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I Understand


Below, you'll find a "justification letter" template — a letter to your supervisor explaining all of the benefits you'll get from attending the HFTP Annual Convention, how they will make you a better employee, and help advance your organization.

This general template will get you started while allowing you to customize it to you and your organization's particular needs.


Dear (supervisor's name),

I would like to attend the 2018 HFTP Annual Convention, October 24–26, in Louisville, KY, USA. The conference will enable me to attend a number of education sessions that are directly applicable to my work and will allow me to network with a variety of hospitality industry experts and colleagues from around the world. Many of the presentations are tailored to  (insert your primary function here i.e. finance professional, technology professional, etc.) the and give information on how to (insert benefits/lessons here, for example: reduce costs, increase productivity, and motivate guests/members by using new social media and technical tools). I am seeking sponsorship for the registration fee, travel expenses to the conference, and living expenses during the conference. A detailed cost breakdown is included below.

After reviewing the conference website, I have identified a number of education sessions which will allow me to gain knowledge and understanding about how we can improve our overall processes. The presentations are facilitated by both industry experts and hospitality colleagues who have faced similar challenges. I chose each presentation because it directly relates to an issue we currently face. Getting the information in a seminar format will greatly reduce the research time and costs that (your organization's name) would normally incur in researching the topics. Incidentally, I have only listed some of the seminars that I will attend. Including them all would make this memo much too long.

(You will need to insert the session descriptions which most apply to your responsibilities)

(The numbers in brackets below will need to be adjusted to reflect the current pricing. The travel costs vary as well and should be changed to reflect your costs.)


The full price conference fee is <$xxxx>, but can be reduced $100 by registering before the early deadline.

(You will need to insert your travel cost numbers here)
Here is the breakdown of conference costs:
Roundtrip Airfare: <$xxxx>
Transportation: <$xxxx>
Hotel: <$xxxx>
Meals: <$xxxx>
Conference Fee: <$xxxx>

The total costs associated with attending this conference are: <$xxxx>.

The opportunity for me to develop better contacts and gain knowledge in specific areas of (your area of expertise) makes my attendance at the HFTP Annual Convention a wise investment, which will yield rich dividends for (name of your organization).

(your name here)