When composing an undertaking letter for payment of travel and accommodation costs, clarity and politeness are essential. Clearly state your name, designation, employee ID, travel destination, purpose, duration, accommodation details, payment amount, and mode of payment. Declare the accuracy of the details provided and express sincerity. Avoid unclear language and ensure all necessary details are included.
Sample Letter of Undertaking for Payment of Travel & Accommodation Cost
To,
The HR Manager,
__________ (Company Name)
__________ (Company Address)
Date: __/__/_____ (Date)
Subject: Undertaking for payment of travel and accommodation cost
Sir/ Madam,
I am ___________ (name) working in your company as ____________ (designation) having employee ID _________ (employee ID number) write this letter to undertake the following:
As per company norms, I shall be traveling to _________ (location) for __________ (official purpose/holidays/annual leave/LTC/other) for _______ (number of days) at ______ (hotel name/ government centers/lodge/ any other). I will be making a complete payment of _______ (mention amount). The said amount will be paid by _________ (mode of payment).
I declare that the details mentioned are true and in case, the details are incorrect, I shall be held liable.
Yours sincerely,
___________ (Your name with signature),
___________ (Employee ID),
___________ (contact number)
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Deepanshu Thakral 
Rahul Sharma