Sample Approval Letter for Expenses Occurred, Sample & Format

Introduction

For any individual operating in a professional paradigm should be aware of the fact that there are certain checks and balances in place. The work place is not an area where arbitrary wishes can be pursued, and every employee is required to get approval from their seniors at the organizations for all tasks they wish to undertake, especially regarding matters of money.

This is imperative to ensure that there is no misuse of funds by any individual in the company which could potentially even lead to fraudulent actions being taken by employees. Therefore, employees are obligated to present the company with a proper list of all the expenses incurred by them. This must be done by justifying where you have spent and how much of company money you have spent. To substantiate your claims it is always advised to attach a copy of your bills with the approval letter you are submitting.

Sample

To:

The CEO

The Hotel Consulting

Paras Towers

DLF Ph 5

Gurgaon-23762347

From:

Rakesh Singh

The Hotel Consulting

Paras Towers

DLF Ph 5

Gurgaon-23762347

Subject: Approval Letter for expenses

Respected Sir,

As a part of the ongoing assignment, the business development team is required to make frequent trips to Sri Lanka in order to carry out ground research for the upcoming project for Hyatt. A thorough feasibility study needs to be drafted by carrying out a market analysis of the Sri Lankan hotel industry.

For this, we have so far, made 3 trips to Colombo. The team will be making its fourth and final trip to the capital of Sri Lanka at the end of this month to carry out on last ground research study. While Hyatt provided us with a total of INR 5 lakhs to carry out the first two trips, the payment for the remaining trip has still not been received.

Which is why we require your approval to use the office funds to pay for our trips to Sri Lanka. With this letter, we have attached a copy of all relevant bills, which includes the cost of flight tickets, the cost of accommodations at hotels in Colombo and finally the cost of transportation with in Colombo. The team traveling is bearing all costs related to eating.

I request you to kindly look into these bills and accordingly grant us permission to make what hopefully will be the last trip to Sri Lanka.

Thank you sir.

Rakesh Singh

Vice President

Business Development

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