Business travel request form

This travel request form lets employees submit a business trip for approval before anything is booked. Destination, dates, purpose, transport, hotel and budget are gathered in one place, so the travel or office team can organise everything once the manager has agreed.

What is a travel request form used for?

It replaces long email threads about upcoming trips. The traveller states where and why they are going, the departure and return dates, the main means of transport and their seat preference. If a hotel is needed, the form asks for the number of nights and a preferred area. An estimated budget and the manager's email complete the request, which makes it a simple travel authorization form: approval is given on concrete figures, before costs are committed.

Who is it for?

• Companies whose staff travel to clients, sites or trade fairs
• Office managers and assistants who book transport and hotels
• Universities and research teams sending people to conferences
• Non-profits organising field missions

How to adapt it in Mailpro

Edit the questions and texts to match your travel policy, for example by adding a cost centre or removing the company car option. Add your logo and colours. Thanks to conditional questions, the hotel details only appear when the traveller answers that a hotel is needed, which keeps this business trip request form short. Share it by link, QR code or in an internal Mailpro newsletter: all requests arrive in Mailpro, ready to be forwarded for approval.

Tips

• Ask for requests a minimum number of days before departure to get better fares.
• Remind travellers of your policy (class of travel, hotel ceiling) in the introduction.
• Make the purpose field mandatory: it helps managers decide quickly.
• Use the comments field for constraints such as accessibility or dietary needs.

Frequently asked questions

What should a business travel request form include?

At minimum: the traveller, destination, dates, purpose, transport, accommodation and estimated cost, plus who approves it. This template covers all of these on four short pages.

Can I reuse this travel request form template for group trips?

Yes. Add a question for the names of the other participants or ask each person to submit their own request.

Does the form book the tickets?

No. It collects and structures the request; your team then makes the bookings with its usual providers once the trip is approved.

Questions in this template

Your trip

1. Traveller
2. Destination
3. Purpose of the trip
4. Departure date
5. Return date

Transport

1. Main means of transport
   Plane · Train · Company car · Own car
2. Departure city or airport
3. Seat preference
   Window · Aisle · No preference

Accommodation

1. Do you need a hotel?
   No · Yes
2. Number of nights
3. Preferred area or address nearby

Approval

1. Estimated budget
2. Manager's email for approval
3. Comments