View our Sample Business Letter to determine how to write your own business letter.

One of the best ways to submit proof of travel plans and expedite your U.S. passport is by presenting a company letter (i.e., business letter).

Accordingly, we recommend that you provide a business letter from your organization, if you have yet to book your travel. The letter should be on company letterhead, and signed by an official employee in your company other than yourself. The business letter must include:

  • The purpose of the trip.
  • The destination.
  • An explanation as to why you are unable to provide an itinerary.
  • The earliest date that you must have your passport.
  • Travel dates.

For more information, please see expedited passport services.

Sample Business Letter

To expedite your passport, you’ll need to submit a business letter as the U.S. Department of State requires proof of travel. Here is a sample business letter:

U.S. Passport Agency
376 Hudson Street
New York, NY

January 1, 20xx

To Whom It May Concern:

We are currently making arrangements for <applicant name> to travel to <name of foreign country> in order to <state the nature of the business to be conducted>.

The tentative dates for this trip are <enter a date within the next 2 weeks>.  Due to our company policy, we cannot make any travel plans until we have his/her passport number. We would greatly appreciate your help in getting <applicant name>‘s passport expedited.

By all means, please do not hesitate to contact us at <enter a contact number>if you have any questions.

Sincerely,
<signature>

Business Letter for Organization

U.S. Passport Agency
376 Hudson Street
New York, NY

January 1, 20xx

To Whom It May Concern:

Our <organization / school> is currently arranging a trip to go to <state the name of foreign destination country> in <travel month>. In effect, we cannot make arrangements until we have <applicant’s name>‘s passport number. Presently, the cut-off date for us is <state a date within the next 2 weeks>.

We would greatly appreciate your help in getting <applicant name>‘s passport expedited.

By all means, please do not hesitate to contact us at <enter a contact number>if you have any questions.

Sincerely,
<signature>

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