Travel Approval Email Templates

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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 Budget name or Tock project name and ID #

Body:

Hello,

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 here) or [ Tock project + ID number ] scheduled for [ first_day_of_travel_work_date ]. I will return to [ home_location ] on [ return_date ]. budget is attached.

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

Many thanks,

[ requestor_name ]


Email Template for Group Travel:

Subject: Approval for travel between [dates] for Budget name or Tock project name and ID #

Body:

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 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 ]

Many thanks,

[ requestor_name ]

Got questions? Ask #travel, tts-travel@gsa.gov, or book office hours here