Travel request form template

Let staff ask before they book a work trip: where, why, when, how they will get there, what it will cost and which budget pays.

Use this template

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Your name (required)

As it appears on your ID, for bookings.

Work email (required)

Department

Your manager or approver (required)

26 questions · about 4 min · logic · file upload · signature

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Print it as a PDF Word version

Change the questions in Word, then print.

What you get back

Every response lands in your results the moment it is sent. Turn on email notifications and each one arrives like this, and the same answers become a row in your spreadsheet.

From PulseFormCreator

Subject New response to Travel request

Your name: Nadia Rahman
Work email: nadia.rahman@example.com
Department: Community programs
Your manager or approver: Owen Price
Where are you going?: Denver
Domestic or international?: Domestic

and 14 more answers

A sample email with made-up answers.

submitted_at	Your name	Work email	Department	Your manager or approver	Where are you going?
23 Sep 2026 09:41	Nadia Rahman	nadia.rahman@example.com	Community programs	Owen Price	Denver

Export to CSV or Excel, or send responses to Google Sheets, Notion, Airtable, Slack or a webhook. All free.

What happens after someone submits

Set it up once in the Workflows tab, and no trip is booked before it is approved.

Submitted
A request comes in Pro

It waits for the approver, who approves or rejects it from their inbox before anyone books.
The trip is approved

Finance gets an email with the dates, the budget and the estimated total, in time to prepay the registration.
At the end of the month

Export every trip to CSV or Excel, with each cost line and the total in its own column.

Set this up when you use the template

What this form asks, and why

A travel request form should say who is traveling and why, where and when, how they will get there, what each part of the trip will cost and which budget pays, all before anything is booked. Public employers often call the same form a travel authorization.

The last column shows how often real travel request forms ask for it.

Question	Why it is there	Real forms
Your name Required	Asked on 11 of 12 forms.	11 of 12 forms
Work email Required	Where the approval and any booking details go.	3 of 12 forms
Department	Filled in from a department’s own link.	6 of 12 forms
Your manager or approver Required	Named so the request reaches the right approver.	1 of 12 forms
Where are you going? Required	Asked on 8 of 12 forms.	8 of 12 forms
Domestic or international? Required	International trips get one more question and their own thank-you screen.	2 of 12 forms
What is the trip for? Required	Asked on 11 of 12 forms, often with the event’s full name.	11 of 12 forms
Leaving on Required	Dates appear on 9 of 12 forms.	9 of 12 forms
Leaving at	A rough time is enough. It shows whether the trip needs a night before.	1 of 12 forms
Back on Required	The nights of lodging follow from it.	9 of 12 forms
Back at	With the leaving time, it settles how many meals the trip covers.	1 of 12 forms
How will you travel? Required	Decides which costs apply.	3 of 12 forms
Anyone else from here going?	Shared rooms and cars cut the bill.	2 of 12 forms
Fares: flights, trains or buses (estimate)	Costs by category, as on 10 of 12 forms.	10 of 12 forms
Mileage in your own car (estimate)	Driving your own car is paid by distance, not by receipt, so it has its own line.	10 of 12 forms
Rental car (estimate)	Kept apart from fares, because many policies want a reason for a rental.	2 of 12 forms
Parking and tolls (estimate)	Small costs that add up, and a common surprise on the claim afterward.	10 of 12 forms
Lodging (estimate)	Adds to the running total.	10 of 12 forms
Registration or fees	Often prepaid, so finance needs it early.	4 of 12 forms
Meals and incidentals (estimate)	A per-day guess is enough.	10 of 12 forms
Budget or grant to charge Required	The budget or grant to charge, on 8 of 12 forms.	8 of 12 forms
Do you need a travel advance?	An advance has to be arranged before the trip.	3 of 12 forms
Conference brochure or agenda	Backs up the purpose, as on 3 of 12 forms.	3 of 12 forms
Will you take a work laptop or use work systems abroad? Only when “Domestic or international?” is “International”	Shown for international trips: laptops and data abroad can need clearance.	1 of 12 forms
Travel policy Required	Book nothing before approval, the rule several forms print.	3 of 12 forms
Your signature Required	On 7 of 12 forms. The response records when it was sent.	7 of 12 forms

What we left out

Date of birth, gender and passport number. 2 of 12 forms ask a date of birth, for bookings. Collect booking details from approved travelers only.
A personal credit card number. 1 of 12 forms asks for one. Card numbers never belong in a form field.
Approval signatures on screen. 6 of 12 forms have a supervisor line, many a second approver too. Approvers act after it is sent, so their lines print on the PDF only.

What 12 real travel request forms ask

How many include each field, from forms organizations use today. Part of the Form Field Index.

Purpose of the trip 11 of 12
Traveler’s name 11 of 12
Estimated costs by category 10 of 12
Departure and return dates 9 of 12
Total 9 of 12
Budget, account or grant to charge 8 of 12
Destination 8 of 12
Signature 7 of 12

Read September 2026 · US 11, Netherlands 1 · Sources

City of Milford (Delaware) · city government, US
Arkansas Division of Higher Education · state government agency, US
Texas Tech University, Department of Plant and Soil Science · university department, US
Research Foundation for SUNY · university research foundation, US
Cook County (Illinois) · county government, US
Samford University · university, US
Palo Verde College · community college, US
Naval Postgraduate School · federal education institution, US
St. John’s University · university, US
St. Peter’s Health (Helena, Montana) · hospital, US
Clovis Community College · community college, US
International Criminal Tribunal for the former Yugoslavia, Registry · international court (UN), Netherlands

How the form changes as people answer

Most people see a shorter form. These questions and screens only appear when an answer calls for them.

When “Domestic or international?” is “International”

shows “Will you take a work laptop or use work systems abroad?”
When “Domestic or international?” is “International”

shows the “Request sent, Nadia” ending
As people answer

adds up the estimated trip cost
At the end

shows one of 2 thank-you screens, each headed “Request sent, Nadia” with its own message

Make it yours

Put your per diem rates in

Add your rates, or the government table you follow, to the note at the top, so meal estimates match policy.
One link per department

Add ?dept=Community programs to the link and the department is already filled in.
Drop the cost lines you never use

Delete a line, then take it out of the formula in the “Add up the estimate” rule, so the total stays right.

Questions about this template

Is a travel request the same as a travel authorization form?

Yes, in most places: both ask permission before the trip, with the purpose, dates and estimated cost. Public employers and grant-funded projects tend to say travel authorization; pick “Public or grant-funded” above the preview for an employee number, a per diem check and why a video call would not do.

Is a travel request the same as an expense claim?

No. The request asks permission and estimates the cost before anyone books. The expense claim, with receipts, comes after the trip.

Is the total worked out for the traveler?

Yes. Each of the seven cost lines adds to a running total they see before sending, and the total is saved with the request.

How far ahead should staff ask?

Put your rule in the note at the top. Texas Tech’s plant and soil science department asks two weeks for a domestic trip and 30 days for an international one; the ICTY asked seven days.

Which form do you need?

Not quite the job? One of these may fit, or browse all request forms.

PTO request form
For leave, when the person is not working at all.
Purchase requisition form
For buying goods or services from a supplier.
Check requisition form
For paying a registration invoice or deposit already owed.

Start with the travel request form template

Open it in the editor, add your notice period and budgets, and share the link on your staff intranet.