Justification Toolkit: Supervisor Letter
LETTER TO SUPERVISOR
This letter is also available in Word format.
Letter to Supervisor for Parking, Transportation & Mobility Professionals
< Date >
Dear < supervisor’s name >,
I would like to attend the International Parking Institute’s 2018 Annual Conference & Expo, June 3-6, 2018 the #1 Parking Industry Event. 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 industry experts and colleagues from around the world. I have the opportunity to select from more than 50 education sessions broken into five education tracks (Alternative Transportation & Mobility, Operations & Finance, Personal & Staff Development, Planning, The Built Environment, and Technology & Trends).
All of the presentations are tailored to the < your profession > professional and give information on how to < list benefits to your responsibilities >. I will also have the opportunity to meet and compare multiple types of technologies available and anticipate finding opportunities to cut costs and streamline our overall operation as well as experience a bird's eye view of <insert one or more of the Facility Tours>; a local active parking operation focusing on <insert type of operation that closely matches your own organization/operation>. Throughout the week, I will have opportunities to collaborate with counterparts from around the world in industry segment specific and industry "trending now topic" roundtables. With more than 230 companies representing a wide-array of parking and transportation products and services, I feel this is the best opportunity to be able to do comparison studies and research for future equipment needs to ensure we are maximizing our organizational efficiency and providing first-class customer service.
I am seeking approval for the registration fee, hotel and travel expenses to the conference, & a minimal food per diem during the conference, as some meals are actually included in my registration. A detailed cost breakdown is included below.
After reviewing the schedule, I have identified a number of education sessions which will allow me to gain knowledge and understanding about how we can improve our processes. The presentations are facilitated by both industry experts, peers and like organizations that have faced similar challenges. I chose each of these presentations because it is directly related to an issue we are dealing with in currently. Getting the information in a seminar format will greatly reduce the research time and costs the < 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 and interests. >
< The numbers in brackets below will need to be adjusted to reflect the current pricing. All registration fees are listed here. The travel costs vary as well and should be changed to reflect your costs. >
Full price conference fee is <$xxxx>, but can be reduced by registering before February 11, 2018. This would allow me to return and share a vast amount of knowledge and expertise with my entire department. This alone has immeasurable benefits to our entire organization.
In addition, I can secure my accommodations at the host hotel, where IPI has negotiated an exclusive room rate available to IPI attendees for as low as *$208 a night with an additional benefit of daily in room Wi-Fi service. To further save costs, IPI has negotiated with Delta Airlines to offer attendees up to 10% off fares.
< You will need to insert your travel cost numbers in here >
Here is the breakdown of conference costs:
Roundtrip Airfare: <$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 profession > makes my attendance at INTERNATIONAL PARKING INSTITUTE Conference & Expo a wise investment, which will yield rich dividends for < name of your organization >.
< your name here >
* Rates, subject to room availability, are good through May 10, 2018 only.