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.
Body
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 20th Jan 2021 to 26th 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.
FAQs
Conclusion
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.
