Travel request form template

About this travel request form

A travel request form gets a business trip approved before money is spent: why the trip is needed, where and when, how the person will travel and stay, what it will cost and whether they need an advance. Finance and managers can see the full cost up front instead of discovering it on the expense claim.

After the trip, claim the actual costs with the expense reimbursement form, attaching receipts.

What’s on the travel request form

The template has 5 sections and 19 questions. Every one can be renamed, moved or deleted.

• Traveller: Name; Employee ID; Department; Phone
• Trip details: Purpose of travel; Destination(s); Departure date; Return date; Travel by (tick all that apply: Air, Train, Bus, Company car, Own vehicle, Taxi); Accommodation needed? (yes or no); Hotel or area preferred
• Estimated costs: Costs table (Item, Details, Estimated amount); Total estimate; Advance required
• Request signed by: Traveller signature with date
• Approval: Decision (choose one: Approved, Approved with changes, Not approved); Comments; Manager name; Manager signature with date

Tips

• Ask for approval before booking; many travel policies won’t refund unapproved bookings.
• Include visa, insurance and local transport in the estimate, not just flights and hotels.
• For a personal itinerary, the travel planner printable is handier.

Four ways to save it

A fillable PDF has typing boxes, tick boxes and choices built in. A printable PDF gives clean boxes and writing lines for pen and paper. The Word file can be edited further, and the HTML code adds the same questions to a website. Browse more form templates, or design a completely different layout in the custom form builder.