibility and control over travel requests and approvals. It covers everything from request submission, approval/rejection, leave filing, and budget management to analysis, ensuring a smooth and efficient travel management process.

• Quickly deploy your personalized travel request form for employees in a few minutes
• Customize workflows and forms to gather all necessary information, enabling an efficient travel management process
• Manage travel requests, including last-minute ones, and budget approvals while adhering to your company's travel policies
• Speed up the approval process and keep track of all travel requests with a clear timeline view of activities

Benefits of Using Travel Request Template

Tap into the power of the cloud

Unleash the power of an intuitively designed leave management solution with advanced customization capabilities.

Complete visibility of your work

Keep track of travel approvals, budget allocation and enhance transparency with team members to check their request status.

The simplicity you need

Simplify travel request approvals with easy steps and create user-friendly workflows without the need for coding knowledge.

Unified console to trace the requests

Empower HR and Finance teams to access all required details in one single console to plan for budget and work leave ahead.

Effortless collaboration and routing

Eliminate silos and save time by seamlessly integrating with your other software for payroll, expense management, etc

Retrieve insights and ensure accuracy

Obtain interactive reports based on the acquired data, easily analyze patterns and acquire actionable insights.

Get started with this template right now. It’s free

Simplify employee travel approvals with seamless travel request management system

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A travel request form template is a document that incorporates all the information that a traveler needs to forward for approval from higher authority before going on a trip. It includes trip dates, destinations, important notes on the trip, travel services such as mode of travel, accommodation, meals, car rental , etc. This travel request form template shows a traveling place and also expenses associated with each. The request form can fulfill many purposes, right from securing permissions for visits to places to seeking authorizations on the behalf of travelers.

Step 1: Include Complete Details of the Traveler

Step 2: describe the information related to the trip, step 3: display travel expenses and information regarding sponsorship, step 4: do not fail to mention the names of all the authorized persons, step 5: make sure you incorporate all terms and conditions in the template.

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