travelling allowance approval letter format

• Email Letter to Request Travelling Allowance

Email 1: Request for Travelling Allowance for Business Trip

Subject: Request for Travelling Allowance for Business Trip

Dear [Manager's Name],

I am writing to request for reimbursement of travel expenses incurred during my recent business trip to [destination]. As per the company's policy, employees are eligible for reimbursement of travel expenses when travelling for business purposes.

I have attached the receipts for airfare, hotel accommodation, meals, and transportation for your reference. The total expenses incurred during my trip amount to [amount]. I would appreciate if you could approve my request for reimbursement of these expenses.

Thank you for your attention to this matter.

[Your Name]

Email 2: Request for Travelling Allowance for Job Interview

Subject: Request for Travelling Allowance for Job Interview

Dear [HR Manager's Name],

I am writing to request for reimbursement of travel expenses incurred during my recent job interview for the position of [position] at your company. I appreciate the opportunity to interview for the position, but I had to travel from [location] to [destination] for the interview.

Email 3: Request for Travelling Allowance for Conference

Subject: Request for Travelling Allowance for Conference

I am writing to request for reimbursement of travel expenses incurred during my recent attendance at [conference name] held at [destination]. As per the company's policy, employees are eligible for reimbursement of travel expenses when attending conferences.

Email 4: Request for Travelling Allowance for Training

Subject: Request for Travelling Allowance for Training

I am writing to request for reimbursement of travel expenses incurred during my recent training program at [location]. As per the company's policy, employees are eligible for reimbursement of travel expenses when attending training programs.

Email 5: Request for Travelling Allowance for Sales Visit

Subject: Request for Travelling Allowance for Sales Visit

I am writing to request for reimbursement of travel expenses incurred during my recent sales visit to [customer name] at [location]. As per the company's policy, employees are eligible for reimbursement of travel expenses when visiting customers for sales purposes.

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Request Letter for Allowance

Last Updated On March 3, 2020 By Letter Writing Leave a Comment

Occasionally, an employee can request an allowance if assigned duties away from the work station or to perform the duties of a coworker. Other types of allowances are housing, transport, travel, and medical allowance. Employers have provisions to manage allowances.

When an employee assumes more responsibilities, the employer can make arrangements to offer the employee allowance. Under such arrangements, the employee can write a request letter for allowance. This letter is addressed to the employer or the relevant authority responsible for making payments.

A request letter for allowance is applicable when the company has a policy that manages allowance or the employer has made such arrangements. This is a formal document to notify your employer that you are eligible for an allowance based on the current circumstances. It is important for reference to the employer of the amount of money you are requesting and the reason for the request.

Tips for writing a request letter for allowance

• Acquaint yourself with the employer’s contract or company’s policy to determine provisions for allowance
• State precisely the reason for the request
• Ensure the format and content of the letter are formal
• Address the letter to the relevant authority
• Write the letter in a professional  and polite language
• Be straight to the point

Request Letter for Allowance Template

If you have been taking more workload than usual, you can request for an allowance. See the request letter for allowance template and sample letters that you can customize to your needs.

_____________

Date (date on which letter is written)

________________

Sub:_________________________________________

Dear _________________,

My name is ____________, an employee with your company ____________ in the department of ____________. I have worked with your company for ____________ years and I take pride in being part of your team. I hereby write this letter to request for my ____________ allowance of ____________ which is due for ____________.

I have brought this matter to the attention of ____________ but as of today ____________ the payment has not been made to my bank account. I submit all my bills in good time hence this cannot the cause of the problem.

This problem is putting me in a difficult financial position because this has been the arrangement since I joined the company. Additionally, employees in my job group ____________ are eligible for this allowance as stipulated in the employees’ policy.

I have visited the bank and they say that the payment has not been made yet. Kindly take up this issue with the relevant party so that I can have my ____________ allowance by the latest ____________. I herewith attach documents on when the last payment was made and receipts of the pending bills.

Please help me solve this matter at the earliest.

Thank you.  

Yours sincerely,

(__________________)

Request Letter for Allowance Samples

If you have no idea how to write an allowance request letter, check out our free request letter for allowance sample that you can use to tailor a professional and convincing letter to your employer.

Dane Leblanc,

50 Corona Ave.

Fair Lawn, NJ 07410

United States

Date:____________ (Date on which letter is written)

Troy Coffey,

Nampack Ltd

76 Prince Ave.

Millville, NJ 08332

Sub; Request for travel allowance

Dear Mr. Coffey,

My name is Dane Leblanc an employee with Nampack Ltd in the department of occupational health and safety. I hereby write this letter with respect to the travel allowance which is due for the last month and not yet received. 

I traveled to Denmark on 21 st November 2019 to represent the company in a conference and workshop about the health and safety of employees’ in the workplace. The conference was a success and our company was recognized to have good policies to protect employees in the workplace. 

Before I left for Denmark, the human resource manager assured me that I will get my travel allowance of $5,000 when I get back since the attendance invitation was received late. However, this allowance has not been paid as of today 30 th January 2020. Kindly receive the agreement attached herewith.

Please look into this matter in person to help me solve this problem. 

Yours Truly,

Dane Leblanc

Sub: Requesting for allowance

Dear Mr. Winton,

I want to bring to your kind attention that I have not received my medical and transport benefit till now.  I have been serving your organization for the past ten years, and it has happened to me for the first time. I have submitted all my bills to the Accounts department in time, but till now, my allowance has not been credited into my bank account. The total amount needs to be credited $4000 for the month of July-August.

I would request you to please look into the matter and get the needful done at the earliest. I am enclosing the copies of the bill for your reference.

Your promptness in this regard will be highly appreciated.

Thanking you,

___________

Marc Steven

Request Letter for Allowance Email Formats

Are you wondering how to approach your employer with an allowance request? Have a look at the email sample of request letter for allowance that you can use to write a professional request to your boss.

Dear HR Manager,

My name is Gus Mcintosh and I am a dedicated employee of Kevian Industries for five years. I hereby write this letter to request for my housing allowance for September to December 2019. Employees in my job group P3 are eligible monthly housing allowance as stated in the company’s employees policy. Unfortunately, I have not received my allowance for September to December.

I have submitted my monthly bills to the finance department for the above stated months but still the payments have not been made of $10,000. Over the past years, this problem has never occurred. I am in a tough position of being evicted from my house that I have lived for over ten years. Additionally, I have visited the bank several times but my account has not been accredited. 

I wish to request that you look into this matter personally and do the needful. I would be very grateful to have my housing allowance by the end of the week. Please contact me on my cell 362-438-4720 if you have any updates on this issue.

Thank you in advance.

Kind regards,

Gus Mcintosh

I want to bring to your kind attention that I have not received my medical and transport allowance till now.  I have been serving your organization for the past ten years, and it has happened to me for the first time. I have submitted all my bills to the Accounts department in time, but till now, my allowance has not been credited into my bank account. The total amount needs to be credited $4000 for the month of July-August.

Different employers offer various allowance provisions to their employees. Sometimes the allowance can be delayed or not given as agreed. When writing a request for allowance, it is essential to address the recipient in a polite language, acquaint yourself with allowance provisions, and use formal content. 

Additionally, be clear on the amount due, the reason for the request, and address the request to the relevant party.

Megha Kothari

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Sample Letter Format

4+ Sample Allowance Request Letter Sample Templates

In today’s fast-paced and dynamic work environment, employees may require various types of allowances to meet their professional and personal needs. Be it an educational allowance, travel allowance, or medical allowance, submitting a well-written and persuasive allowance request letter to your employer can be the key to unlocking the benefits you need.

In this article, we will explore the art of crafting an effective allowance request letter, providing you with essential tips and valuable samples to help you make a compelling case. So, whether you’re a first-timer or looking to improve your letter-writing skills, this comprehensive guide is here to assist you in securing the allowances you deserve.

Sample 1: Educational Allowance Request Letter

Subject: Request for Educational Allowance – [Your Name]

Dear [Supervisor’s Name],

I hope this letter finds you well. I am writing to request an educational allowance to support my pursuit of a [Degree/Certification] in [Field of Study] at [Educational Institution]. As a dedicated and ambitious employee of [Company Name], I believe that this academic endeavor will not only benefit my personal growth but also contribute significantly to the company’s continued success.

The program I intend to enroll in is designed to sharpen my skills and expand my knowledge in areas such as [specific subjects or skills]. I am confident that upon completion of this program, I will be better equipped to take on new responsibilities and contribute more effectively to our team’s objectives.

The total cost of the program is [Amount], which includes tuition fees, textbooks, and other necessary materials. I kindly request an educational allowance of [Amount] to help offset these expenses. I have attached a detailed breakdown of the costs, along with the program brochure, for your reference.

I sincerely appreciate your consideration of my request and look forward to discussing it further. Please let me know if you require any additional information or documentation.

Thank you for your time and support.

Best regards,

[Your Name]

[Your Position]

[Your Contact Information]

Sample 2: Travel Allowance Request Letter

Subject: Request for Travel Allowance – [Your Name]

I hope you are doing well. I am writing to request a travel allowance for an upcoming business trip to [Destination] from [Start Date] to [End Date]. This trip is essential for [Reason for the trip, such as attending a conference, meeting clients, or conducting training].

The estimated expenses for this trip include airfare, accommodation, transportation, and meals. I have prepared a detailed cost breakdown, which I have attached to this letter for your reference. The total estimated cost of the trip is [Amount], and I kindly request a travel allowance of [Amount] to cover these expenses.

Your approval of this travel allowance will enable me to represent our company at [Event/Meeting] and contribute to our ongoing success. I would be happy to provide any additional information or clarification you may need.

Thank you for your attention and support.

Sample 3: Medical Allowance Request Letter

Subject: Request for Medical Allowance – [Your Name]

I hope this message finds you in good health. I am writing to request a medical allowance due to recent health issues that have necessitated ongoing treatment and medical expenses. As a dedicated employee of [Company Name], I am committed to maintaining my well-being in order to continue providing valuable contributions to our team.

My medical condition requires regular visits to healthcare professionals, along with prescription medications and other necessary treatments. I have attached a letter from my healthcare provider outlining my condition and the recommended course of treatment. The estimated monthly cost of my medical expenses is [Amount]. Therefore, I kindly request a medical allowance of [Amount] to help cover these costs.

I understand that my request may require further review, and I am prepared to provide any additional information or documentation you may need. I appreciate your understanding and consideration of my situation.

Warm regards,

Written by TeamSampleLetter

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Email Sample, Free to Use Email Templates

Request for a Transportation Allowance – Sample Email to Request for Transport Allowance

The Manager,

Most respectfully, my name is __________ (name) and I am ________ (designation) in ________ (department) in your reputed company having employee ID number _______ (employee ID number).

I am writing this email with the utmost respect in order to request for travel allowance. As per the company’s policy __________ (describe the policy), I am eligible to avail myself the transportation allowance. I reside at ________ (location) and have to travel to the office daily which costs me ______(amount). I would like to request you to please evaluate my request and scansion the allowance.

I shall be highly obliged for your kind support.

Thankful as always, [Digital Signature] ____________ (Signature) ____________ (Name), ____________ (Contact details)

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Application for Travelling Allowance from Company

[Usually, most of the organizations give leverage to their employees in the form of allowances. Allowances benefit employees in many ways. Here briefly focus on sample Application for Travelling Allowance from Company by an employee. The letter should be addressed to the concerned department and the point. You can modify these sample as your requirement.]

Date: DD/MM/YY

Authority/Official name…

Head (Accounts) Department…

Company/Institute Name…

Sub: Application for Travelling Allowance

Dear Sir/ Madam,

I want to bring to your kind attention that I have not received my transport allowance till now. I have been serving your organization for the past 3/5/7 years, and it has happened to me for the first time. (Describe in your words). I have submitted all my bills to the Accounts department in time, but till now, my allowance has not been credited into my bank account. (Describe all about the situation). The total amount needs to be credited (money amount) for the month of (Date to date). I would like that trip to be paid for by the company, the airplane ticket, taxis, hotel bookings food and drinks, as I cannot afford this on my payroll. (Explain all about the policy and your point).

I hope that you will grant me a travel allowance. I am enclosing the copies of the bill for your reference. (Cordially describe your greetings and requirements). I look forward to hearing back from you.

Kind regards,

Job Designation…

Department name…

Contact Info. and signature…

Another Format, [Email format]

Sub: Request for Conveyance Allowance

My name is (Name); I am an employee of (Company name, Department name and Job position).  I have been working at your company for the last 2/3/5 years. With this letter, I would like to inform you that allowances which are to be received for 2 months hadn’t been dispatched by the bank. (Describe in your words).

I was recently doing some fieldwork (Responsibilities type), which brought immense joy and pride and motivated me to work even more passionately. This made me realize that I am remembered in good words by the board of directors. I have been sent out to visit various offices of the company. Therefore, I kindly ask you to consider this case as soon as possible.

For that purpose, I request you to allow me a traveling allowance so that I can pursue official visits as many times as required. I also enclose some documents relating to this matter. I wish to continue working and earn even more respect with time. Thank you,

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Application Letter for Travelling Allowance

Sample application letter for traveling allowance from company, office, manager, or boss for visits, meetings. Letter for travelling allowance. Transportation Allowance Request Letter.

Dear Sir/ Madam,

I am writing to you because I would like to apply for some travel allowance. On the third of May i am traveling to the United States of America on a business trip. I would like that trip to be paid for by the company, the air plane ticket, taxis, hotel bookings food, and drinks, as I cannot afford this on my pay role.

As this is a trip that the company wants me to go on because I am the only person who knows about the topic of the conference this is your duty. I hope that you will grant me the travel allowance . I look forward to hearing back from you.

Kind regards,

Mr. Anthony Horrorwitz

Sample Request Letter for Conveyance Allowance

To Manager Public Relations PepsiCo International Lahore.

Sir, I have been working at your company for the last 2 years. I was recently promoted to a higher rank which brought immense joy, and pride, and motivated me to work even more passionately. This made me realize that I am remembered in good words by the board of directors. Since the promotion , I have been sent out to visit various offices of the company. For that purpose, I request you to allow me a travelling allowance so that I can pursue official visits as many times as required. I wish to continue working, and earn even more respect with time. Thank you

Employee, Inspections

Request Letter for Travelling Allowance

Hope you are feeling good. I have been working here since (Date) that becomes four years, and it’s the company rule to give travel allowance when your employees have worked three years. The purpose of writing this to request you to give me travelling allowance so I can go to abroad on a trip with my family. I will be very grateful to you. I will wait for your response. Thank you.

Yours sincerely,

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Application for Travelling Allowance from Company

[Below briefly focus on sample Application for Travelling Allowance from Company. You can follow these sample application letter for traveling allowance from company, office, manager or boss for visits, meetings. You can modify these sample as your requirement.]

Date…

Authority name/Job Designation…

Department Name…

Company/Institute name…

Address…

Sub: Application for Travelling Allowance

Dear Sir/ Madam,

I am writing to you because I would like to apply for some travel allowance. On the (Date and month name), I was traveling to the (Area, city and country name) on a business trip (Cause of travel). I would like that trip to be paid for by the company, the airplane (Bus/train) ticket, taxis, hotel bookings food and drinks, as I cannot afford this on my payroll. (Describe in your own words).

As this is a trip that the company wants me to go on because I am the only person who knows about the topic of the conference this is your duty. (Explain the actual condition and situation). I hope that you will grant me a travel allowance. (Explain on requirements). I look forward to hearing back from you.

Kind regards,

Your name…

Job Designation…

Another Format,

Sub: Request for Travelling Allowance

Hope you are feeling good. I have been working here since 20XX that becomes five years (more/less) and it’s the company rule to give travel allowance when your employees have worked two/three years. (Describe in your own words). (You should follow company rules…).

The purpose of writing this to request you to give me a traveling allowance so I can go to abroad on a trip with my family. (Explain on requirements). I will be very grateful to you. I will wait for your response. Thank you.

Yours sincerely,

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Travelling Allowances (TA/DA) Expenses Bill Format in Excel | Download

Travelling allowances and daily allowances(TA & DA) are given to employees whenever they travel on company work. Employees can claim their transport expenses such as ticket charges, petrol charges or diesel charges and other expenses like food & lodging charges.

To claim travelling allowances you need to submit travelling allowances reimbursement form, here you can download TA DA bill in Excel, Word, and PDF formats.

TA/DA Bill Excel Format

How to Fill up TA/DA Claim Bill

• Before filling up TA/DA bill make sure you have all the bills like travel tickets, fuel bills, food & accommodation bills with you.
• Write your name, employee id, designation, and department in which you are working.
• Write from which place to which place you have travelled and the departure & arrival dates.
• Mention the purpose of your travel.
• Write how much you have spent on your travel, and attach all the supporting bills.
• Finally, sign the TA/DA bill.

You have to submit this TA/DA bill to your company’s accounts department, they will verify the bills and if everything is fine then your claim will be approved by the respective head of your company.

If you have taken any cash advance before starting your journey, then that amount will be deducted and the balance amount will be reimbursed to you.

How much travel allowances Can I claim?

You can claim whatever the actual amount you have spent on your journey, but you should know your limit before spending the amount on various expenses. If you overspend then you have to justify your expenses.

How much TA amount will I get per Km?

It is different for each company. Every company will have their own rate of per Km charge but in most cases it is in between 15-50 Rs including all the expenses.

Will employers rejects TA/DA bill?

If they find any discrepancies in your travelling bill then the accounts department can reject your bill and ask you to submit a new bill or you have to give a valid explanation about why did you spend that much money on travelling.

How much time will it take to receive my TA/DA bill?

Some companies will pay the TA/DA reimbursement amount immediately after the approval of your bill and some companies will pay it with in 7-10 days.

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Travel guide:

Travel Approval Email Templates

First time setup completed

Book travel current

Travel not completed

Get reimbursed not completed

Step 2 of 4 Book travel

Jump to Step 2: Booking Travel >

Note about travel to a training, conference, speaking event, large team IRL, or international

Authorizing official approval is secured via the event request process , so you are all set as long as your travel is booked in Concur and is in SUBMIT TO APPROVER status. However, an email of approval is still required if you will be extending your trip at your own expense , flying to or from points that are not either your duty station or location of the event , or combining your event travel with travel for some other reason.

Email Template for Individual Travel:

Subject: Approval for travel between [dates] for , external, TTS-only, Budget name or Tock project name and ID #

I request approval to travel from [ home_location ] to [ work_location ]. I will depart the [ departure_date ], to arrive in time for [ work_to_be_done ] in service of [ TTS budget name ] (options available , external, TTS-only, here ) or [ Tock project + ID number ] scheduled for [ first_day_of_travel_work_date ]. I will return to [ home_location ] on [ return_date ]. The total should not exceed $[x,xxx.yy].

Please reply with your approval, or with any subsequent questions or clarifications you may have.

Many thanks,

[ requestor_name ]

Email Template for Group Travel:

Below is the travel cost break out for [ work to be performed ] for [ Budget name or Tock project name and ID# ]. The estimated total cost is [ total cost ], with the cost for each team member broken out below. Please reply with your approval, or with any subsequent questions or clarifications you may have.

[ Include the , external, TTS-only, completed travel expenses estimator pasted here, or another format of your choice, as long as origins, destinations, dates of travel, and estimated cost are clearly identified for each person traveling ]

• , external, TTS-only, #travel
• , external, [email protected]
• , external, Book office hours

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Download Employee TA Reimbursement Excel Template

Employee TA Reimbursement Template is a ready-to-use template in Excel, Google Sheet, and OpenOffice that helps you to record your travel expenses for reimbursement purposes.

This template is useful to employees and companies where the travel expenses are reimbursed on an actual basis.

Table of Contents

What is the TA?

Employees are entitled to TA reimbursement for their official travels. TA stands for Traveling Allowance. Traveling allowance is the amount paid or allotted to an employee by the employer for traveling to another place for business purpose.

The traveling allowance includes modes of travel, accommodation, meals, and other incidentals. Traveling Allowance is an additional sum of money apart from the salary given to the employee when he/she travels to other places for business purposes. Thus, the amount is not deducted from the salary of the employee.

TA Payment Policies

Companies pay TA either in advance before the travel or reimburse after the travel has been made. It depends on company policy, employee rank, workplace policies, etc.

Moreover, many companies pay on a per diem basis. It means that a fixed amount is paid per day for such traveling for business purposes. This is used when traveling is very frequent. It also safeguards the company from misuse of the money.

From an employer’s point of view, actual reimbursement is beneficial to the organization. This prevents the misuse of the company’s money.

Whereas from an employee’s point of view the advance is better. When the company pays in advance, the employee has the opportunity to spend economically and save some money.

Components of TA Reimbursement Form

Usually, in a small or medium-sized company, the reimbursement of TA includes modes of travel, accommodation, meals, and other incidentals.

But in larger corporates, there are many more details as follow:

Airfare Rail transportation Rental vehicles Conference registration fees Mileage expenses Rental vehicle expenses Lodging (commercial) Meals (per diem) Business meals Business expenses Parking Telephone calls Tolls Visa, passport fees, and immunizations Other business expenses.

Different companies have their predefined formats for reimbursement of TA.

Employee TA Reimbursement Excel Template

We have created a ready to use Employee TA Reimbursement Template in Excel with predefined formulas.

This template is useful for employees to claim reimbursements of their TA as and when they travel for the business purpose.

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Note: To edit and customize the Google Sheet, save the file on your Google Drive by using the “Make a Copy” option from the File menu.

Additionally, you can download other HR and Payroll Templates like  Employee Evaluation Template ,  Weekly Timesheet ,  Job Candidate Tracker , and much more.

Let us discuss the contents of the template in detail.

Contents of the Employee TA Reimbursement Template

This template consists of 6 sections: Header Section, Employee Details Section, Travel Details Section, Food and Accommodation Expenses Section, Travel and Other Expenses Section, and Approval Section.

The header section consists of the company name, company logo, and heading of the sheet “TA Reimbursement Template”.

Employee Details

Employee details section consists of general details like employee name, employee id, designation, department, and purpose of the trip.

Travel Details

Trave details section consists of data for each day, From and To Travel destinations.

If you are using your vehicle for the official travel then you need to enter kilometers for a daily run.

Once you add the kilometers the sheet will automatically multiply it with the usage rate and displays the result in the travel expenses section.

Food and Accommodation Expenses

This section consists of expenses related to room rent, daily breakfast, lunch, and dinner.

Travel and Other Expenses

The travel and other expenses section include all expenses related to travel. It includes expenses of air tickets, taxi charges, rent a car, parking, etc.

If you are using your vehicle for travel, you need to mention the daily run in the travel details section.

If you mention the daily run and rate in the respective column, it will automatically calculate the mileage for you.

The template shows both; daily totals as well as weekly totals of each head of expense. With this template, you can claim up to 7 days of travel expenses.

Approval Section

In the end, there is an approval section. This section consists of final calculations. If you have received any advances from the company you need to mention them in the cell below totals.

Total Reimbursable amount = Sub-Total – Advances.

Furthermore, it includes the signature boxes for the claiming employee and the approving authority.

Note: Keep in mind to claim the travel reimbursements well in time. Usually, previous fiscal year reimbursements are non-claimable.

We thank our readers for liking, sharing, and following us on different social media platforms.

If you have any queries please share in the comment section below. I will be more than happy to assist you.

Frequently Asked Questions

What does a company travel policy contain.

Business travel policies vary from business to business. Usually, it includes the approval process, clarifications of expenses to be reimbursed, non-reimbursable expenses, the threshold of expenses (amount allowed), and other general rules.

Actual reimbursement or Per Diem. Which one is better?

Per Diem system creates a win-win situation for both employee and employer. The employer pays a fixed amount per day. On the other hand, the employee is free to use that amount as per his convenience and can save a portion out of it. Moreover, in the per diem system, the employer doesn’t need to keep records of receipts. This also saves time for the accounting department.

Whereas, in the actual reimbursement system, it is hectic for both employees as well as employers. The employee will need to keep the receipts for approval and the accounting department’s work will also increase. Hence, the Per Diem system is better.

Does the business travel allowance vary from employee to employee?

Yes, the business travel allowance varies from employee to employee. The first and foremost difference is on the basis of employee grade. The manager will have a higher amount whereas the executive will have a lower allowance amount. Moreover, it also differs on the basis of other factors such as the nature of travel (domestic or international) and travel mode (bus, train, company vehicle, flights).

About Shabbir Bhimani

I have worked in Excel and like to share functional excel templates at ExcelDataPro.

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Home » Letters » Office Letters » Request Letter for Air Ticket Approval

Request Letter for Air Ticket Approval

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• Sample Letter

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How to use live assistant, additional template options, download options, share via email, share via whatsapp, copy to clipboard, print letter, sample request letter for air ticket allowance.

To, The Human Resources Manager, __________ (Receiver’s Name), __________ (Receiver’s Address)

Date: __/__/____ (Date)

Subject: Request for air ticket allowance

Respected Sir/Madam,

Most respectfully, my name is ________ (Name) and I work in _________ (Department) department as _________ (Designation). I have been working for last _________ (Months/ Years).

I would state that on __/__/____ (Date), I have to visit _________ (Location) for official work as __________ (Meeting/ Exhibition/ Office Work/ Any other) for which I would request you to kindly provide me with air ticket allowance as ______ (local transport/cabs/train) are not available to reach mention location. As this being official work it is requested to kindly proceed at the earliest in order to prevent any delays.

I ensure I will get back to work on __/__/____ (Date) and I shall be highly obliged for your kind support.

Thanking you, ___________ (Signature), ___________ (Name), ___________ (Employee ID)

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• A: Generally, air ticket allowances are provided for official business trips rather than personal travel.
• A: Yes, clearly stating the purpose of the trip helps HR understand the necessity of the air ticket allowance.
• A: The response time may vary depending on the company's policies and the urgency of the trip. It's advisable to follow up if there's no response within a reasonable timeframe.
• A: It's not always necessary, but attaching any relevant documents, such as an official invitation or meeting agenda, can strengthen your request.
• A: Any changes to the travel itinerary should be communicated promptly to HR for approval and necessary arrangements.

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A travel allowance claim/reimbursement form is used by employees for reimbursement of their travel expenses during business trips from the company. Every employer should have a well-designed claim form ready all the time so that there is no delay in reimbursing the employees when they ask for their travel expenses. Here are a few steps to write a perfect travel allowance claim form templates .

Step 1: Purpose of Your Visit

Step 2: your budget details, step 3: travel fare details, step 4: attach all your travel receipts, step 5: deduct your advances.

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Sample Travel Reimbursement & Daily Allowance Policy

I have Attached Sample Travel Reimbursement & Daily Allowance Policy.

TA/DA NOTE APPROVAL

Date: 02 nd Aug 2012

BACKGROUND :

Employees of Celkon at present are being paid TA DA and miscellaneous expenses incurred in travel on official tours as per the extent of existing rules. These allowances under these Rules are insufficient to cover the actual expenses incurred for touring. Since it is imperative to have Tour Rules conducive for maintaining sense of quality for all our staff it is being suggested as following:

It is being proposed to revise the Tour Rules and apply the Rules as per the following Linkages

The proposed Tour Rules as per above Linkages are submitted in the annexure for approval.

TOUR, TRAVEL AND DAILY ALLOWANCE RULES ON OFFICAL TOURS

Grade and Travel Entitlement :

@ Employees in Category – IV are eligible for Air Travel only on prior approval.

Number of Kilometers allowed per day category wise :

A maximum of 1200km will be reimbursed per month for staff of all categories. The Mileage / distance from residence to office and back would be deducted.

A Prior Approval for using Cab/4Wheeler is Mandatory.

Hotel Room Tariff Entitlements Limits :

Note :  The entitlements shown above are inclusive of all taxes and discounts.

A Class Cities :

Ahmedabad, Bangalore, Chennai, Gurgaon, Hyderabad, Kolkata, Mumbai, New Delhi, Noida, Pune,

B Class Cities :

All other state capitals and Agra, Allahabad, Aligarh, Aurangabad, Agartala, Amritsar, Amarawati, Ambala, Bareilly, Bellary, Belgaum, Bhopal, Bhubaneswar, Chandigarh, Coimbatore, Cochin, Davanegere, Dehradun, Ghaziabad, Gorakhpur, Guwahati, Gulbarga, Goa, Gangtok, Haldwani, Haridwar, Kanpur, Moradabad, Nainital, Pondichery Rohtak, Indore, Jaipur, Kholapur, Kota, Jalandhar, Jamshedpur, Jamangar, Jammu, Jodhpur, Ludhiana, Mysore, Nasik Nagpur, Patna, Raipur, Ranchi, Sholapur, Salem, Surat, Srinagar(J&K), Siliguri, Shillong, Surat, Thane, Thiruchirapalli, Trivandrum, Udaipur, Vijayawada, Visakhapatnam, Varanasi, Vadodara, Vellore.

C Class Cities:

Cities other than those mentioned above.

Daily Allowance on Tour

* Employees are eligible for Daily Allowance only in case of work at outstation & can claim as above.

* Mislleneous expenses like washing, stationary etc can be charged as per actual.

Mobile Reimbursement:

Mobiles reimbursement is given to staff only for official communication.

Staff has to procure their own hand sets in case of any CUG SIM cards along with company numbers with corporate plan have been issued to any employee.

All personal calls must be deducted from the total.

The permitted amounts of mobiles allowance are:

Claims will be processed for every 15 days.

Bill date should not be older than one Month.

Original Bills need to be submitted, Xerox copies etc will not be accepted.

Immediate reporting authority need to Approve the Claims.

Staff found guilty of any unethical practices will be dealt seriously.

                                                                                 Submitted for approval.

                                                                                 __________________________

                                                                                 (Managing Director)

Click Here To Download Travel & DA Policy

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