Trip report template
A business trip report with itinerary, meetings held, outcomes, expenses and follow-ups.
- 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.
Expense rules come from your travel policy
The expense table adds what you type and shows a total. Per diem rates, hotel caps and what needs a receipt come from your company policy, so settle the trip on the expense report with receipts attached.
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Trip Report
| Manager | Finance |
| Travelers (2) | Jordan Lee, Sam Park, Sales |
|---|---|
| Dates | November 9, 2026 to November 11, 2026 (3 days, 2 nights) |
| Destination | San Francisco, CA (Northwind Partner Summit, Moscone Center) |
| Purpose | Staff the Acme booth and meet prospective resellers |
| Outcomes | - Five reseller meetings; two asked for pricing by November 20. - Two competitors showed products in the same price range, so the Q1 price list needs another look. - Northwind agreed to a 100-unit pilot order in December. |
1. Itinerary
| Date | Place | What happened |
|---|---|---|
| 11/9 | Moscone Center | Booth setup, summit day 1, 38 leads scanned |
| 11/10 | Moscone Center | Summit day 2, five reseller meetings (notes attached) |
| 11/11 | Northwind office | Contract terms discussed with Northwind, flight home |
2. Expenses
| Category | Detail | Amount |
|---|---|---|
| Airfare | AUS to SFO round trip, 2 travelers | $842.40 |
| Lodging | 2 nights, 2 rooms | $876.00 |
| Meals | 3 days, 2 travelers | $412.75 |
| Ground transportation | Airport rides and rideshare | $118.60 |
| Total | $2, | |
3. Follow-ups
| Action item | Owner | Due |
|---|---|---|
| Send reseller pricing | Jordan | 11/20 |
| Draft the Northwind pilot order | Sam | 11/25 |
| Summarize competitor pricing for the product team | Jordan | 11/18 |
Attachments: Meeting notes (5), lead list export, 9 receipts
November 13, 2026
Submitted by: Jordan Lee
How to use it
A trip report answers three questions on one page: why you went, what came out of it, and what it cost. Type the dates and the form adds the trip length. The itinerary takes one line per entry as date | place | what happened and turns into a table.
Write outcomes as short lines: who you met, what was agreed, what changed. Follow-ups go in as task | owner | due so the next steps have names and dates. Expenses are typed by category and totaled; list the receipts in the attachments line so Finance can match them.
Things to watch
The report is not the expense claim. Per diem, caps and receipt rules come from your travel policy, so file the expense report separately. Keep personal contact details of the people you met out of the report; they belong in your CRM.
Calculators that go with this
Frequently asked questions
How is this different from the travel request?
The travel request asks for approval before the trip with estimated costs. The trip report comes after, with what happened and what was spent.
Several of us traveled together.
Type all names separated by commas in the travelers box. The count shows next to the label and the first name goes on the signature line.
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.