Business Trip Approval Letter - Email, Sample & Format

A Business trip approval letter is written to permit an employee officially for a business trip for which he has submitted a written request. Business trips are considered as a professional way to build up a strong relationship with your existing clients and also a chance to acquire new clients. They are generally regarded as a profitable way of expanding the business. Therefore the staff of the marketing department keeps on touring new places to acquire more and more business.

Trips like these are essential for the growth of a company, so companies do encourage their employees to take such trips. Once an employee has made a request for a business trip, the higher authorities check the details of the trip. If it’s relevant and suitable for the progress of the company, the higher authorities approve the business trip.

While writing the letter of approval, it is mandatory to include further details of the trip and what is being expected from the employee. You can specify the budget for the trip and mention the people who will be accompanying the person. Letters like this should focus more on specific details rather than anything else.

A Business Trip Approval Letter Writing Tips

Firstly it is vital to be professional enough to write an approval letter on the employee’s request.
You must specify the budget to your employee so that he should not overspend and exceed the budget laid down by the company.
The tone of the letter should be formal.
The letter should be brief and concise.
Once you are through writing the letter, please recheck the same for corrections, if needed.

A Business Trip Approval Letter Template

Use our free A Business Trip Approval Letter to help you get started.

From,
_____________

_____________

Date _________ (Date on which letter is written)

To,
_____________

_____________

Sub: ___________________________________________

Dear ________________ (Name of the person),

I, hereby, would like to inform you that after discussing with the ______ (Department name), management has approved your business trip to __________ (place) scheduled from __________ (date) to ________________ (Date). We all wish that you will bring some good amount of business to the company. Mr. __________ (name) would also be accompanying you in this trip as he is a Chief legal advisor and will support you if you need any legal help during the trip and with the clients.

Please submit all the relevant documents to the concerned departments once you return.

Yours truly,
(_______________)

Sample Letter

The following is a Sample of a Business Trip Approval letter.

From,
Alexander Gomes
Marketing Head
ABC Inc.

Date: 2nd February 2009

To,
Mr. Joseph Nicolas
Marketing Manager
ABC Inc.
Atlanta

Sub: Approval for Business Trip

Dear Mr. Nicolas,

I am writing this letter to officially inform you that the management has approved the request submitted by you for a business trip to Germany. The decision has been taken in conjunction with the Sales department. It is scheduled from 10th December to 20th December, and we wish that in this period you will work as per the strategies and norms laid down by the company and will get business for us.

I would also like to inform you that Ms. Catherine from the Sales department will also accompany you on this trip and we wish that after returning, you should prepare a sale report as well as your expense report and submit to the concerned department.

Wishing you all the best,

Yours truly,
Alexander Gomes

Email Format

The following is the Email Format that should be followed while writing a Business trip approval letter.

To: name@email.com

From: name@email.com

SUBJECT: Business Trip Approval Letter