tour approval format

• Eviction Notice Forms
• Power of Attorney Forms Forms
• Bill of Sale (Purchase Agreement) Forms
• Lease Agreement Forms
• Rental Application Forms
• Living Will Forms Forms
• Recommendation Letters Forms
• Resignation Letters Forms
• Release of Liability Agreement Forms
• Promissory Note Forms
• LLC Operating Agreement Forms
• Deed of Sale Forms
• Consent Form Forms
• Support Affidavit Forms
• Paternity Affidavit Forms
• Marital Affidavit Forms
• Financial Affidavit Forms
• Residential Affidavit Forms
• Affidavit of Identity Forms
• Affidavit of Title Forms
• Employment Affidavit Forms
• Affidavit of Loss Forms
• Gift Affidavit Forms
• Small Estate Affidavit Forms
• Service Affidavit Forms
• Heirship Affidavit Forms
• Survivorship Affidavit Forms
• Desistance Affidavit Forms
• Discrepancy Affidavit Forms
• Guardianship Affidavit Forms
• Undertaking Affidavit Forms
• General Affidavit Forms
• Affidavit of Death Forms
• Travel Form

FREE 11+ Sample Travel Approval Forms in PDF | Excel | MS Word

Sample Travel Consent Forms - 10+ Free Documents in PDF, Doc

Sample travel allowance forms - 8+ free documents in word, pdf, travel request form samples - 8+ free documents in word, pdf.

However, some people require you to have the proper authorization before you can go anywhere. This is especially true for company employees who need to travel somewhere for a business trip.

These people will need the proper approval from their higher-ups, and the best thing that can help them with that are  Travel Approval Forms .

Travel Request Approval Form Sample

Size: 66 KB

Travel Expense Approval Form

Size: 78 KB

Student Travel Approval Form

Travel Tour Approval Form Example

Size: 68 KB

Academic Travel Approval Form

Size: 109 KB

The Different Type of Travel Approval Forms

There are various types of these forms that people need to have before they can go to certain places for different purposes. Here are some examples of these forms:

• Travel Consent Approval Form s are usually used by parents whose children wish to travel from one country to another. This guarantees that the travel agency has the consent of the parents or whoever is traveling and that they will not be held liable for any problems that the traveler might encounter.
• Travel Claim Approval Form s are especially useful for employees who were authorized to go on a business trip. These guarantee that the employee will be fully reimbursed by the company for all expenses incurred, assuming that they were authorized to accumulate these expenses on behalf of the company.
• Academic Travel Approval Forms are usually used by students who wish to go abroad for academic purposes. These help them in making certain that their school understands the purpose of his or her travel and if green-lit, that student will be able to conduct studies that will prove beneficial to both parties.

International Travel Approval Form

Size: 77 KB

Business Travel Expense Approval Form

Size: 645 KB

Printable Team Travel Approval Form

Size: 284 KB

Travel Preliminary Approval Form

Size: 236 KB

Travel Approval Form Free

Size: 84 KB

Simple Travel Approval Form

Size: 12 KB

Sample Travel Approval Request Form

Size: 31 KB

The Importance of Having Travel Approval Forms

Travel Approval Forms or  Travel Authorization Forms  are especially important for those company owners who need any of their employees to conduct business trips that could strengthen the relationship of their company with another.

These even help them out in determining the purpose of their travel. An example would be that a student needs to travel to a different country because there’s a certain area that he thinks would improve his knowledge and that he can bring the knowledge back with him. The school will need to evaluate his purpose; if it is indeed a proper study, then the school has the authority to approve his request or not.

Related Posts

25+ bio data form, 30+ training evaluation form, 10+ real estate open house sign in sheet, 22+ release of information form, 38+ hotel booking form, 11+ teacher recommendation letter, 13+ teacher appraisal form, 57+ declaration form, 12+ marriage contract form, 22+ student evaluation form, 56+ job application form, 31+ evaluation form, 41+ employee evaluation form, 28+ appraisal form, free 14+ joining report forms in pdf | ms word, 10+ sample travel claim forms, sample travel expense claim form - 11+ free documents in word ..., 19+ sample travel forms, free expense forms.

Letters.org

The Number 1 Letter Writing Website in the world

A Business Trip Approval Letter

Last Updated On January 13, 2020 By Letter Writing Leave a Comment

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

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: [email protected]

From: [email protected]

SUBJECT: Business Trip Approval Letter

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 hope that you will bring a 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.

Related Letters:

• Sample Approval Letter
• Approval Of Overtime Letter
• Sample Approval Letter for Expenses Occurred
• Grant A Scholarship Letter

Leave a Reply Cancel reply

You must be logged in to post a comment.

• English (UK)
• English (CA)
• Deutsch (DE)
• Deutsch (CH)

What is a business travel request form? (with free template)

What details appear on a travel request form.

• Employee name and contact information
• The business purpose of the trip
• Destination details
• Departure and return dates
• Predicted travel costs which are broken down by category. For example, airfares, other transportation, accommodation, and meal allowances.
• Notes of any visa requirements for international travel
• Any relevant comments from the employee's manager

Download your travel request form template now

Who works on a travel request form, the employee, the first level of approval, the second level of approval, related faqs, where can i find templates for a business travel request form, why use a request form for business travel, is using employee travel request forms the most efficient way to approve corporate travel.

Make business travel simpler. Forever.

• See our platform in action . Trusted by thousands of companies worldwide, TravelPerk makes business travel simpler to manage with more flexibility, full control of spending with easy reporting, and options to offset your carbon footprint.
• Find hundreds of resources on all things business travel, from tips on traveling more sustainably, to advice on setting up a business travel policy, and managing your expenses. Our latest e-books and blog posts have you covered.
• Never miss another update. Stay in touch with us on social for the latest product releases, upcoming events, and articles fresh off the press.

Top 10 business travel challenges (and how to overcome them)

4 steps to a successful corporate travel program

How to make a business travel report + free template for 2024

• Business Travel Management
• Offset Carbon Footprint
• Flexible travel
• Travelperk Sustainability Policy
• Corporate Travel Resources
• Corporate Travel Glossary
• For Travel Managers
• For Finance Teams
• For Travelers
• Thoughts from TravelPerk
• Careers Hiring
• User Reviews
• Integrations
• Privacy Center
• Help Center
• Privacy Policy
• Cookies Policy
• Modern Slavery Act | Statement
• Supplier Code of Conduct

Travel Request Forms • Download or Print

Traveling is common in businesses and companies and if you want to organize and streamline the employee travel request form in a better way, we have a solution for you. Many online travel request form generation tools are used to generate pre-travel authorization forms but still, people find it easy to have some samples of these travel request applications and use them as per their needs.

Table of Contents

• Accounting Templates
• Art & Media
• Budget Templates
• Business Templates
• Calendar Templates
• Certificates
• Education Templates
• Inventory Templates
• Invoice Templates
• Letter Templates
• Medical Templates
• Personal Templates
• Project Plan Templates
• Timesheet Templates

In corporate businesses, it’s common for employees to make trips around the globe or country for meetings and other business-related purposes. And for this, they formally have to make a travel approval request to the company.

Here in this post, we have some online travel request form template samples for you to make this whole process easy and fast.

Download Free Travel Request Forms Templates

Travel request form templates are used to submit requests for traveling to the higher authorities. These templates are useful for students, employees, airline customers, and others who need to submit a request before traveling. You can get traveling request authorization in PDF, DOCX, and other formats that you prefer. It enables the user to include information about the services that travelers want. We share various sample travel request form templates that give you an idea to create your form perfectly.

The employees use the business or corporate travel request forms to send requests for business travel to the employer that include data about services and equipment that employees need on this business tour. Travel agencies need to receive a travel booking request form from the clients, containing data about the client’s needs. In this article, you’ll learn all about the travel request forms templates and get free templates from our site in different formats that you find nowhere else.

Travel Request Forms

The travel request form is submitted by someone to the management for traveling approval and to get the things needed for the trip. It is widely used in the corporate sector where an employee sends a request letter to the manager or employer to get permission for a business trip and request to fulfill the traveler’s needs. The travel request form example helps you to understand it to create your request templates. You can see the employee vacation request form to get an idea to make a perfect request form for travel.

The student travel authorization form is submitted by the student to the management to get approval for education traveling. You need to state the reason for this trip, the place where you are going, the trip duration, and other essential information that management needs to know. It is also useful when a traveler makes a request to airlines for traveling. The travel agencies issue a travel request form to get all the essential information about traveling. You can see air travel requests form templates for your business to effectively gather important flight information. All the free travel request forms are designed professionally and contain all the elements that help you gather and manage your data effectively. 

What to include in the travel request form 

A travel request form is useful if it contains all the essential elements that help you to gather the traveler’s needs. A person going somewhere for education and business purposes needs to get permission from the management and ask to release the funds to fulfill the trip expenses. The employer sends an approval letter to the employee to let the employee know that the requests are accepted. When employees return from the business trip or tour, they need to submit a travel expense report to provide all the details about the tour’s expenses. The essential elements that should be included in the travel request form or letter are as follows: 

• The name of the person who is sending a travel request.
• The date when the requestor sends a request letter or form. 
• It should include the date of travel. 
• Include travel destination
• State the purpose of this trip
• Description of the expenses like charges of hotel, traveling, meals, and others.
• Total expenses for this trip
• Other special requests to make the tour successful.
• The signature of the requestor
• Space for the signature of authorities to approve it

The above information is essential and must be included in the travel request form for business and education traveling. The requester sends this request to the high authorities, and they make decisions based on the information placed on it. A simple and effective request form helps you to get decisions from authorities in your favor. For that purpose, ready-made templates help you get approval for all your requests. The editable travel request form templates allow the user to make changes as needed.

Importance of travel request form

When a student/employee needs to travel from one place to another, a travel permission letter is sent to the authorities, who can accept or reject your request. Your trip/travel is dependent on the authority’s decision, and they made decisions based on data placed in the request letter. Below we share some points that show the importance of request forms for traveling are as follows: 

• A request letter helps you to get traveling permission from the management of the school or company. 
• It is widely used in the corporate sector to keep a record of business traveling. 
• With its help, you can state what services, equipment, and other things you require during this trip. 
• You can ask for funds for travel, meals, and other expenses from school/college or company by attaching relevant documents. 
• The information about traveling like destination place, travel duration, the purpose of this traveling, and other details are delivered easily to the authorities. 
• It helps to know the authorities whether this trip and the expenses are valid and reasonable or not. 
• The employer or school management can easily figure out whether the allocation of funds is beneficial or not. 
• It is helpful to track the employee’s travel record for business purposes. 
• When a company’s presence is essential at a conference or somewhere else, an employee sends a request to present himself for this business travel. 

Tips to write a perfect travel request letter

A well-written travel request letter helps you get approval from the management of a company, school, or college. You can also fill out the well-designed travel request form by downloading it free from our collection. To make you work, we share some easy tips that help you to write a perfect request letter for traveling. These tips are as follows: 

• Include essential details: When you decide to request travel to the higher authorities of your department, then you should include all the essentials about this tour clearly and concisely. A piece of missing information in the request letter or form may cause the rejection of your requests. 
• Follow the standard format: If you are an employee and sending a request to your employer or manager, then you should follow the business letter format and write the letter in a professional tone. When you submit a request for education travel, follow the letter’s standard format to write it perfectly. 
• Attach relevant documents: You should attach related documents with this letter to make the words of the letter valid. When you ask to release funds for your expenses, you should attach some documents supporting your words. 
• State benefits of the travel: You should state all the details clearly and include some words that describe how this travel is beneficial for business or education. 
• Avoid ambiguous words: Always use words that have only one meaning. Ambiguous language creates misunderstandings between the parties. State the purpose of your travel and other information clearly and precisely.
• Free from errors: Make sure the letter is free from mistakes, and use words that don’t contain any spelling and grammatical mistakes.

Easy steps to write a travel request letter

The letter’s format may vary according to the situation under which you write and send the letter. In business, the travel request letter is submitted by the employee to the employer to get approval for corporate travel, then the format of the letter should be formal. You can also get the travel request form from the HR department and send it to the employer or manager, but when your company doesn’t issue any travel request form template, then you should write a letter for it. Below we share some easy steps to write a travel authorization letter to the school or business management. 

• Contact information: According to the standard format of the business letter, write your name, email address, and title at the top left side of the letter. After writing your contact details, write the date when you write this letter to the authorities, then write the recipient’s name and contact information. 
• Salutation: If you know the name of the receipt, then write the name followed by “Dear,” “Mr” or “Mrs.” 
• First paragraph: In the first paragraph of the letter body, state the purpose of writing this letter clearly and concisely.
• Second paragraph: In the second paragraph, give some details about the travel like destination place, travel duration, and expenses, and ask the recipient to allocate some funds to cover the travel expenses. 
• Third paragraph: Make requests for services, equipment, and other things that you require during this tour. State the reason why you need these services and how this tour is beneficial for the company. 
• Closing paragraph: Always use some positive and professional words for the recipient in the last paragraph.
• Signature: At the end of the letter, include your signature to sign off the letter.

Frequently Asked Questions

To whom should the travel request letter be sent.

The letter should be sent to the high authorities who have the right to give permission for the travel like an employer in the office or principal of the school or college.

What is corporate travel?

When an employee travels for business purposes on behalf of the company is called corporate traveling.

Why do we need to submit the travel request form?

We need to submit the travel request form to get approval from the authorities to travel.

What are the travel allowance expenses?

The payment made to cover the expenses of the business trip or tour by the company to the employee is travel allowance expenses.

Where do we need to submit the travel request form?

We need to submit the request letter for traveling to the school or college management for education purposes, employers for corporate traveling, and travel agents to get what you need.

What should include in the corporate travel expenses?

The expenses that are commonly calculated during corporate traveling are meals, transportation, and lodging.

How useful was this post?

Click on a star to rate it!

Average rating / 5. Vote count:

No votes so far! Be the first to rate this post.

Similar Posts

55+ free printable change order templates (ms word, excel).

A change order template is an essential document used in project management to outline changes made to a project’s original scope succinctly. This template acts as a guide that allows…

65+ Free Printable Food Log Templates (MS Word, PDF)

Keeping track of your daily food intake can be essential to maintaining a healthy diet. A food log template can be a helpful tool in tracking what you eat and…

50+ Free Equipment Maintenance Log Templates – DOC, PDF

Equipment Maintenance Log Templates are an essential tool for any business owner or manager. They provide a simple, easy way to keep track of maintenance activities and associated costs. These…

70+ Free Printable Equipment Checklist Templates (PDF, Doc)

An equipment checklist template is a useful tool that helps ensure nothing gets overlooked when preparing for a project or event. This template is a document that provides a list…

28+ Free Sample Consent Order Templates (WORD, PDF)

A Consent Order Template is a legally binding document used by parties in a dispute or agreement, commonly in family law matters such as divorce or child custody arrangements. It…

55+ Employee Vacation Request Form Templates

It is professional to submit a vacation request form by an employee who wants to go for time off. Everyone wants to take a break from time to time to…

Your email address is the only way we can be in touch. We usually send premium quality templates.

Trip approvals in business travel: what they are and why they’re important

When it comes time to approve trips, there’s a lot to keep in mind. That’s why we’re giving you a hand in understanding what they’re all about.

By Jessica Freedman

February 9, 2024

Trip approvals are an important but complex part of business travel. Having a comprehensive travel policy that allows your company to live up to its duty of care is fundamental to keep the control in your hands. Making the trip approval process as smooth as possible starts with creating a clear travel policy in which stakeholders know what to expect, and are clear on what is allowed and what isn’t allowed when it comes to business travel. Then by centralizing all this data in one place, you can be sure to not miss a beat.

We will look at the importance of trip approvals in business travel and how having the right travel management platform will help you manage and optimize business travel. We will also give you some tools to ensure that the whole process is streamlined. Before we get started it’s important to have in mind the following concepts: trip approval, duty of care and travel tracking, all of which are interrelated and help to improve the business travel experience.

What is trip approval?

Trip approval or pre-trip approval refers to approving elements of a business trip such as hotel reservations, flights, car rentals or trains prior to an employee being able to book their business trip. It’s a way businesses can keep their corporate travel policy under control, ensuring that a manager or supervisor has reviewed the travel policy and that each element of the trip is allowed as stipulated by the company’s guidelines. Trip approval is key for businesses to be able to enforce their policies, avoid overspending and keep travelers from going to high-risk destinations. 

What is duty of care?

Duty of care is about ensuring the safety or well-being of others. Employers have a duty of care to their employees to be sure they are happy, safe, and healthy when traveling and when at work in general. Trip approvals help managers and CEOs live up to their duty of care. Read more about duty of care.  

What is travel tracking?

Travel tracking or itinerary tracking is a way of monitoring travelers to make sure they arrived safely, which in turn helps companies live up to their duty of care. A corporate travel tracker is often built into a travel management platform allowing you to access a live traveler map so you can know where your employees are in the world and that they have made it safely to their destination. It’s a great way to keep in control and ensure that you fulfill your duty of care as an employer.

Managing the business travel approval process

The key to managing the business travel approval process is to find ways to stay in control and keep your travel spend on target. A great way to do this is by setting up a seamless travel approval process, which will keep travelers safe, keep them from traveling to risky destinations and ensure that you are able to keep an eye on how much your team is spending on flights, hotels, car rental and trains. 

Of course with the approval process comes some risks. For example, an employee may submit a trip for approval and then the price may go up, or the trip might expire before a manager can approve the request. With a travel management platform, the approval process can be easy.

When you automate your travel policy , you can also set up the process to suit you best with things like pre-trip green light, allowing travelers to ask for approval before they actually book. Travelers just need to enter information such as destination, dates, trip purpose, travelers and additional notes before submitting for approval. This way they can create trips from already approved requests.

How to stay in control of business travel

So now that you know the three most important elements of staying in control of your business travel program, let’s take a look at the 4 keys to staying in control.

1. Adapt the approval process to your company’s size

The business travel approval process can vary depending on the size and structure of your enterprise . Whether you’re an HR professional, an office manager , or from the finance department you will play a different role in the approval process, and also depending on how your company is set up. 

In a small company the process will generally be quite informal. In fact, it may just be the founder and a few employees who each represent a department but with no managers. In this case either the founder or the person in charge of finances might be in charge of approving trips. In a medium-sized company the office manager or HR department may set up the approval process, putting line managers in charge of approving their direct reportees trips.

The key is to adapt the approval process to your company’s size, involving as few people as possible to avoid any roadblocks. Once you’ve designated approvers, be sure that they all know and understand the travel policy. Definitely consider having pre-approval to avoid prices going up before someone has a chance to ok your trip.

2. Set up your approval process

Of course when setting up your approval process, it’s important to have a goal in mind, and to make sure to streamline the process. Think about how much you would like to spend on travel overall and designate a budget, and don’t forget to set up things like green light approval, which is like a pre-approval that makes it so travelers are pre-approved before they book.. Be sure to have a clear travel policy that makes it clear what is allowed and what isn’t. Don’t have a travel policy yet? Download now . 

Once you have your budget and travel policy designated, it’s time to make some decisions:  

• Who’s in charge of booking business travel?
• What does the process of getting a trip approved look like?
• Who will be the approvers?
• Who is responsible for creating the travel budget (this will often depend on the size of your company)?
• What’s the time frame for approving trips (ideally you would set up green-light approval so that people are pre-approved for their trips and they don’t have to risk missing the approval time limit)?
• Who is allowed to travel business class and who isn’t?
• What hotel star ratings are allowed?
• Will you allow or prevent refundable or non-refundable reservations?
• Will you allow employees to pay extra to select seats?
• What will your price cap be?

Finished answering all these questions? Then it’s time to move onto the next step.

3. Educate about the protocol

Whether you have a 3 person company or a 300 person company, protocols are clear to ensure that everything is clearly laid out and that there is nothing that slips through the cracks. It’s important that each person knows their role in the approval process, and that if an employee needs to ask for approval, how it works. If you have a travel management platform like GetGoing then you can automate the whole process, which brings us to the next step. 

4. Set up approval process in your travel management platform

Small and medium enterprises, or any sized company for that matter, will benefit from having a clear business travel process and this is where a travel management platform comes into play. Being organized when it comes to business travel is about having a clear procedure and managing everything in one place. 

Once you’ve decided who the stakeholders are, have created a travel policy, educated your staff about the protocol, it’s time to set up your approval process in the travel management platform. In GetGoing this can be configured easily by anyone with admin access to the platform. It’s a question of minutes before you’ll be able to get going with your business travel plans.

How GetGoing can help with the trip approval process

With GetGoing the approval process is a piece of cake. Simply set the business rules by automating your travel policy so that all bookings follow your travel policy. You can set up approvers in the backend and configure the green light approval, which allows travelers to ask for trip approval prior to booking so you don’t have to risk change of fares while waiting for approval. This is especially helpful in small companies where multitasking is a must. After all, you don’t want to be caught with your employee’s ticket price going up or by having passed the 12 hour limit for approval, as in both cases the trip will be canceled. 

Plus, with GetGoing you can automate trip approval flows, making the whole process easier. Navigate to the policy page within the app and you can set up this feature so that travel admins have the last say in keeping travelers safe and at the same time ensuring that the travel policy is upheld. 

Get a helping hand in business travel

Go share the news:

Sign up now to receive exciting news & updates.

INTERNATIONAL RELATIONS IIT (ISM) DHANBAD

Outbound Students Forms

Find all forms in one place., iit (ism) students       click here for programs.

Accessibility Tools

• Increase Text
• Decrease Text
• High Contrast
• Light Background
• Links Underline
• Readable Font
• Reset Setting

• Human Resources
• Information Technology
• TRY NOW — It’s Free!
• Sign Up for Free

Trip Details Approval Process Template

Streamline travel planning at your agency with our Trip Details Approval Process Template. This free one-step approval flow template will forward travel confirmation form submissions to a travel agent to approve or reject. An automated confirmation or rejection email will be sent to the original form filler once a final decision has been made.

If you’d like more from our Trip Details Approval Process Template, our drag-and-drop interface makes it easy to add new steps and workflow elements such as conditions or emails. Once you’ve assigned approvers using their email addresses, they’ll be able to manage requests in Jotform Inbox. As form owner, you’ll be able track all pending tasks and approver activity so no request slips through the cracks. Make travel planning a breeze for your travel agency’s clients with a custom Trip Details Approval Process Template!

More templates like this

Booking Approval Process Template

Approve or reject booking requests efficiently. Automated approvals template for your approval flow. Great for hotels, travel agencies, events, and more. No coding.

Restaurant Reservation Approval Process Template

Manage reservations for your restaurant with ease. Accept or deny requests from any device. Automatically send email responses to customers. Customize with no coding.

• Approval Templates /
• Reservation /

Reservation Approval Templates

Vehicle Request Approval Process Template

Make it easier to approve vehicle requests for your company. Free automated approval flow template for vehicle rentals. Add approvers, emails, and more. No coding.

Approve or deny clients’ travel plans with our free approval flow template for travel agencies. Add approvers, steps, conditions, emails, and more. No coding.

Guest House Booking Approval Process Template

Accept bookings for your guest house online. Send automated approval or denial emails to guests. Set up notifications. Respond on any device. No coding needed.

Pickup Request Approval Process Template

Simplify pickup orders for your business. Free automated approval flow for pickup requests. Assign drivers as approvers. Add emails, conditions, and more. No coding.

Car Rental Reservation Approval Process Template

Receive and respond to car rental requests from any device. Free automated online approval flow. Send notifications and emails instantly. Customize with no coding.

About Reservation

Whether you manage reservations for events, lodgings, or restaurant seating, streamline and automate your scheduling process with our free Reservation Approval Templates. Simply select the template that suits your needs and customize it by assigning approvers and adding workflow elements like conditions and emails if needed. When a guest fills out your online reservation form, their submission will automatically be sent to an approver for review — and they’ll receive an automated confirmation or rejection email based on whether or not their reservation has been accepted. As form owner, you’ll be able to track pending tasks and approver activity in Jotform Inbox, so no reservation goes unseen. Keep your guests happy and coming back for more with a Reservation Approval Template that makes reservations a breeze!

Free Project Approval Forms & Templates

By Kate Eby | March 25, 2022

• Share on Facebook
• Share on LinkedIn

Link copied

We’ve gathered the top project approval forms for project managers, board members, sponsors, and clients.

Included on this page, you’ll find a simple project approval form template , a project requirements approval template , a project approval request template , a project approval form example template , and a project approval process template . Plus, find tips on filling out a project approval form template.

Simple Project Approval Form Template

Download Simple Project Approval Form Template  Microsoft Excel  |  Microsoft Word  |  Adobe PDF  | Google Docs | Google Sheets

Ensure that all project managers, sponsors, and other stakeholders agree on project deliverables with this simple project approval form template. This customizable template includes fields for project name and leader, as well as space to include the project summary, desired outcome, action to completion, benefits of project, projected schedule, projected budget, and projected team and resource requirements. The template also includes an authorized signature section for obtaining and recording official project approvals. 

For more helpful tips and resources, see our guide to approval processes and workflows .

Project Requirements Approval Template

Download Project Requirements Approval Template Microsoft Word  |  Adobe PDF  | Google Docs  

This comprehensive project requirements approval template is an all-in-one document for your project’s business, functional, and compliance requirements. By using this template, you can rest assured that, upon approval, you have accounted for every aspect of your project. In addition to a Requirements Document Authorization Memorandum section, where project sponsors or clients can approve, accept pending changes for, or reject your project, the template includes a version history table for project approvers to accept revisions and add notes for desired changes.

Project Approval Request Template

Download Project Approval Request Template Microsoft Word  |  Adobe PDF  | Google Docs

Use this dynamic project approval request template to provide project board members, clients, teammates, and other stakeholders with your project’s deliverables, tasks, scope, assumptions, and constraints. An Updated Estimates section provides you with the flexibility to alter your projected timeline, so key players have the most up-to-date personnel resources information. The template’s Approvals section enables you to enter stakeholder names, titles, and roles, as well as record the submission and approval dates.

Project Approval Form Example Template

Download Project Approval Form Example Template  Microsoft Word  |  Adobe PDF

Account for all elements of your project with this project approval form example template, which includes editable sample text to guide you through the project approval process. Enter your project name, sponsor, manager, start and end dates, and summary. A Project Roles and Responsibilities table enables you to list all key project stakeholders. The template also includes space to list project deliverables, expenses, and schedule details, as well as lessons learned, which you can use to improve your performance on future projects.

Project Approval Process Template

Download Project Approval Process Template   Microsoft PowerPoint  | Google Slides

Map out your project approval process and present it to key stakeholders with this visually rich  approval process template. This customizable template includes a flowchart to guide you through the steps for acquiring necessary project approvals, so you can use the customized template as a blueprint for future projects. Project approvers can review and authorize this document to ensure that all of the organization's projects follow a clear protocol. By doing so, you can reduce costly and time-consuming one-off project planning efforts. 

For more details and helpful resources, see our comprehensive guide to project intake processes .

Project Approval Sign-Off Template

Download Project Approval Sign-Off Template  Microsoft Word  |  Adobe PDF  | Google Docs

Keep your project stakeholders in sync with this simple project approval sign-off template. Simply fill in your project name, job location, project summary, desired-outcome details, actions required for project completion, project benefits, schedule, projected budget, and personnel and other resource requirements to solidify your project plan. Project board members or clients can then sign and date their approval of the project as you’ve defined it, so you and your team can commence project work with full project sponsor support.

Custom Project Approval Form Template

Download Custom Project Approval Form Template  Microsoft Word  | Google Docs

Use this streamlined, customizable project approval form template to sufficiently define your project for key collaborators and clients. This single-page template asks you to specify your project’s purpose, objectives, anticipated phases of work, and desired outcome, as well as your plan for monitoring and measuring project success. List project phases and associated tasks in the template’s Timeline table, including start and end dates, and solicit approvals to ensure you start and complete your project on schedule.  

Ensure that you’re optimizing your project intake process by reading our guide to project intake resources and templates .

Project Approval Checklist Form

Download Project Approval Checklist Form  Microsoft Excel  |  Microsoft Word  |  Adobe PDF

Create a custom project approval checklist to fit your organization’s specific needs with this checklist template, or use the template as is with the sample items provided. The template includes columns for unique project deliverable ID numbers, descriptions, owners, due dates, statuses, and related comments. This template is a perfect solution for project managers, team members, and project sponsors who need to track the status of every to-do item for a project and ensure everything is completed within the project timeline.

Independent Project Approval Form

Download Independent Project Approval Form  Microsoft Word  |  Adobe PDF

Project sponsors, project managers, and students undertaking independent study can all use this customizable independent project approval form to define a project’s summary, criteria, roles, and responsibilities. Use the template to list your project’s key deliverables, expenses, schedule, lessons learned, and recommendations upon project completion. An Approval section allows project sponsors to sign off on the project after they have reviewed the appropriate information.

Simple Project Proposal Template

Download Simple Project Proposal Template Microsoft Excel  |  Adobe PDF  | Google Docs  

This all-inclusive simple project proposal template provides project managers with an easy-to-fill proposal form to submit to project board members for sponsorship. Enter proposed project name, proposed start and end dates, project summary, desired outcome, action to completion, project benefits, schedule, projected budget, and projected team and resource requirements. This template provides everything that project sponsors need to assess a proposed project, provide approvals, and recommend changes.

Construction Project Approval Form

Download Construction Project Approval Form  Microsoft Excel  |  Microsoft Word  |  Adobe PDF  

For construction projects to succeed, project managers need a method for capturing project details so that project approvers, such as property owners or construction supervisors, can review all necessary information and feel confident providing approval. This template doubles as a construction work order request form, which enables you to detail construction project requests that contractors or other project team members need to approve prior to undertaking construction work.

What Is a Project Approval Template?

A project approval template is a form that helps project managers list a proposed project’s details, so project sponsors can review and approve the project. Use the template to capture your project’s desired outcomes, benefits, and anticipated resource requirements.

A project approval form provides project managers and other team members with a framework for capturing a project’s summary, action to completion, proposed schedule and budget, and personnel and other resource requirements. By completing a project approval form, you are showing project board members, clients, and other stakeholders that you have all of your proposed project’s details in order. With a comprehensive approval form in hand, project approvers can evaluate project benefits versus costs and determine whether to approve your project, so it can move forward. 

While project approval templates vary, most will include the following basic components: 

• Acceptance of Proposal: Project sponsors or clients can provide their project authorizing signatures, and you record the date of project acceptance. 
• Action to Completion: List the primary action or individual actions that must be assigned and completed in order for your team to successfully implement the project. 
• Benefits of Project: List the benefits of the project. What is its purpose? What problem will it solve? 
• Company: Enter the name of the company or individual for whom you are undertaking the project.
• Desired Outcome: Detail the desired outcome of the project. If it were executed optimally, what would be the benefits of its completion? 
• Project Name: Enter the name of the project for which you are seeking approval. 
• Project Leader: List the name and title of the project leader. 
• Projected Budget: Detail the costs associated with the project, including everything from pre-planning to project execution, needed for the successful completion of the project. 
• Projected Schedule: Provide details of a proposed project schedule, including its expected duration and various work phases.
• Projected Team: Provide information about the team members that the project would require upon approval. 
• Resource Requirements: List the resource requirements, including personnel dedication and materials required for the project. 
• Summary: Provide a broad-strokes overview of your project. Why should it be approved and undertaken?

Additionally, some project approval templates include the following sections to provide supplementary project details to project board members and other stakeholders, prior to project approval. These additional fields might include:

• Deliverables: Detail the exact deliverables the project must successfully complete by the project’s deadline. 
• Expenses: List the project’s projected expenses that must be covered while the team undertakes the project. 
• Key Milestones: List key landmarks that the project must meet to help measure progress toward project completion. 
• Monitoring and Measurements of Success: List any project-monitoring methods you will use to track project progress, as well as the key performance indicators (KPIs) you will apply to measure your project’s performance and to quantify its benefits. 
• Project Roles and Responsibilities: List the project roles required for successful completion, the name of the individuals in each role, and their respective project responsibilities.

Optimize Your Project Approval Process with Smartsheet

From simple task management and project planning to complex resource and portfolio management, Smartsheet helps you improve collaboration and increase work velocity -- empowering you to get more done. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed.

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time. Try Smartsheet for free, today.

Discover a better way to streamline workflows and eliminate silos for good.

Free request for approval templates and best practices

12 min read

July 9, 2024

Every once in a while, everyone faces a moment when they have to request for approval. Whether you’re seeking approval from your teammates, or looking for a deadline extension approval from a client, in both (and in many more) situations you’ll need an approval request. 

But, different situations call for different requests for approval, which is why you should treat all of them differently and adjust your request to a specific situation.

That’s why in this article, you’ll find everything about different types of requests for approval and easy ways to successfully submit them. Plus, eight different project approval forms that you can copy and reuse today.

So, let’s dive in.

The smarter way to request approval

Get collaborative feedback on everything from creative assets to contracts – all in one place.

What is a request for approval? 

A request for approval is a formal process in which you ask a senior team member for their approval. This could be a project manager, the head of a department, or even an external client. 

A request for approval is used in a wide variety of cases, including: 

• Requesting approval for a proposal
• Seeking permission to finalize a complete task or project 
• Asking for a deadline extension
• Seeking a budget adjustment
• Creating a new asset, e.g. a social post or a marketing campaign 

Download our free request for approval templates

Fill out the form below to get instant access to our approval request form templates.

To save an editable copy, follow these simple steps:

• Click “File” in the top-left corner
• Click “Make a copy”
• Choose your destination folder

Then you’re all set to start using your new project approval form template.

Get the free request for approval templates

Why is it important to request approval .

Requesting approval is a fundamental business process. By implementing this process, you can achieve more consistency, accuracy, and quality across your projects, while being able to more effectively oversee the work of your team members. 

The benefits of asking your team to request approval for tasks, projects, and proposals include:

• Fostering an environment of collaboration
• Providing them with useful feedback, which they can utilize to deliver better results next time
• Keeping everyone in the team on the same page
• Minimizing the risk of errors 
• Avoiding major revisions and changes at the end of projects, which would otherwise put your team under significant time pressures
• Enabling you to complete projects more efficiently and on time
• Achieving more consistency across creative projects, particularly regarding brand guidelines
• Allowing you to manage budgets, proposals, and workflows more thoroughly

How to write an email or letter to request approval

Submitting a request for approval is a formal process, which is centralized and consistent across all team members and managers in a company. 

You could request approval in one of three ways:

• Write an informal message (not recommended)
• Send a formal email request for approval 
• Submit a formal request for approval form
• Share the formal request through a platform like Filestage

The benefits of using approval request emails and document approval tools are making the request official and documented, which can be used as evidence later down the line. 

You can also use an AI email writer to create the approval request email or provide a template you can tweak and tailor to your situation.

Although using a platform may seem to take longer at first, it actually allows you to achieve faster and more efficient turnaround once the whole team gets familiar with it. 

Five steps to follow when submitting a request for approval

When submitting a request for approval, we’d recommend that you follow these standard steps: 

1. Choose your communication channel

Decide how you’re going to send the project approval form, either via chat messenger, via email, or through a feedback tool like Filestage . Your choice should largely depend on the formality, importance, and scope of the request.

For instance, if the request needs more explanation, an email or a shared letter on Filestage would be the best option. Messaging apps, like Slack, are better for short messages to be answered quickly.

Another option here is to create request forms and approval forms using time-saving tools like Asana or Google Forms, giving your team a clear template to follow each time.

2. Give some context

Leave space for context in your project approval form template. This is so you can share any background information, data, or predictions to outline why it’s important to get the approval.

3. Add the file you need approval on

This could be either a word document containing a proposal, a video, or a PDF or JPEG containing the completed asset, for example.

4. Communicate deadlines

Tell them when you need the approval (or notice of any amendments). Or, even better – set a due date within the tool so that the reviewer will get automatic reminders about the deadline.

5. Conclusion

Thank them in advance, and sign off with your name. You may also wish to provide your contact details if required. 

Best practices for approval request message format  

Whether you’re dealing with time constraints, geographic restraints, or it’s just the nature of your business, there are many situations where you cannot make face-to-face requests. And even when they can be made, they are often followed up by having something in writing. 

For managers, some requests are easier to approve than others. Milestone completion and approval may be easy. But it’s a different case with deadline extension.

That’s why the best request for approval example is being persuasive while using valid justification and arguments to convince your boss or other stakeholders that your request deserves to be approved.

When crafting a request for approval, take the following best practices into consideration:

• Be clear and concise – flowery words and overstating the purpose is not productive
• Craft your subject line well to communicate the intent of the email
• Know your audience. Craft your email request for approval with your audience in mind
• Break up long requests into smaller sections with headers and bullet points
• Describe the positive impact on the company this request would have if approved
• Show Your enthusiasm for the matter pending approval
• Put your best argument forward. You may be competing with other project teams for limited resources

Online proofing tools can help you review and approve digital content and speed up the time to approval.

Eight types of approvals every marketing project manager needs to obtain (incl. request for approval templates)

Project managers in agencies and companies of all kinds have a longstanding, committed relationship to requests for approval. That is especially the case if the nature of their projects is complex and requires a significant amount of company resources.

For any team member or project manager whose typical day includes requests for approval, templates are a great way to start with a request outline and customize it to their needs.

The more streamlined your request for approval writing process becomes, the more comfortable you’ll become asking for approval and advocating for yourself and your team.

A well-crafted request based on a consistent template will do just that, and it will provide a familiar, easy-to-read format for the reviewers.

Situation #1: Project proposal needs approval

Project proposals may need approval both internally and externally. While the specific language may change slightly depending on the recipient, this project approval template is a great place to start.

Project approval template for email

Our team has been hard at work envisioning the ideal [insert project] for your [insert organization]. We would like to request your approval for our project proposal so we can continue innovating!

For the past two weeks, we’ve spent a great deal of time investigating the myriad ways to approach this project, and to identify the ideal solution. We’ve come up with a really exciting project and we hope you’ll share our enthusiasm as we look forward.

Here is a brief summary of our proposal including the scope, budget, and objective:

[Insert Relevant Data]

Here are a few aspects of the proposal we are most excited about accomplishing. We hope these highlights accurately demonstrate the goal and vision of our project to you:

[Insert proposal highlights here]

Please let us know if there is any other information you need regarding our proposal to help you make your decision.

[Your Name]

Situation #2:  Project manager needs to ask his supervisor for approval for hiring more freelancers

For this situation, a project manager needs an internal approval from a manager to release funds for hiring outside help. The focus of the email should be on justifying the need for a freelancer. Since it’s likely that the additional help hasn’t been planned, your argument should be convincing. 

The style of this email may not need to be formal. But, make sure you’re reading your audience appropriately. Be sure to include things like the current workload of your team members and the gaps in production that should be overcome, as part of your justification.

 Request for approval email template

I’m writing to request approval to hire a freelancer to help with the increased workload on Project _________. As you’re aware, our team has been working on [project] for the last [no. of days/months/etc.]. We are currently in ________ phase of the project. We’ve come across shortages in personnel due to unexpected increased workload as a result of _____________.

Reasons we have fell on increased workload include the following:

Hiring a freelancer to perform __________ work will remove an anticipated delay in project deliverables by _________ days. Furthermore, a freelancer will assist in work we are not able to perform because of __________.

If you need any other information to help inform your decision, please let me know.

Situation #3: Project takes longer than expected and the budget needs to be adjusted

Either internal or external stakeholders may be addressed with this request for approval. And depending on whether you’re talking to the client or internally, you should always adjust your language.  

When requesting an adjustment in the budget, your language should be specific. Detail the exact circumstances around why the project was delayed. 

Project timeline and budget adjustments are a common thing. But the better you justify the reason for the adjustment, the higher chances you’ll have to get the approval that you need. 

Request for approval email template

I’m writing to request approval to adjust the budget on Project ______due to a delay in our timeline. As you’re aware, our team has been working on [project] for the last [no. of days/months/etc.]. Our team has been hard at work and completely invested in creating an excellent __________ for _____________. We are currently in ________ phase of the project, and we’re excited to approach the next deliverable. However, we’ve encountered unexpected delays in our deliverables due to the following circumstances:

An adjustment of the budget will result in the following positive outcomes:

We are fully invested in staying on track for the remainder of this project. It has been our pleasure to create this _____________ for ______________.

Situation #4: You’re about to miss a deadline and the project needs adjustment

This situation is a little less sticky than a budget adjustment. However, you should still provide a clear and convincing justification to reassure your approver, whether internal or external. Your missed deadline may affect subsequent deadlines, so being truthful and transparent is the key.

Explain the circumstances surrounding the delay, and what would the extension do for the project’s quality. Reiterate your commitment to sticking to the project timeline, and communicate your understanding of the importance of doing so.

I’m writing to request approval to extend the deadline on Project ______due to a delay in our forecasted timeline. As you’re aware, our team has been working on [project] for the last [no. of days/months/etc.]. Our team has been hard at work and completely invested in creating an excellent __________ for _____________. We are currently in ________ phase of the project, and we’re excited to approach the next deliverable. However, we’ve encountered unexpected delays in our deliverables due to the following circumstances:

An adjustment of the deadline will result in the following positive outcomes:

Situation #5: Requesting feedback and approval for a particular project deliverable (for example, video, graphic, or PDF)

Feedback and approval for a particular project deliverable is a much more routine process than requesting adjustments of time or budget. Because of that, your language can be more standardized. 

And, you can present the information in a more structured way that reflects the project management approach you’re using. 

Here’s everything you can include in this type of approval request: 

• Project name
• Phase completed
• Deliverable
• Tracking ID (if using one)
• Deliverable due date
• Acceptance criteria 

You can consider presenting this in table format or another format that flows best with how your  company usually does these things

Dear [Name]I’m excited to inform you that we’ve completed phase ______ of project _________. We request your feedback and approval for this video project deliverable. Please see the following details for further background:

Project Title:_______________________________________

Project Start Date:__________________________________

Project Due Date:___________________________________

Project Sponsor:____________________________________

Project Manager:___________________________________

Project Contact Info:_________________________________

Team Members:____________________________________

Name & Tracking Number (if relevant) of Deliverable: _______________________

Deliverable Format: _______________________

Deliverable Due Date: _______________________

Current Phase: _______________________

Description of Deliverable:_______________________

_______________________

Acceptance Criteria: _______________________

Required Action: _______________________

Approver: _______________________

Approved?       YES / NO

Feedback: _______________________

Additional Comments: _______________________

Situation #6: Project scope has been changed and needs some adjustment

Getting approval for changing the scope of the project should be straightforward if it’s coming from the client. In this case, a simple and clear explanation of the inquiries and how they change the project scope is all that you need. 

On the other hand, if this causes subsequent changes in budget and timeline, then you should offer more exploration of the situation. Otherwise, the purpose of this approval is to make sure all stakeholders are informed about changing the scope of the project, and that everyone supports it.

Hi [Name],I’m writing to request approval to change the scope of Project ______due to a new inquiries regarding ________________________  of the project. As you’re aware, our team has been working on [project] for the last [no. of days/months/etc.]. Our team has been hard at work and completely invested in creating an excellent __________ for _____________. We are currently in ________ phase of the project, and we’re excited to approach the next deliverable.

The current scope of Project ______________ is defined as follows:

The new scope of Project ____________________ will be defined as follows:

Impact of the change in scope on the project:

It has been our pleasure to create this _____________ for ______________.

Situation #7: Project milestone is completed and needs approval

Depending on the structure of your project, your project milestones can take different shapes and forms. But regardless of what the milestone looks like, you should always keep your language standardized. 

Within this approval request, include data such as project name, phase completed, next phase, deliverable, tracking ID (if using one), deliverable due date, acceptance criteria, etc. 

Dear [Name] I’m excited to inform you that we’ve completed milestone ______ of project _________. We request your feedback and approval for this milestone. Please see the following details for further background:

Name & Tracking Number (if relevant) of Milestone: ______________________

Included Deliverables:

Deliverable #1: _____________________________

Deliverable #2: _____________________________

Deliverable #3: _____________________________

Deliverable #4: _____________________________

Deliverable #5: _____________________________

Milestone Due Date: _______________________

Description of Milestone: _______________________

Acceptance Criteria: _______________________

Situation #8:  Entire project is completed and you’re asking for feedback and approval

This is perhaps the most comprehensive form of approval request compared to past examples. While you won’t need to relive the entire project in the content of your email body, you’ll need to provide enough information to give your reader a clear idea of the project’s journey from start to finish.

Depending on your firm’s organizational structure, you may need to submit a more formal project approval form. If your agency is smaller, you may simply ask for approval and attach a link to the project site or original project proposal.

Approval email template

Project Title:_______________________________________Project Start Date:__________________________________

Actual Project Completion Date:________________________

Project Phase #1: _______________________

No. of Milestones in Phase:_______________

Phase Completion Date:____________________

Milestone #1: ___________________________

Name & Tracking Number (if relevant) of Milestone: ___________________

Milestone Approval Date:_______________________________________________

Milestone #2: ___________________________

Description of Milestone:_____________________________________________

Milestone Approval Date: _______________________

Milestone #3: ___________________________

Project Phase #2: _______________________

Phase Completion Date:_________________

Project Phase #3: _______________________

Phase Completion Date:________________-

Approver: _______________________

Approved?:       YES / NO

Approval Date: _________________________

Whether you’re a large firm invested in large-scale projects with multiple stakeholders, or a small-scale startup with a cohesive design team, formulating a clear, well-articulated request can mean the difference between approval and project delay. 

Using an approval form template can help you streamline the  approval process and keep the red tape down to a minimum.

If you want to see first-hand how Filestage can become your go-to software for a faster approval process, make sure to start a free trial →

Approval process

5 essentials for your project approval form template

Got an idea for a project but now sure what to include for stakeholder approval? Never fear, we’re here with the essentials.

Valerie O'Connor

9 best content review tools to speed up approvals

These days, you’ll probably check Google before scheduling your next dentist appointment without giving it too much thought. You’ll scan different websites and reviews and quickly find the best place to fix your teeth.

10 min read

How design annotations help you get approval faster

Studies show that the human brain processes visuals 60,000 times faster than it processes text. It comes as no surprise, then, that design is everywhere, filling everything from our kitchen cabinets to our city streets. What most people don’t see, however, are the many rounds of reviews that go into every single sign, logo and web banner. 

Join The Fine Line newsletter

Get exclusive interviews and marketing wins so you can push creative limits without crossing the line. The monthly must-read for marketers in regulated industries.

Create Approval Templates

Explore more features.

Travel Approval

Our travel approval request template is designed to streamline and simplify the way your employees book and manage business trips.

100% customizable

Works on all devices

Table of contents

Business travel is expensive. However, some costs are avoidable. Implementing a robust travel approval process improves oversight of your bookings while reducing internal admin costs.

Internal admin and communications bring hidden costs. These include the time your team spends on calls and meetings, as well as rising costs associated with delayed bookings. Our template is built to improve efficiency when managing travel.

What is a travel approval tool?

Travel approval tools are used to digitize your request and booking processes. This means giving your employees a simple platform to request travel approval. Responsible teams can then review, manage, and approve these requests, within the same platform.

The goal here is to create a repeatable process for all travel requests. This ensures that the right information is gathered, while also streamlining internal workflows.

Additionally, travel approval apps allow you to centralize and rationalize data models relating to company travel. Analyze trends in travel spending, to improve resource allocation, or identify travelers who are overspending.

Why do businesses digitize travel approval requests?

Travel approval workflows can be complex. Often, different stakeholders manage trip approval requests, with very little coordination. This can lead to very different outcomes, across different departments, as well as poor oversight over traveler’s bookings.

Beyond this, setting up a call or meeting every time an employee needs to travel is costly and time-consuming.

Creating a travel approval system is the most effective way to overcome these challenges.

What should travel approval tools contain?

Basic travel approval software includes two key components.

• A travel request form interface for making approval requests.
• A back-end database for managing and approving requests.

The most effective tools feature a simple and intuitive interface for viewing, managing, and responding to new requests. Travel request platforms should also integrate with your existing software stack, for maximum efficiency.

For example, you might want to integrate with expense approval workflow tools or automation software.

Our travel approval request template

Our template is built for fast deployment and maximum efficiency. In minutes, you can build totally custom approval workflow software.

Use our template for:

• Support for external databases.
• Complete customization.
• Automated processes.
• Intuitive UI.
• Tiered permissions.
• Third-party integrations.
• Responsive design.
• Optional self-hosting.
• Design customization.
• Streamlined workflows.

Budibase makes it easy to build deployable business tools. Our template is the smart way to digitize travel approval request workflows.

Simplify travel requests & approval workflows

We’ve built our template around a simple travel request and approval process. Employees can use an intuitive form interface to make new requests. This ensures that your team has the exact right data to assess each trip request.

New requests are automatically given the submitted status. Responsible teams can approve or decline requests, based on the information submitted, as well as leaving comments.

Individual employees can view and edit any of their own requests from a simple listings page. Users with higher access levels can search and view all travel requests.

Manage communications

Digital approval workflows greatly improve internal communications. On the one hand, our template eliminates the need for many calls and meetings. Employees can request business trips and gain approval, without ever needing to communicate manually.

This greatly reduces your operational costs.

For times when more information is needed, Budibase supports a range of communications processes. Add your SMTP credentials to send automated emails or use the mailto command to contact employees and query their requests.

Automate approval processes

Budibase is built for process automation. Use any action in our template to trigger a wide variety of built-in automations. We’ve even provided a built-in JavaScript editor, to add advanced custom functionality.

Use our range of third-party app integrations to trigger automations in external tools.

With Budibase’s automation tools, it’s easy and cost-effective to build powerful approval workflow software.

Check out our free vacation request form template .

Intuitive request and approval UIs

We’ve designed our template for maximum usability. With separate screens for request submission, listings, and management, our template is entirely intuitive.

Our request form uses clear and simple language to ensure that users provide the right data. We’ve also configured key data fields to autocomplete, based on the current user’s information, speeding up the request process.

Different categories of users can access different features and data. Individual users are limited to screens relating to their respective requests, decluttering the app’s overall interface.

Customize access control

It’s crucial that users can access the exact data they need. Our template uses two permission tiers, for basic and power users. This ensures that individual employees can request and manage their own trips.

Power users can then access, view, and manage all travel approval requests.

With Budibase, you have complete control to customize your permission tiers. Add, edit, or remove access levels, to create an approval tool that perfectly suits your organizational structure.

Responsive design

The effectiveness of your approval request tool depends on its adoption. Our template is fully accessible and mobile-responsive. All design elements automatically resize and scale to fit perfectly on different devices.

Empower your teams to quickly request and approve business trips, on the go.

Mobile responsiveness is crucial for app adoption. Deploy internally or as a web app, and make sure that your employees can use your app whenever and wherever they need to.

Searchability and filtering

Our travel approval request template features powerful search and filtering tools. Each of our request listing screens features our dynamic filtering component. Users can filter their requests by key data fields, including destination, cost, or category.

Search with simple equals and contains expressions, or use more complex numerical and boolean filtering.

With our smart filters, it’s quick and easy to find the exact information you need at any given moment.

Why build a travel approval request tool with Budibase?

At Budibase, we’re revolutionizing the way businesses build approval workflow software. With our low-code app builder, you can create highly functional, deployable apps in minutes.

Budibase boasts:

• Open-source design.
• Scalability.
• Fast deployment.
• Self-hosting.
• Mobile-friendly design.
• Automation.
• Integrations.
• Low-code app development.
• External data support.
• Infinite customization.
• JavaScript editor.
• Auto-Generated app screens.

Our open-source, low-code platform

Budibase is the smart way to build open-source approval workflow tools. Our intuitive low-code platform makes it easy to build deployable business tools, with minimal development time.

Customize our template to your heart’s content, and at the end, you’ll even own the finished product. We also offer free SSO across all of your Budibase tools.

Complete customization

With Budibase, you have complete scope to customize your tools. Alter any element of our template’s design, functionality, branding, or UI in a matter of minutes. Add, edit, or remove processes to fully match your travel approval policies.

You can also totally customize your approval software’s data fields and forms. Alter your request form interface to gather the exact data that you need to make informed approval decisions.

Third-party integrations

Budibase offers broad support for external app integrations . Our apps integrate seamlessly with your existing software stack. Connect our template to a variety of third-party apps, using Zapier, Webhooks, and more.

Trigger automations in travel management, communications, invoicing, and other internal platforms for maximum functionality.

Optional self-hosting

Deploy your travel approval request platform however you choose. With Budibase, it’s easy to create web apps and internal tools alike. Choose from self-hosting or our proprietary cloud-based platform.

Self-host your Budibase tools using Kubernetes, Docker, Docker Compose, Digital Ocean, and more.

External database support

Our template connects seamlessly to a range of existing datasets. With Budibase, you can query, manipulate, and update existing databases from within our tools. Use our template as a modern interface for external databases.

Connect to external data sources, using Kubernetes, Airtable, MongoDB, CouchDB, MySQL, MSSQL, Postgresql, and more.

Conditionality

The Budibase offers powerful conditionality features. Hide, display, or update different components, using behavior, user data, and more. Display different CTAs based on a requests’ status, or create bespoke workflows for different request categories.

Conditionality also allows you to create truly optimized mobile experiences. Use truncated or multi-step forms for mobile users, simplifying workflows.

Total security

Budibase offers unparalleled security. With our open-source, low-code platform, you’re in complete control over how you secure your apps. Choose self-hosting, or use custom access control to manage who can access your data.

We also offer additional security tools, including free SSO, OpenID, and OAuth.

Future-proof approval tools

Our approval management templates are designed to grow and evolve with your business. With Budibase, you can easily add new users, functions, and app screens, with minimal downtime.

Simply use our low-code platform to tweak and alter your tools, as the need arises.

Start using our travel request approval template

Budibase is the fast and cost-effective way to digitize approval workflows. Our innovative low-code platform cuts development times to minutes.

To start using our travel approval template, simply click below. We also offer premium support options and SLAs for enterprise users. Check out our pricing page for more information.

Deployment options

Join 100,000 teams building apps and making work flow..