Booking Travel and Filing Itineraries

Subject: Travel request — Singapore, 4–6 August Hi Grace, could you help me book travel for a client visit? - Depart: Shanghai, morning of 4 August - Return: Singapore, evening of 6 August - Hotel: near Marina Bay, within the company rate - Preferences: aisle seat, late checkout on the 6th Budget code is MK-204. Let me know if you need anything else. Thank you!

This first template is the booking request. The secret is giving every detail in one message: dates, cities, hotel area, seat preference, and — crucially — the budget code. Each missing field becomes a reply and a delay. Use a bulleted list so the person booking can copy details straight into the system without hunting through paragraphs.

Subject: Itinerary — Singapore trip (confirmed) All booked — details below. - Flight out: SQ831, 4 Aug, 09:15 PVG → 15:05 SIN - Hotel: Bayfront Hotel, check-in 4 Aug, check-out 6 Aug (late, 15:00) - Client meeting: 5 Aug, 10:00, their office (address attached) - Flight back: SQ836, 6 Aug, 21:40 SIN → 03:00 PVG (+1) Confirmation numbers and e-tickets are attached.

The itinerary turns confirmations into one clean, scannable list. Put events in time order, include flight numbers, times, and time-zone-safe details like "(+1)" for arriving the next day. Attach the confirmation numbers rather than pasting long strings inline. A good itinerary is one you could hand to a stranger and they'd know exactly where you need to be.

Subject: Arriving Wednesday for our meeting Hi Mr. Tan, I'm looking forward to Thursday's meeting. Just to confirm: I land in Singapore on Wednesday evening and will come to your office at 10:00 on Thursday. My mobile is +86 138 0000 0000 if anything changes. Please let me know if there's anything I should prepare in advance.

This short note to your host does two jobs: it reconfirms the meeting and gives them a way to reach you. Send it a day or two before you fly. Sharing your mobile number and asking what to prepare signals that you are organized and considerate — small touches that make the actual meeting start warmly rather than with logistics.

Subject: Expense report — Singapore trip (4–6 Aug) Hi Grace, please find my expenses for the Singapore trip attached. - Flights: booked directly by the company - Hotel: 2 nights, receipt attached - Meals: SGD 180 total, receipts attached - Taxis: SGD 65, receipts attached Total to reimburse: SGD 245, charged to code MK-204. Let me know if you need anything reformatted.

The final template closes the loop after you're back. File it promptly — the longer you wait, the more receipts go missing. Group costs by category, attach every receipt, give a clear total, and name the budget code again. Ending with "let me know if you need anything reformatted" makes the approver's job easy and gets your money back faster.