Business Travel Request template

A business travel request form that front-loads the approval conversation: trip purpose, destination, dates, what needs booking — flight, hotel, rental car, train, transfer — estimated cost, and the business case. Approve before anyone books, and expense season stops producing surprises.

Use this template Start free — no card

10 questions · works on the free plan (500 responses/month) · fully customizable

What’s inside

The questions this template ships with — rename, reorder, or delete any of them in the builder.

01Your nameShort text

02What's the trip for?Dropdown

03Where are you going?Short text

04Departure dateDate

05Return dateDate

06What needs booking?Checkboxes

07Estimated total costNumber

08What's the business case?Long text

When to use this template

A company instituting pre-trip approval after one quarter of expense-report archaeology
A sales team requesting client-visit travel where the business case ('who you're meeting, what the trip should achieve') is the approval
Conference season, when finance wants estimated totals in hand before six people book the same event separately
An executive assistant who books all travel and needs requests to arrive with dates, destination, and booking needs complete

Tips to get more from it

The what-needs-booking checklist is required, and it's the operative field for whoever books — a request marked flight-plus-hotel-plus-transfer is a complete work order, not the start of a thread.
The estimated-cost description spells out what to include: flights, hotel, and per diem, in USD. Estimates against a stated scope are comparable; estimates against a vague one aren't.
The business-case prompt is what separates approvable requests from wishes. Its description coaches the answer — keep it, and thin cases will screen themselves.
The ending screen sets a 14-day booking window after approval to lock fares. Adjust to your travel policy, and export responses to CSV for a quarterly travel-spend picture.

Questions people ask

Should travel be approved before booking?

That's the workflow this form enforces: request with estimated cost and business case, approve, then book — the template suggests within 14 days while fares hold. It's the cheapest possible fix for expense disputes.

Who sees travel requests once submitted?

The form owner — typically finance, ops, or the approving manager — sees every response, and email notifications can announce each new request as it arrives.

Can I add a cost-center or project code question?

Yes, every form is editable — a short-text or dropdown field for the cost code slots naturally after the trip-purpose question, and it'll appear as its own CSV column.