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Business Trip Approval Request Letter (Free Templates)

Business enterprises and organizations consider business trips as a professional way of building strong relationships with existing customers and a chance to acquire new customers. Business trips are essential for the growth of companies. Therefore, most employers usually approve employee requests to travel for business, provided it is relevant and suitable for the company’s growth. This article will be very informative on business trip approval request letters and provides you with free samples and professional templates for your reference.

What is a Business Trip Approval Request Letter?

A business trip approval request letter is written to an employee to permit them officially, to partake a business trip for which he/she had submitted a written request.

Once an employee has submitted an official business trip request letter, the relevant company managers review the letter to check for details of the trip such as the proposed destination, target market, estimated trip budget, people who will accompany the employee, and how the trip is relevant and mandatory for company growth. If the trip request letter is approved, the higher authorities will write the employee a business trip approval letter.

In the letter, the employer includes further details of the trip, including what is expected of the employee, and specifies the whole trip’s budget. You can also mention the person accompanying the employee for the trip. As a manager, while writing these letters to your employee, it is vital that you focus more on providing specific details to avoid misunderstandings and ensure that you are both on the same page.

Why is a Request for Approval Letter Important?

A request for approval letter is addressed to a supervisor, manager or any other relevant authority to ask for their approval before continuing with a business trip. The letter’s primary purpose is to ensure your manager is fully informed of the trip and that they are willing to allocate you the necessary resources you need to make it a success.

Writing a good request for the approval letter to your boss before embarking on any significant company project is very important due to the following reasons :

First , whenever you address a request for approval to your line managers, you are affording them an opportunity to understand what you want to do (in this case travel for business) and your reasons for wanting to do it. A deeper understanding of the business trip is made when the higher authorities approve your request. This way, it makes all the involved parties play their part smoothly

Secondly , with proper communication comes the smooth accomplishment of tasks. When you collaborate well with your manager you will be able to complete tasks on time.  You will have all the time to concentrate on other important projects while you wait for the review and approval of your request to travel rather than just waiting for the next company meeting to air your requests. Writing request letters for approval ensures no time wastage and leads to reduced wastage of company funds altogether.

The letter also serves as a show of respect.  Embarking on a business trip before the approval of the relevant authority is a sign of disrespect. Sending a request for approval shows respect and professionalism. You are showing the concerned higher authority that you are confident in your decision and are also respectful of the fact that the final decision is ultimately up to them. The business trip approval letter contains further details of the trip, including the budget, scope, and viability of the project. It also outlines what is expected from the employee; thus, it works to dispel any doubt that either party might have concerning the trip’s significance. This boosts the confidence of the employee even as they continue with the business trip.

Lastly , the business trip approval letter once approved, creates a verifiable proof.  Whenever a line manager approves your request, you have clear proof that allows you to continue with your authorized trip confidently. This letter serves as official documentation of any changes or updates to previously agreed-upon terms. It also ensures that each of the concerned parties is well informed.

How to Convince Your Boss to Approve Your Business Trip

Getting approval from your boss to go on a business trip is not as easy as it sounds, especially in this technological era.  Some bosses may feel like it is a needless luxury that needs to be eliminated from the company’s budget. However, in some cases, business trips are essential for career growth and company growth. So, how can you convince your boss to allow you to travel? The answer is simple. You must prove to them why the trip is necessary and how partaking it will enable you to achieve something you cannot achieve while remotely working from the office. Here are some of our well- researched tips to enable you to get approval to travel from your boss.

When writing the letter explain to your manger how the trip will make you establish and build meaningful business relationships with clients: -When you are trying to establish a new relationship with a client, face time is necessary. Thus, you need to go on a trip to meet face-face with a potential client and establish a foundation of business trust. Once you have established this relationship, it is easier to maintain the client from a remote location, virtually.

Show your manager that the trip is an opportunity to network with leaders in your industry, and gather more knowledge, acquire new business leads and market your company. Demonstrate to them how the trip will help you to stay updated on current marketing trends and help you stay on top of the economic trends

To convince them further to approve your request, provide a good explanation in your request letter, how the trip will help you close more deals, thus more money for the company- create a plan to establish how the Return on Investment will be greater than the expenses of your trip. Do your research well and provide your boss with quantitative data to back up your claims that the trip will be a valuable investment for the company.

NOTE: Keep your budget to a minimum to quickly gain approval

Format of a Business Trip Approval Request Letter

Follow these steps to write a professional business trip approval request letter

Choose your contact method

Based on your company culture, choose the right contact method- whether via email or a printed copy with a written signature.Write the date of submission of the approval request letter

Inside Address

Write the address of the recipient of your letter. Mention the full names of the receiver, their position in the office, department and office address. Ensure that the information you provide in this section is correct and accurate to avoid distracting the recipient.

Use a professional greeting and salutation

This a formal letter. Therefore, use a welcoming yet professional greeting and salutation. For example, use “Dear Ms.” followed by their last name.

Start your letter by telling the receiver why you are writing the letter. Be considerate of their time and go to the point directly.

Example : Dear Ms Jane, I am thrilled to inform you that after discussing with the marketing department, management has approved your business trip to Tanzania scheduled from 20 th Jan 2021 to 26 th Jan 2021.

Include details

In a few sentences, provide a detailed explanation of the trip, in terms of what is expected of the employee, the person (s) accompanying the employee, and specify the approved budget for the trip to ensure that he/she does not go overboard with the budget laid down by the company.

For example: The marketing department and everyone at large hopes that you will bring a considerable amount of business to the company from your trip. Mr Brian will also be accompanying you on this trip as he is your immediate supervisor. The laid down company budget for the whole trip is $25000.

Complimentary close

Before signing off the letter, include one more piece of information depending on the situation. You can add more information about what is expected of the employee once they return from the trip.

For example : Upon your return, make sure you submit all the receipts and any relevant documents to the concerned departments.

Write your signature, followed by your name and designation.

What to Include in Trip Approval Request letter?

Writing a tip approval request letter is not hard. Especially if you know what to include and how to format your letter. The process is very simple simply start by including your full name, designation, and contact information to make it easier for the receiver to reach you anytime.

Then add the details about the trip. You should include the reason for the trip and any benefits for the job if it is for career development training. Provide the itinerary location, estimated budget, and the name of the event.

Don’t forget to mention the date you will leave for the trip and when you will be back to resume work.

End the letter by thanking the manager in advance for their corporation and sign off professionally.

Business Trip Approval Writing Tips

Our well-curated business trip approval letter writing tips will help you come up with a great and professional letter.

Be professional

As a manager, it is necessary that you promptly and professionally write an approval letter upon the employee’s request.

Specify the company laid down budget

It is very crucial that you specify the budget for the trip to your employee to ensure that they don’t go on a spending spree and exceed the budget laid down by the company.Use a formal and polite tone throughout the letter

Make your business trip approval letter short and concise

Your letter does not have to be too wordy. Keep it short, simple and straightforward.

Proofread your letter

Before sending off your letter, make sure to reread it to check for common typing mistakes and grammatical errors. You want it to bring out your message well.

Download Free Business Trip Approval Request Letter Templates

Make use of our free, premium, customizable Business Trip Approval Request Letter Templates to help guide you and serve as a reference. Before downloading them, don’t forget to personalize them to meet your unique needs.

For managers, some requests are easier to approve than others. If you are writing a request for approval, you should consider the following best practices to ensure your requests are approved on time: • Be clear and concise. Very often, including too many details and overstating the purpose diminishes the overall impact of the letter. • Write your subject line well. Use 3-4 words that are boded to communicate the intent of the letter for easy understanding • Have your target audience in mind while writing the letter • Break up long requests into smaller and simpler sections using bullets and headers • Explain the importance of your request to the company once approved. • Show your enthusiasm for the request that is pending approval. • Gather quantitative data to back up your claim and put your best argument forward

Yes! If the thought of sending a follow-up email for a request letter after no response scares you, you should probably know that very few people, especially managers, say yes to the first ask. It is always a great idea to follow up with an email message if you don’t hear back from them.

Business trips are an important part of a business. They are also an important part of the growth of the employee and the organization. For this reason it is important that the employees be afforded the chance to go for business trips. As an employee, you need to understand how to write a persuasive business trip request letter to your employer that will convince him/her to allow you to travel. As a manager, you also need to know how to write a professional business trip approval letter and understand its importance.

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Travel Approval Email Templates

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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

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What is a business travel request form? (with free template)

What details appear on a travel request form.

• Employee name and contact information.
• The business purpose of the trip.
• Destination details.
• Departure and return dates.
• Predicted travel costs which are broken down by category. For example, airfares, other transportation, accommodation, and meal allowances.
• Notes of any visa requirements for international travel.
• Any relevant comments from the employee's manager.

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Who works on a travel request form, the employee, the first level of approval, the second level of approval, related faqs, where can i find templates for a business travel request form, why use a request form for business travel, is using employee travel request forms the most efficient way to approve corporate travel.

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Creating the perfect travel request approval process.

Sajit Chacko

Unfortunately, a persistent problem facing many with such aspirations is that they often find themselves in situations where the trips become a tiresome burden with exponentially higher costs than expected. 

Why is this, you wonder? Simply put, the chaotic, frustrating, and challenging task of working with outdated spreadsheet-based systems makes business travel nightmarish every step of the way. 

This problem is especially true for the archaic travel approval process, which makes trips unmanageable and unfeasible. We are here to tell the readers they don’t need to be.

This article will explore the travel request approval process, the challenges organizations face using older processes, and how creating a clear, automated workflow can help overcome these challenges. By the end of this article, you will understand why creating an ideal travel request approval workflow is essential to succeed in today’s competitive business environment.

What is a travel request approval process?

A travel request approval process is a series of actions that an employee or traveler follows to acquire management consent to implement a trip. 

This process typically begins with the employee filling out a travel request form outlining the trip’s details, including the destination, purpose, dates, and estimated expenses. 

The employee then forwards the request to the assigned administrative authorities and stakeholders through outdated methods of communication, such as email, for review. The review process involves managers and admins checking compliance with travel policies, estimating trip feasibility, verifying budget availability, and obtaining approvals from the other relevant organizational stakeholders. 

Based on such considerations, the request is either sanctioned or denied. Once approved, the employee can purchase flight tickets, reserve accommodations, and perform other necessary tasks to carry out the trip.

Why do you need a travel request approval workflow?

A travel request approval workflow is an excellent way to simplify the outdated, inefficient, and problematic process that most businesses continue to follow even today. A streamlined workflow ensures compliance with the corporate travel policy, improves planning efficiency, regulates costs, enhances communication, and increases security. 

Moreover, implementing one further ensures that travel expenses are quickly approved, transparent, and well-planned. 

Here are some of the real-world problems several businesses face which necessitate a systematic travel request approval workflow.

Limited control over expenses

Proper internal controls make it easier for businesses to track trip expenses, maintain compliance, and impose spending constraints. The main problem behind the manual travel request process is that it fails to establish such controls for employee expenses, causing widespread policy non-compliance and overspending. 

The situation worsens when too many stakeholders are involved in the decision-making process. When this happens, it becomes a challenge to manage or keep track of the approved expenses, often resulting in travelers exceeding their allotted budgets. 

On the other hand, a travel request approval workflow provides travelers with a framework that helps them stay compliant and within their budgetary limitations throughout the travel process. 

The ideal workflow should enhance the business’s expense controls while leaving no room for misinformation or miscommunication. Even when the business trip involves multiple travelers, an excellent workflow allows consistent policy compliance and expense transparency between the travelers and their respective departmental heads, managers, and admins.

Key information doesn’t reach the right people

When using manual systems, employees regularly encounter numerous roadblocks between them and acquiring the necessary travel permissions. This situation is especially true when requests are sent to an unnecessarily large number of stakeholders regardless of their role or relevance in the travel request process. 

There are bound to be information gaps, miscommunication, errors, and delays when this occurs. And critical information sometimes does not reach crucial decision-makers on time, considerably slowing down the process. 

Moreover, manual systems make it nearly impossible for travelers to make quick, time-sensitive decisions that could drive down trip costs. 

Instead, an automated travel request workflow system can guarantee that critical travel proposals and information is sent only to those with the utmost relevance to the nature of the proposal. 

This way, essential stakeholders are routinely kept informed and updated on the decision-making process. Such a level of transparency dramatically improves communication and reduces the risk of misunderstandings. 

By assigning priority levels to requests, you also ensure that administrators get instantly notified and attend to critical requests without delays. 

Manual processes are inefficient

Implementing and managing business trips through manual processes is a tedious task with several redundancies that causes delays and human error. 

Here, the time it takes for the itinerary, travel costs, trip expenses, and relevant justifications to be approved generally takes several days or weeks to get accepted. By this time, trip costs may dramatically escalate. 

On the other hand, an automated travel request approval workflow can significantly reduce the time to process such requests from days to mere minutes. Additionally, since the requests only reach the relevant stakeholders, there will be no misinformation and confusion, ensuring enhanced compliance. 

An added advantage to an automated travel request system is mobile functionality that allows requests to be sent directly to the mobile device of the relevant authority, along with automated expense reports. 

How to create the ideal travel request approval workflow

Let us walk through the steps you must take to create the perfect travel request approval workflow.

1. Understand what you want to achieve 

A good practice before you design a travel request approval workflow is first to analyze your current processes and the challenges you face with them. This analysis helps you identify problematic errors, redundancies, inefficiencies, and other significant issues in your workflow. 

Once you identify these issues, you will better understand what components need to be cut, reworked, excluded, and improved. This way, you can eliminate any problems disrupting your travel implementation process and feasibility. 

When you have ample information on what’s wrong, you can envision how your new travel request approval workflow should be and what it must help you achieve. 

A noteworthy recommendation is to automate, rework, and improve your existing systems rather than a complete system rehaul. Enhancing and automating existing systems facilitates familiarity, resulting in lesser adoption resistance from your employees. 

The ultimate goal should be to plan a workflow that dramatically improves time management, efficiency, transparency, and visibility when filling, submitting, and handling travel requests.

2. Consult all relevant business travel stakeholders

Manual processes generally require the proposal to be approved by administrators, managers, C-suites, finance teams, and the HR department before its implementation. Each of these departments has team members, further expanding the proposal’s organizational exposure. 

The first step to creating a workflow perfect for your unique business requirements is identifying the stakeholders relevant to the travel-decision making process. A good practice is to restrict the number of administrators charged with viewing and scrutinizing the requests and their contents to the lowest number possible. 

Modern automated systems provide stakeholders with excellent internal controls on expenses and approvals while increasing their overall visibility. In such a system, there is no need to involve more than a few stakeholders. 

The number of administrators entirely depends on the organization’s size. Smaller organizations may need lesser administrators and decision-makers involved in the travel request approval process. On the other hand, larger organizations generally have more travelers than SMEs and a higher volume of requests and expenses that require administrative attention. 

Factor in these considerations and decide the optimal number of stakeholders to review trip requests. Remember, the number should be manageable for the administrator or manager.

3. Map out the travel request approval workflow

The next stage is automating and mapping the proposals’ flow for your new travel request approval workflow. Ideally, this should involve requests to flow through stakeholders relevant to trip planning and with expertise in improving the trip’s productivity. 

This map should specify each member’s role in the newly automated process.

4. Setup a single management tool for easy access

The first thing you should do for your new workflow is to restructure your processes to eliminate redundancies from the previous systems, including redundant communication channels or any other aspect that may confuse stakeholders. 

Once you have centralized and organized your business travel approval process, you must increase the corporate travel policy’s visibility to reach all stakeholders. Doing so ensures that all employees are completely aware of the policies, procedures, rules, and limitations. 

The goal of this stage is to ensure that there are no more delays or back-and-forth communications between travel and non-travel stakeholders. A centralized travel management tool such as Tripeur can help businesses effectively achieve this quickly. 

5. Choose which line items to include

Carefully planning and detailing the workflow’s line items allows you to specify to your employees what travel details require mentioning and what is irrelevant. Such a practice guarantees uniformity between all travelers filling out and submitting requests. Everyone involved in trip planning provides managers and administrators with all the relevant details. 

Typical line items to consider in your travel request approval workflow include the trip’s purpose, assignment details, location, duration, and list of participating team members. It is also good practice to detail a breakdown of the estimated costs, including airfare, accommodations, ground transport, meals, and the overall total. 

How detailed you want these forms depend entirely on the level of granular supervision you wish to maintain. 

Specifying that your employees upload receipts online after a transaction is also essential to automate expense reconciliation. This practice eliminates needing to maintain, carry, store, and submit physical receipts. 

An automated system enables businesses to achieve this with ease. Such systems also allow companies to finetune the workflow by adding and removing fields to suit a business’s unique requirements.

6. Communicate the travel request approval process with your employees

For your new travel request approval process to work, it must first be communicated transparently to your stakeholders. Maintain a single uniform communication channel and make it the primary mode of inter-office communications. 

By doing so, you guarantee that your new travel request approval process promptly reaches all relevant parties detailing what is expected of them at every stage of the refined process.

7. Implement a travel request approval workflow and continuously tweak it

Your first attempt at creating a travel request approval workflow may not yield the best results. This is normal, as it is an iterative process with plenty of room for improvement. Perfecting your new approval process requires periodic performance reviews to spot redundancies, missing items, and other erroneous processes to improve your workflow routinely. 

Once you do this, place internal controls for stakeholders and clearly define their access levels. The goal here is to allow access to only the relevant stakeholders for every travel step of the travel process. Also, restrict access to information from stakeholders irrelevant to the approval process.

Once the controls are in place, test the approval process to identify and mitigate any lingering issues. Carefully test and monitor the new approval process for a predefined trial period till you iron out all the kinks. A good recommendation is to automate the system, which is an excellent way to increase your new system’s efficiency and speed tremendously. 

In conclusion, you should be ready to create your travel request approval workflow to improve compliance, control costs, increase efficiency & accuracy, streamline communication, and enhance security. If you need clarification on how to do this, don’t worry. 

You can consult a professional service provider that can do it for you at a fraction of what you would have to spend to implement one in-house. 

Simplify and implement the travel request approval workflow with Tripeur

Think of Tripeur’s platform as the swiss army knife of corporate travel, where every tool you need for corporate travel management is available to you within one platform. Sometimes, no amount of workforce or capital can improve an outdated and broken travel approval system. 

Instead, Tripeur and its expense module helps keeps the finance department in the loop by sending stakeholders automated expenditure alerts and reports through all stages of the travel booking experience. Our travel request approval process will ensure it keeps all relevant stakeholders informed and involved in the decision-making process, improving communication and reducing the risk of misunderstandings.

Better yet, our system supports e-receipts and automated reconciliation to help you create a seamless experience for travelers and other stakeholders. We provide you with all the tools necessary to develop a standardized process for examining if travel expenses align with its policies and regulatory requirements. 

With such a granular level of control, you will only authorize travel requests that comply with your organizational policies.

Our user-friendly software can tremendously simplify and improve your travel proposals system, where every approval will be instantaneously sent to the mobile devices of the right stakeholders. We can help you perpetually fix your corporate travel inefficiencies and simplify and implement travel request approval workflow while significantly lowering costs. 

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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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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

Reply to: "

Received message

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!

Generate a reply

Generate an outreach

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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Travel Request Form

A travel request form, abbreviated as a TRF, refers to a document containing information that a company traveller wants to communicate to their bosses to get their trip approved. Before approving your trip, your manager will need certain information. This is contained in a well-crafted travel request form.

Because of the detailed nature of a standard travel request form, it can present a significant challenge to a traveller who wants to get their trip approved fast. But with these premium-quality travel request form examples and templates, you can be through creating a neat document in just minutes. Also, you may want to check out these business trip report examples .

Travel Request Form Examples & Templates

1. travel request form sample.

Size: 230 KB

If you have an upcoming business trip then it is important that you seek approval from your supervisor. Use this template to instantly create a travel request form that is professional and error free. The form is easily customizable, and you can add your company logo and even letterhead to make it match your organization. With this template, you don’t have to stress yourself over the correct format of a standard travel request form because it takes care of the structure.

2. Blank Travel Request Form

Size: 73 KB

With this blank travel request form, your work of creating your own document is greatly simplified. This is because the template already has the structure and all you need is to indicate your purpose of travel, date, approximate costs and when you are due back among other things. The template is easy to use, can be customized and is compatible with several applications so you don’t need to use a special program for editing.

3. Guidelines for Travel Request Form

Size: 565 KB

With this Guidelines for Travel Request Form, you will learn exactly what needs to be included in a standard travel request form. The form helps you to capture every detail about your upcoming travel so that your travel request is approved. You can modify the letterhead easily and even add some fields where necessary. Because the template is compatible with several file formats, you won’t need a special program or skill to edit it. Get your copy today.

4. Travel Authorization Request Form

Size: 125 KB

Any company related travel has to be sanctioned by your boss. Before that, you must make a formal request stating the date of your travel, the purpose, duration and the total amount you will spend. To help you create a professional looking template in a flash, this template captures the most essential things that should be in a travel request form. To start creating your document, simply download the template. You will love how easy it makes your work!

5. Research Travel Request Form

Size: 19 KB

If you are doing research but lack enough money to facilitate your frequent travels, you may use this template to ask for funds. The template enables you to create a standardized travel request document quickly and in just a few steps. You can customize the template so that it fits your company’s way of how to process travel requests. Also, you can edit the template without using a special program.

6. Travel Meeting Request & Approval Form

Size: 244 KB

This travel meeting request template, you have where to enter personal data, the purpose of the travel, how long you will take and where you are going. It helps you outline the costs that your travel is likely to take so that in case you are seeking reimbursement, there won’t be a problem.  The template is available on instant download and can be accessed from anywhere you are. Click here to learn how to write medical authorization letter examples .

7. Travel Information Request Form

Size: 92 KB

Grab this travel information request form and turn it into yours in just a few simple steps. Fully customizable, this template makes it easy to update colours, add a logo, change fonts and even insert your letterhead. With this template, you have a lot of flexibility as you can submit your travel request form on your phone, computer or even tablet. This template can be downloaded easily and instantly anytime you want to make a travel request.

8. Travel Request Process Form

Size: 631 KB

Using this template, you can be done creating a great-looking travel request document in just a couple of minutes. It saves a lot of time for you, especially because you don’t need to build the document from scratch. Plus, it captures all the important elements of your upcoming travel, like date, location, duration and purpose of the travel among other things. To get started with your travel request document, just download this template today.

9. Travel Request Form in PDF

Size: 134 KB

This PDF-based travel request form offers a basic guide about how to submit a request for travel. Remember that company travels have expenditure, and therefore must be approved. The template lets you include important details like where you are going, purpose, how many days you will spend there, your expenses for the travel and any other detail.  Just download it, customize and enter the requisite information and you are good to go.

10. Travel Request Form & Financial Services

Size: 21 KB

If you want your travel request to be approved, then starting with this template puts you at a much more advantaged position. The template has been professionally designed and captures everything that your boss will ask you. Whether it’s the day of the travel, duration, purpose or where you are travelling, the template captures it here meaning you won’t leave anything out.

11. Student Travel Request Form

For students appealing to the university to fund their travel, this template is the most ideal place to start. The template is easily editable so you can put your university logo, contact details, your name and the reason for your travel. In short, use this template to capture all the travel expenses you will be incurred, as well as the lectures you plan to miss. Download it today to start off.

12. International Travel Request Form

Size: 768 KB

This template is designed for those who are seeking approval to travel overseas for business-related trips. It includes various fields like your travel destinations, duration, hotel costs, car rental costs, date and the date you are due back among other things. Download this highly customizable template today and create yours in an instant.

13. Pre Travel Request Form

Size: 102 KB

Use this travel request template to produce a detailed request for your travel. Designed for use by those who want a quick report but don’t have much time, the template is easy to edit and lets you easily insert your details and even company name. Download it today and discover how easy applying for a travel request can be.

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11 Emails You Should Be Sending To Your Travel Clients

Being an online-based travel business means that email is a crucial communication channel that connects you to your clients. When used correctly, email outreach is a tool to build business relationships, connect with clients, and market your tours and travel products. To simplify things for you, we have put together 11 important business email templates that you should be using in your travel business.

Depending on the milestone your clients are at, there are specific communications you should be sending out each step of the way. From when they book to beyond when the experience is over, sending a few strategic emails can add to a seamless booking journey and keep clients engaged with your travel business.

11 Business Email Templates To Engage Your Travel Clients

1) a welcome note.

This is an important one for setting the tone of new relationships and welcoming travelers to the family. It follows after a person sets up an account profile on your website, or subscribes to your newsletter or travel offer.

Business email templates used for welcome notes are friendly, conversational, and often automated. Include an introduction to your travel company, as well as guidance on what is going to happen next. That could be a booking confirmation once a deposit has been paid, or regular newsletters to keep everyone updated on what is happening in your company.

It should also highlight how the person can contact your team should they have any questions. Another good idea is to provide links and pointers to specific sections on your website, such as your latest tour offerings or blog post.

2) The Booking Confirmation

With any luck, this will be one of the business email templates that you use most frequently.

Once a client has booked your tour or activity and paid their deposit, this email confirms their reservation.

First off, you want to thank them for their business.

After that, confirm what it is that they have just signed up for. Highlight all the important details such as the dates, times, location, number of guests, the amount paid, cancellation policies, possible add-ons, etc.

Finally, include a welcome pack that prepares them for what is ahead. If there is any information that they need in advance to help them get organized ahead of the trip, now is the time to include it. This could be an outline of visa processing times and regulations if you are traveling internationally, or details of the required fitness level if your tour is an active one.

The purpose of this is to give your clients plenty of time to plan their lives and avoid a last-minute rush.

3) Personalized Upsell Email

Every sale you make is an opportunity to upsell or cross-sell your travel products. Even if your client did not opt for any extras at the time of booking, this might become more relevant to them a little further down the line with the deposit out of the way.

Take a look at their reservation to see how you can enhance their travel experience. From there, send a personalized email with offers that you think they would find useful or relevant for their trip.

As an example, your international clients may decide they now wish to purchase travel insurance from you after all. Alternatively, they could decide that the extra cooking and tasting class is something that they feel like doing.

4) Travel Dossier and Itinerary

As soon as your clients pay the full balance due for their tour or activity, it is time to send a dossier and itinerary.

This is a detailed document that provides them with all the necessary information before the experience takes place. It is usually most useful just before they leave on the journey as it includes things like packing tips, meeting and departure points, emergency contacts, weather forecasts, etc.

5) Newsletters

Newsletters are business email templates used to engage potential, current, and repeat clients . Use this newsy email to curate and share some of the latest industry news, your amazing promotions, or recently published blog posts among other things.

The idea is to keep the people who have signed up, engaged and aware of what is happening with your business and the industry that they are interested in. While they may not be ready to make a purchase, regularly providing them with useful information and sending them back to your website will keep your travel business fresh in their minds.

• Encourage people to share your email newsletter or send it to a friend if they have found it useful
• Be consistent – decide whether you want to send this weekly, fortnightly, or even monthly
• Include an unsubscribe or manage preferences link to your newsletter. Not everyone will be a repeat client and the last thing you want to do is unintentionally spam them

6) Latest Travel Offers

While this can go out in your newsletter, initially, it is more beneficial to send a separate email containing the details of your newest travel offers, tours, activities, or retreats.

With just the information related to new products included, you can place a greater focus on the fabulous new experiences you have on offer. It is a means to update your clients and potentially get new sales.

Your latest offers can always be marketed as:

• Seasonal: Summer Sale, Early Bird Deals, Spring Break Offer, etc.
• Date-specific: Valentine’s Getaway Sale, Cyber Monday, Black Friday Deals, etc.
• Limited-time: Flash Sale, Last available spaces, End-of-summer Sale, etc.

And so much more! Put your creativity to the test and make sure to put out offers that resonate with your customers. Also, if you’re adding conditions like a “ valid through” disclaimer, make sure you send these emails out with enough time for your clients to make a decision and plan ahead.

7) Personalized Emails

Personalized emails let your clients know that you value them. It can be as simple as offering them a free activity or discount code on their birthday, or reminding them of the great time they had on the anniversary of the first tour booked with you.

Going the extra mile to create a one-on-one connection can prove to be a valuable reminder of your travel business.

You can also tie these personalized emails to referral programs. Make your clients feel special and offer them a personalized promo code for them to share with friends and family.

8) Post-Trip Thank You

Sending an email to your clients post-trip to say thank you does two things.

First, it means you end off on a good note, which can help to keep communication lines open in the future. The post-trip email speaks volumes about how much you care for your customers and establish a long-term relationship with them that will result in more business for you. Even if they may not be the ones traveling next time, maybe a referral they made based on their good impression is. 

Second, it gives you a chance to ask them to leave a review of the experience they just had. Building a strong review profile is a great marketing tool for your travel business, and happy clients fresh off your tour will be eager to share their thoughts on it with their peers if asked to do so.

9) PR Pitch Email

If your travel company is doing something cool, embarking on a sustainability campaign, launching an internship program, etc. spread the word! Whether you have a PR professional within your team or you are a great communicator, public relations are very important for your brand.

PR pitch emails are outreach efforts directed toward news outlets, bloggers, journalists, or public figures to showcase the value of a story/initiative and why it should be addressed. To define who to write to, you need to deeply understand your target audience and customer profiles: what information they consume, where they get it from, and what will resonate with them and enhance your brand’s core values. 

These emails need to be short and sweet, unambiguous and concise. Nevertheless, the most crucial part of the email is definitely the subject line. Many journalists, media outlets, and public figures receive hundreds of emails per day, so it’s not uncommon for them to just skim through their inboxes and click on the most relevant subject lines they encounter. A great tip for this can be adding “PR Pitch” to the beginning of the email and then typing in the specifics. 

10) New Product Launch Email

Emails will always be an excellent way to spread the news with your existing client base whenever you want to promote a new tour, retreat, or trip planned. Showcasing new offers and experiences to people that have already traveled with you and know the quality of your products is an effective way to re-engage and drive more repeat business.

A new product launch email should always showcase the value of the experience and what makes it different from your competitors and your existing tour catalog. If you have the chance to make it more visual and inspirational than informative, that will add a lot to the email and the engagement it’ll generate with your customers. 

Remember that the email should serve as a quick and attractive overview of your product rather than a complete description. The goal of these emails is to get your contacts to click on links to your website that contain more information about the tour or have them reply with inquiries. 

11) Re-engagement Email

Re-engagement or re-marketing emails are the best way to “wake up” contacts that haven’t interacted with your business in a while. Engaging with these contact lists is vital for your business because the more active and engaged users your have (translated into email open rates, click rates, and overall interaction) the more positive signals will internet service providers receive, keeping your emails out of the much-dreaded spam lists.

Re-engagement emails need to offer an incentive or great information to gain your recipient’s interest again. You can tailor your email’s content based on what list of contacts you’re targeting. Here are some of the options you can use:

• Contacts that requested information and never replied to your message
• Contacts that couldn’t travel with you because of budget reasons
• Contacts who couldn’t travel with you because of availability
• Contacts that traveled with you in the past and didn’t book again

The key here is to understand why they became disengaged in the first place and try to target that pain point in your email. If the reason was budget, you could try offering a discount for their next trip. If the issue was the lack of availability, you can offer early booking access. For contacts that you never heard of again, there are a thousand possibilities! You can try showcasing what makes your travel company unique or share different options for the tour they originally requested.

For these emails, as well as in the newsletter, it’s important to offer your contact the option to unsubscribe to maintain a healthy contact list.

Final Thoughts

Some parting advice – put yourself on the receiving end. Are your emails adding value, or are they overly promotional, too frequent, not relevant? Use these business email templates wisely to maximize your connection with travelers, and optimize their experience with your company.

Email is not going away, every year it grows stronger! So you need to step up your game in order to win the engagement race in a sea of crowded inboxes. Always make sure you understand your audience, their interests, needs, and formats, to keep a healthy and engaged contact list that’s ready to convert or become your brand’s top ambassador.

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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 Traveller

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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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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18 Best Email Templates To Use If You Have A Travel Agency [2024]

If you run a travel agency, you probably rely on email quite a bit to communicate with your clients.

As a travel agent, your day-to-day is filled with quote requests, itineraries, planning, customer service, and much more. Having email templates on hand is a great way to maximize your productivity while still ensuring you are taking care of your customers.

Here are 18 free templates you can use for your travel agency.

The Early-Bird Email Template (Off-Season Business)

title=Special Early-Bird Pricing for [[Month or Year]] Hi [[Contact Name]],

It’s not too early to sign up for your [[Year]] [[service offered]]!

Get discounted early-bird pricing by calling us today at [[Contact number]]. Early-bird pricing applies to services booked through [[date]].

Terms and conditions apply [[link to details page on website]].

We look forward to being of service to you in [[Year]]!

[[Agency Name]]

Received Inquiry Confirmation Email Template

title=We received your inquiry! Hello [[Name]],

Thank you for reaching us. We are already working on your inquiry. And will get back to you within [[days/hours]].

In the meantime, feel free to check our FAQ section [[put the link]].

Thank you for your patience,

Learn more about starting a travel agent :

Where to start?

-> How much does it cost to start a travel agent? -> Pros and cons of a travel agent

Need inspiration?

-> Other travel agent success stories -> Examples of established travel agent

Other resources

-> Profitability of a travel agent

Promotional for a Free Travel Package Email Template

title=All-Expense paid trip to [[Location]], Why Not? Dear [[Recipient's Name]],

Wouldn't you love to go on an all-expense-paid trip to [[Location]] where you could soak in all the beautiful beaches and quaint medieval towns?

Or what about an all-expense-paid trip to [[Location]] where you could take walks in world-famous galleries and take pictures in one of their treasure-filled churches?

Now is your chance!

[[your agency name]] is awarding one of these two trips to a lucky customer. All you need to do is fill out the survey we have enclosed and send it back to us before the 25th of November. We will then add your name to an electronic database that will be used to draw the lucky winner on the [[date]]!

The winner will be receiving a free vacation package for one of the two destinations mentioned above. This prize will cover airfare, accommodations, and will also include a check for $10,000 as pocket money!

So, fill out the survey now! It will only take about ten minutes of your time but will give you a chance to go on a 3-day long vacation! Thank you and good luck!

[Agency Name]]

Travel and Services Sales Email Template

title=We've got something to offer! Dear [[Prospect's Name]],

Planning the perfect vacation means having all the right information. [[Name of your Agency]] is here to help you out with that.

We can give you everything you need to know to plan your trip, including lists of hotels, tour guides, tour packages, and so much more. We can even arrange the details according to the specifics you need.

All you have to do is get in touch with one of our travel agents, either by email or telephone. Call us at [[your agency number]] or send an email inquiry to [[agency email]].

Let us help you plan for an ultimate getaway. Get in touch with us today!

[[Sender's Name]]

Referral Request Email Template

title=Request for a potential referral Hi [[Contact Name]],

I first want to thank you again for choosing us for your [[service type]] needs. We’re so glad that we’ve been able to exceed your expectations.

And, in fact, I’m reaching out because I was wondering if you would be willing to vouch for us to a potential prospect we’ve been in contact with. All we need from you is to complete the [[form, survey, attached document, etc.]] and return it to us.

We would really appreciate the help if you have the time, but totally understand if not. Either way, we look forward to doing more travel and vacation plans work for you.

[[Agency name]]

Survey Feedback Request Email Template

title=Tell us how we’re doing in a brief survey Dear [[Contact Name]],

As one of our preferred customers, your feedback is of the utmost importance to [[your agency name]]. We are constantly striving to provide the ideal experience for our customers, and your input helps us to define that experience. That being said, if you could take a minute to post a review on [[review platform]], we would so appreciate it.

We hope to see you again soon!

Best regards,

Thank You Email Template

title=Hi [[Client Name]], thank you for booking your tour activity with us! Hello [[Client Name]],

We are so happy you were a part of our [[experience]] in [[location]].

We hope you enjoyed learning about the history of the city and got some great snaps of our unique architecture.

You’ll find a photo of you and the entire tour group enclosed in this message. If you want to see more pictures of you and the group, you can find them on our Facebook page. We would love it if you share or tag us in some of your photos, too!

Thanks again for booking with us and we hope you’ll visit us again!

[[Your name]]

Travel Agency Introduction to Client Email Template

title=Planning a summer holiday? Hi [[Contact Name]],

We are very enthusiastic to present our travel agency, [[agency name]]. Our well-established travel agency has been in the industry for more than twelve years. We are experts in every minor detail of this business and have been recognized by many people within these years. Our firm has familiarized the difficulty and aggravations of attaining visas and passports. So here we are, to deliver you the tension-free foldaway.

No matter whether you want to travel national or international, we offer the best class service for you. We provide our clients with the best sightseer & recreational spots and finest guesthouses at economic prices. Our services are prompt and way more competent.

People having traveling experience with us, are evidence of our exceedingly efficient and advanced services. They have submitted their high-quality experience of traveling with our company on our website. If you are fascinated with it and want to have you share, kindly let us know & we will shortly reach you.

We label ourselves as leading, innovative, and highly efficient and look forward to demonstrating these qualities at the earliest possible chance.

Thank you for your consideration.

[[Agency Contact No]]

[[Agency Email Address]]

[[Agency Website]]

Letter for Change of Address Email Template

title=Change of Address Dear Clients,

Hope this letter finds you in the best of your spirits. This letter is to inform you about the change in our address.

We have shifted our business location from [[old address] to [new address].

Kindly make sure to communicate at this new address for a proper response, and customer care.

Thanks, and Best Regards,

[[Company Name]]

[[Company Contact No]]

[[Company Email]]

[[Company Website]]

Travel Agent Introduction Email Template

title= Are you ready to getaway? Hi [[Contact Name]],

I, [[Agent Name]] will be serving you as your travel agent. I would like to thank you for choosing my travel agency, [[Agency Name]] for planning your vacation. I will make sure that you have the best value for your money through my services.

I have been working in this field for 10 years. Therefore, you can completely rely on me when it comes to experience and knowledge. I shall consider your requirements and budget to plan a very well-organized, comfortable, and fun trip for you and your family.

Kindly give me a call this week in your spare time and let me know when we can arrange a meeting. I would like to discuss your requirements and my recommendations so that I can plan a customized trip.

Looking forward to your call.

[[Agent Name]]

Travel Follow Up Marketing Letter to Loyal Customers

title=A good deal is always good news Dear [[Recipients Name]],

We appreciate that you have been such a loyal patron of [[Agency Name]].

For this upcoming summer, we would like to ask for your help. We have just finished the creation of several summer tour packages and would like you to refer some of your colleagues, members of your family, or friends who may be interested. We'd like to send them some brochures and put them on our mailing list so that we can give them the necessary updates.

We would be more than happy to provide you with compensation for your assistance. Thus, we guarantee you that for every referral that you give us, we'll be taking off 10% on your next tour or booking with us! Imagine how few names it would take for you to avail of a free trip from [[Agency Name]]!

You can send us your referrals by filling out the form we have enclosed.

We are very excited to hear back from you. If you have any further questions about our Referral Program, please don't hesitate to give us a call at [[agency number]].

Thank you very much!

[[Senders Name]]

Reservation Receipt Email Template

title=Reservation Receipt Email From [[your agency name]] Hi [[Client Name]],

Your reservation request for [[Hotel Destination]] has been submitted. We want to be clear that this is not a confirmed reservation. Not yet, at least.

Your potential host, [[Hotel Name]], has 24 hours to respond to your request, but most of our hosts reply more quickly than that! Once [[Hotel Name]] accepts or declines your reservation, we'll let you know.

We have authorized your payment method for [[Amount]], the full amount of the reservation. If your request is declined or expires, you will not be charged.

[[photo of the booking information]]

Reservation Confirmation Email Template

title=Confirmation of Reservation for [[Client Name]] Hi [[Client Name]],

This is the confirmation mail of the reservation of the [[Hotel Name]] in [[Location]]. Please go through the flight and accommodation details so that if there is any mistake it can be rectified at the right time.

As per your request, we have booked [[how many]] air tickets in the business class with [[Airline]]. The booking is made in the name of [[Bookers' Names]] with the age [[their ages]] years respectively. The tickets are for date [[Date]] from [[Location]] to [[Destination]]. Your accommodation reservation is done at the [[Hotel]] located at a [[exact location from the airport]]. You are confirmed for a stay of [[number]] days and [[number]] nights, from [[Date]] to [[Date and Year]]. The hotel rooms have spacious balconies with beach views.

I want to make clear that if you want any kind of change in the reservation then please inform within 24 hours of this confirmation letter after which any request won’t be entertained. Rest we assure you that you won’t face any problems with the proposed trip.

Thanks and Have a Good Day!

Follow Up Sales After Promo Introduction Email Template

title=Special promo just for you! Dear [[Recipients Name]],

During the last week of [[Month]], we sent you a brochure of our new products. Since we have already established a good long-time working relationship, we gave you a special promo for the month of [[Month]] to order them at discounted rates. [[Month]] is about to end soon and so is the promo yet we still did not hear anything from you. You are probably busy and might have overlooked our special offer for you.

From our years of working with each other, we have known you to be a man who greatly values customer satisfaction. You have always wanted to provide your customers with great products. If you would just take the time to peruse the brochure, you might find some things that would interest you.

If you decide to order now, we can give you a 15% off on the total amount of your purchase on top of the 10% on the individual product rates. So hurry and make your order before the promo period ends!

Travel Agency Business Proposal Letter

title=Collaboration request from [[Agency Name]] Dear [[newspaper owner]],

This is the very first collaboration I am making with you. I would like straightly to come to the point; we are a fresh travel organization firm positioned in the city. We are offering some prodigious travel packages for the new year. The strategies and packages are for both coast-to-coast and global visits. We are proposing incredible concession plans for populate in the city.

Your newspaper is widespread in the realm and masses read it regularly. It would be an honor to work with your organization to make known my concern to the people. Our commercial policy spins around the requirement to deliver class service to our customers.

We are completely focusing on the process of entirely nourishing their desires. This is going to get started through the enrolment of a specialized squad. We are also working hard on the delivery of better quality conventional plan travel packages, meeting & fulfilling the customer’s essential wants.

The company as well anticipates having brochures in unique designs. We also intend to have other marketing material that will empower regulars to know about the benefits of availing these services & to understand the categories of facilities we propose.

I have hemmed in the rate graph along with the letter to make it easy for you to create an eye-catching ad for us.

For additional figures or interrogations, you are welcome to communicate with me by phone [[ agency contact number]] or email [[agency email]].

Vacation Package Offering Email Template

title=Vacation made possible with [[Agency Name]] Dear [[Recipient's Name]],

How would you like to visit the beautiful country of [[Location]] to experience their fantastic food, inspiring culture, and incredible scenery for [[how many days and nights]]?

How would you like to stay at one of the top hotels in [[Location]] while you're there?

How would you like to pay just [[amount]] for all of that?

This vacation is all now a possibility with [[your agency name]]! We'll provide you with flight transfers, and accommodations for just [[amount]]! Just think about what that means regarding your potential savings!

This proposal is no joke. We are dead serious about the offer that we're making. All you need to do is give our customer hotline a call at [[contact number]] before the [[date]]. You do have to be of legal age, however, to avail of this offer.

Don't delay any further. Call us today so we can start planning your fabulous vacation. We hope to talk to you soon!

Trip Sales Email Template Sample

title=Don't miss this out! Dear [[Contact Name]],

I am pleased you selected [[Agency Name]] for your upcoming vacation in Italy. Our company offers the best packages for hassle-free vacations at the most reasonable prices. Italy is a place brimming with glorious places and splendid scenes. Cities like Venice and Florence are an exquisite blend of nature as well as classical craftsmanship. Our ten-day tour to Italy is devised to give our customers the finest taste of the picturesque cities and their rich cultural heritage. In this one-of-a-kind trip to Italy, you will experience a myriad of wonders; splendid countrysides and wines of Tuscany, the eternal city of Rome, private gondola ride in Italy’s famed Venice, boat ride to the surrounding islands, and Micheanglo’s legendary David, a masterpiece from the Renaissance Era.

The destinations included in the trip are Rome, Florence, Tuscany, and Venice; also known as the Jewels of Italy. The transportation for moving within the cities will also be included in the package. In addition, we will also provide you with an English-speaking tour guide to help you explore Italy and make the most of your trip.

Our standard prices start off from $5,500 per person for our Economy Package; the accommodation for this package is in a three-star hotel, such as the Hotel Al Paive. The Star Package costs $8000 per person, with accommodation in a four-star hotel such as the Hotel Berchielli. Our Deluxe Package costs $11,000 per person with accommodation in a five-star hotel, such as the Ritz-Carlton. These prices are exclusive of airfare. The prices may also vary depending on the type of transportation you want to choose; for instance, public bus, subway, taxi, or a private car. The current price is quoted for a private car.

Also, as the summers are approaching, the prices in the travel market is peaking due to the rush-season; yet, we are offering a special discount up to 10% until the first week of June. I would highly advise you to make your bookings with us as soon as possible, as the current prices are likely to go up several thousands of dollars in the coming weeks.

Your inclination to choose our company for your trip reflects astuteness; since Gleaming Horizons Travel Agency is a well-reputed company working relentlessly to provide luxurious vacations for couples and families for over a decade. We will ensure that you have a smooth trip without any complications and that you bring back many perfect memories.

Please do not hesitate to place your order right away. As mentioned earlier, the discounted prices are only available for six more days; i.e. the first week of June. You may inquire with other travel agencies if you wish. I guarantee you will find our company’s prices are the lowest for the caliber of quality we are providing for all our services.

To book your trip, please email us at [email protected] with detailed information about the number of people traveling, names of the individuals as mentioned in the passports, and your selected package; i.e Economy Package, Star Package, or Deluxe Package. Or call at our booking office – UAN: 800-111-22-33.

Looking forward to hearing from you.

Yours Sincerely, [[Name]] [[Ageny Name]]

Needy Customers Response Email Template

title=Regarding your queries, [[Mr./Ms. Name]], Hi [[customer name]],

Thanks for reaching out to us with your queries. We would love to solve your issue and we think phone calls are the best way to go about it.

Would you love to get on a call with us to discuss this? Please do get back to us with your available timings and kindly leave a number so that we can call.

We look forward to taking care of your issues. Thanks for choosing us.

[[Agency Contact No.]]

25 Travel Agency Email Subject Lines You Can Use

Here's a list of 25 popular email subject lines you can use for your Travel Agency

• Sure, it's possible to land a cheap flight. Let us help you
• Hey! Look at this! It's a vacation deal!
• You deserve the trip of a lifetime.
• Planning Your Mini-Vacay?
• Need a last-minute flight?
• Are you curious about our personalized service?
• You're going to love this… Now you can escape to over 500 destinations
• Are you getting enough sunshine this summer?
• Check out 50% Off Call of the Wild at Super Summer Sale
• What location is perfect for your next escape?
• Let me help you find a vacation you'll never forget!
• The Perfect Destination For Birthday Getaway
• Need help planning your next vacation?
• Are you a travel addict?
• Hello traveler, you have found a treasure! Let us show you
• Book your flight now and get thousands of miles bonus!
• Your dream vacation is only a click away
• Your summer vacation is about to get interesting
• Forget the stress of travel.
• Your destination is waiting
• You don't want to miss out on these deals
• You've got the plan. We've got the room. It's all
• Where would you like to go?
• Travel hasn't been the same without you!
• How you can win the ultimate travel experience

Below we detail the most common questions as it relates to Travel Agency for email.

How to market a travel agency?

• Add variety to your social media posts.
• Send direct mail to your clients.
• Practice your 30-second commercial.

How to become a travel agent?

• Focus on a specialty.
• Develop and market your brand.
• Create a business plan.

How is email marketing used in the travel industry?

• Attract and retain new customers.
• Convince people to take a trip even if they weren’t planning to.
• Give customers a way to connect with your travel business on social media and develop a better relationship.

There we have it: some smashing email templates for your viewing pleasure. Emails are a way of strengthening your connection with your customers. The templates and emails above can guide you through the process of building trust and rapport with your customers and prospects.

We hope you have found them helpful and get plenty of inspiration for your email marketing campaigns.

• 30 Trending Travel Agency Businesses [2024] 1 of 5
• 39 Pros & Cons Of Starting A Travel Agent (2024) 2 of 5
• 10 Travel Agency Success Stories [2024] 3 of 5
• How Profitable Is A Travel Agent? (Updated for 2024) 4 of 5
• How Much Does It Cost To Become A Travel Agent? (In 2024) 5 of 5

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21 Vacation Request Email Samples

It’s crucial to take vacations to maintain a healthy work-life balance, but asking for time off from your employer can be challenging. It’s crucial to be precise, succinct, and formal when writing a holiday request email. We’ll give you a sample holiday request email in this blog post that you may modify to meet your unique requirements. This list of Vacation request email sample templates will assist you in getting started, whether you’re asking for time off for a family event, a personal concern, or simply to take a break.

6 Holiday Request Email Templates 

Template 1: Vacation Request Email Template Subject: Request for Vacation Leave

Dear [Manager’s Name],

I would like to request vacation leave from [start date] to [end date]. During my absence, I will ensure that all my work is completed before I leave and that my colleagues have access to any necessary files or information.

I would be happy to discuss my workload and ensure that it is covered while I am away. Please let me know if there are any concerns or questions you may have.

Thank you for your consideration.

Sincerely, [Your Name]

Template 2: Sick Leave Request Email Template Subject: Request for Sick Leave

I am writing to request sick leave from [start date] to [end date]. I have been experiencing [symptoms] and need time to recover.

I will make sure that my work is adequately managed while I am away and that my colleagues have access to any pertinent files or information. Furthermore, I will keep you updated on my status and any changes about my return.

Thank you for your understanding.

Template 3: Emergency Leave Request Email Template Subject: Request for Emergency Leave

I am writing to request emergency leave due to [reason]. I need to take time off from work starting from [start date] to [end date].

I  would be more than happy to discuss my workload and ensure that it is properly handled. Please let me know if there is anything I can do to assist you.

Template 4: Personal Leave Request Email Template Subject: Request for Personal Leave

I am writing to request personal leave from work starting from [start date] to [end date]. During my absence, I will make sure that all my work is completed before I leave and that my colleagues have access to any necessary files or information.

I am open to discussing my responsibilities and ensuring that they are addressed while I am absent. Please feel free to reach out if you have any concerns or inquiries.

Template 5: Bereavement Leave Request Email Template Subject: Request for Bereavement Leave

I am writing to request bereavement leave due to the loss of [relative’s name]. I need to take time off from work starting from [start date] to [end date].

During my absence, I will take measures to guarantee that my work is handled appropriately and that my coworkers can retrieve any crucial information they require. Moreover, I will keep you informed about my progress and any new developments regarding my return.

Template 6: Vacation to Travel Request Email Template

Subject: Request for Vacation Time

I hope this email finds you well. I am writing to request vacation time from [start date] to [end date] for travel.  Since [period] I’ve worked for the company, as you are aware, and I haven’t taken any holiday time this year.

I’ve taken all the required steps to ensure that my work will be done while I’m away. All open projects will be finished by myself, and as needed, I will assign tasks to my coworkers. I’ve also let my staff know I’ll be gone and given them the documents and material they need for a seamless transition.

I intend to visit [location] over my holiday to learn more about the people and things to do there. I am confident that this trip will enhance my personal development and general well-being, which will ultimately enhance my professional performance when I return.

Best regards,

15 Vacation request email samples

• I hope this email finds you well. I am writing to request a vacation day on [Date]. I have been working hard and I think a day off will help me recharge and come back more productive. Thank you for your consideration.
• I hope this email finds you in good health. I would like to request a vacation day on [Date] to attend a family event . I will make sure to complete all of my work before I leave and will be available by phone or email in case of any emergencies. Thank you for understanding.
• I would like to request a vacation day on [Date] to celebrate my anniversary with my spouse. I have completed all my work and have made arrangements with my colleagues to cover any necessary tasks during my absence. Thank you for your understanding.
• I am writing to request a vacation day on [Date] to attend a friend’s wedding out of town. I have already discussed this with my team and made arrangements to ensure that my work will not be interrupted during my absence. Thank you for your consideration.
• I hope this email finds you well. I would like to request a vacation day on [Date] to attend an important parent meeting at my son’s school. I will make sure to complete all my work before I leave and will be available by phone or email in case of any emergencies. Thank you for your understanding.
• I am writing to request a vacation day on [Date] to attend a doctor’s appointment . I have already scheduled this appointment outside of work hours, but I would appreciate the day off to ensure that I can attend to my health needs. Thank you for your understanding.
• I hope this email finds you well. I would like to request a vacation day on [Date] to celebrate a religious holiday with my family. I have already discussed this with my team and made arrangements to ensure that my work will not be interrupted during my absence. Thank you for your consideration.
• I am writing to request a vacation day on [Date] to attend a concert that I have been looking forward to. I will make sure to complete all my work beforehand and will be available by phone or email in case of any emergencies. Thank you for your understanding.
• I would like to request a vacation day on [Date] to take a much-needed break and spend time with my family. I have already arranged for my colleagues to cover any necessary tasks during my absence. Thank you for your consideration.
• I hope this email finds you well. I would like to request a vacation day on [Date] to attend a symposium I am interested in. I promise to make up for the lost time and complete all my work before I leave. Thank you for your understanding.
• I am writing to request a vacation day on [Date] to c elebrate an important event with my family. I will make sure to complete all my work beforehand and will be available by phone or email in case of any emergencies. Thank you for your understanding.
• I would like to request a vacation day on [Date] to attend a professional development conference. I believe this will help me become a better employee and contribute more to the company in the long run. Thank you for your consideration.
• hope this email finds you well. I would like to request a vacation day on [Date] to t ake care of some personal matters. I will make sure to complete all my work beforehand and will be available by phone or email in case of any emergencies. Thank you for your understanding.
• I am writing to request a vacation day on [Date]. I plan to take a short trip . I will make sure to complete all my work beforehand and will be available by phone or email in case of any emergencies. Thank you for your understanding.
• I would like to request a vacation day on [Date] t o volunteer at a local charity event . I believe this will help me give back to the community and make a positive impact. Thanks.

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