Sample Business Letter

If you have not booked a flight and cannot do so until the last minute, you can submit a business letter explaining the circumstances. The letter should be on company letterhead, signed by an official in your company other than yourself. The letter should state the purpose of your trip, where you are traveling, explain why you are not able to provide an itinerary, and give the earliest date by which you must have your passport. You are allowed to submit a photocopy or fax of this letter.

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Business Letter from company

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

Janary 1, 2012

To Whom It May Concern

We are currently making arrangements for <applicants 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>. As it is 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’s name>’s passport expedited.

If you have any question please do not hesitate to contact us at <enter a contact number>

Sincerely,
Sign

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Organization Letter from Organization or School

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

Janary 1, 2012

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>. We cannot make any arrangements until we have <applicant’s name>’s passport number. The cut off date to make the arrangements is <state a date within the next 2 weeks>. We would greatly appreciate your help in getting <applicant’s name> passport expedited.

If you have any question please do not hesitate to contact me.us at <enter a contact number>

Sincerely,
Sign

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