Request Letter for Approval of Travel Expenses

Sample Letter -1

Subject: Approval of payment of travel expenses

Dear Sir, I am Anderson, working as an Assistant Manager in your company for the last five years. I am writing you this letter in order to bring to your attention a trip on behalf of the company as its representative. Since it was a paid tour, I am therefore seeking approval for its expenses incurred throughout the course of traveling.

As per company rules, after the completion of five years of service, I was sent to Europe for getting management training in [XYZ] institute. In compliance with your order, I made a visit to Europe for the said purpose in the above-mentioned institute. I had to make a visit by air and then through the metro train to travel intracity.  

With this letter, I am enclosing scanned images of all the relevant documents including travel tickets and hotel receipts which are indicating my travel expenses for air and metro bus.

Therefore, as per existing policies regarding approval of travel expenses and after fulfilling all the concerned formalities, I hereby forward my formal request to you to recommend my application for approval of travel expenses to the head office.

It will be a great virtue from your side if all the expenses would be adjusted with the next month’s salary.

Thanking you in anticipation.

Yours truly,

Size: 22 KB Word .doc File 2003 & later


Sample Letter -2

Subject: Requesting approval of travel expenses

Dear Sir,

I hope you will be doing well. I would like to thank you for selecting me as your company’s representative and thereby giving me a unique opportunity to attend the seminar and international conference arranged by the Michigan Institute of Management Sciences. I traveled along with two other officials of the company for the same purpose.

I want to mention here that all the expenses incurred throughout the course of traveling including air tickets, metro bus tickets, hotel reservations, etc. were spent by me.

Saying you thanks I want to inform you that it was a paid tour because I represented my company as its official. Then, you had promised me that all the expenses incurred during traveling would be reimbursed once I come back and join the office.

It has been a week since I joined my office but sorry to say, the company has taken no step to approve and reimburse my travel expenses. Therefore, it is my humble request to you that please recommend my application for approval of my travel expenses and at the same time, you are also requested to direct the finance department so that they would take necessary steps in this regard.

As proof, I have attached copies of air tickets, receipts of metro bus fare, and hotel reservation charges along with this letter to fulfill all formalities.

Waiting for a positive response from your side, I hope you will consider my request. And approve my expenses within the minimum possible time. Thanking you in anticipation.

Yours affectionately,

Size: 23 KB Word .doc File 2003 & later



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