A business letter is usually for anyone who is expediting their passport application but does not have a travel itinerary yet. As part of the requirement to get a passport in a short time, proof of travel must be shown. However, if you are traveling to do business for your employer, then the employer can provide the letter to you.
The business letter must clearly state your trip purpose, your destination, and a detailed explanation of your business trip. It must also contain your departure date to demonstrate the date expected to get your passport. This will avoid getting delay for your trip. You must submit your letter at least two weeks before your trip. Now, here is how to format a business letter.
Sample Business Letter
Below is the traditional business letter format.
Start with the date: June 15, 2018
· Use “To Whom it May Concern” if you’re unsure whom you’re addressing
· You can also use the formal salutations like “Dear Mr./Ms./Dr. [Last Name]
We at [INSERT COMPANY NAME HERE] are currently in the process of making travel arrangements for [INSERT YOUR NAME HERE] to travel to [INSERT DESTINATION NAME] to [BRIEFLY OUTLINE THE PURPOSE OF YOUR BUSINESS TRIP HERE]. As of right now, the dates for this trip are [INSERT TRAVEL DATES HERE WITHIN THE NEXT TWO WEEKS FROM THE DATE THE LETTER IS SUBMITTED]. By our current company policies, we are unable to make any concrete travel plans until we have the applicant’s passport number. We sincerely appreciate any help that you’re able to provide in getting [INSERT YOUR NAME HERE]‘s passport processed and expedited as quickly as possible.
If you have any additional questions, please feel free to give me a call at [INSERT TELEPHONE NUMBER HERE] so we can discuss things further.
[INSERT NAME HERE]