Travel request form
A business travel request with destination, dates, purpose, estimated costs and approval boxes.
- ๐บ๐ธ US format ยท Letter size
- Free
This is a sample form. Check that the terms and pay match federal and state labor rules and your company policy.
Fill in what you need. The preview updates as you type.
What you type is not saved on our server.
Your company policy comes first
Time off, leave and travel approvals follow your employee handbook and your state's rules. If your employer has its own form, use that one. This template is a quick way to draft the same information and is not legal advice.
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Travel Request
| Manager | Human Resources |
| Employee | Jordan Lee | Department | Marketing, Associate |
|---|---|---|---|
| Employee ID | EMP-0231 | Date | October 5, 2026 |
| Destination | San Francisco, CA (Moscone Center and the Northwind office) | ||
| Travel dates | November 9, 2026 to November 11, 2026 (3 days, 2 nights) | ||
| Purpose of travel | Staff the Acme booth at the Northwind Partner Summit and meet two prospective resellers on the last day. | ||
| Traveling with | Sam Park, Sales | Mode of travel | Flight, round trip from Austin |
| Backup contact | Sam Park, Marketing | ||
| Category | Basis of estimate | Estimated cost |
|---|---|---|
| Airfare | AUS to SFO round trip, 2 travelers | $860.00 |
| Lodging | 2 nights at $219, 2 rooms | $876.00 |
| Meals | $74 per day, 3 days, 2 travelers | $444.00 |
| Ground transportation | Airport rides and rideshare | $120.00 |
| Other | Booth supplies shipping | $95.00 |
| Total | $2, | |
I request approval for the travel described above and will submit receipts with an expense report after the trip. October 5, 2026 Employee signature: Jordan Lee To: Human Resources |
How to use it
Type where you are going and the departure and return dates, and the form adds the trip length. Keep the purpose to one or two sentences about who you will meet and why. Add anyone traveling with you so one request covers the group.
The cost table starts with five categories: airfare, lodging, meals, ground transportation and other. Put the basis of each estimate next to the amount (nights times rate, per diem times days) and the total adds up for you. Delete a line you do not need.
Things to watch
Per diem rates, hotel caps and which class of airfare you may book come from your company's travel policy. If an estimate is over the cap, say why in the basis column. Keep receipts during the trip; the expense report after you return is where actual costs are settled.
Calculators that go with this
Frequently asked questions
What is the difference between a travel request and an expense report?
The travel request asks for approval before the trip and estimates the cost. The expense report, filed after you return, lists what you actually spent with receipts.
Where do the meal amounts come from?
Many companies use the federal GSA per diem rate for the city you visit; others reimburse actual meals up to a cap. Type whichever your policy uses and name it in the basis column.
How many sign-off boxes do I need?
Match your company's approval chain. A small team often uses one box for the manager. Larger companies add Reviewed by and Approved by. Pick None if approvals happen by email and you only need the body of the form.
Is what I type saved anywhere?
No. Everything stays in your browser and nothing is sent to our server. If you refresh the page it is gone, so print, save a PDF or download the DOCX when you are done.