Free form template · Word

Company Transport Request

A company transport request form is used to book a one-time cab or company vehicle outside the regular route, such as a late-night drop after overtime, an airport transfer or a client visit. It captures trip details, business reason and manager approval so the admin desk can dispatch and cost-centre the trip.

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[Company Logo][Company Name]

COMPANY TRANSPORT / CAB REQUEST

Company:: [Company Name]
Request No.:: [Reference Number]
Date of Request:: [Date]

Requester

Employee Name
Employee ID
Department
Mobile Number
Cost Centre / Project Code

Trip Details

Trip Type: Late-night Drop / Client Visit / Airport-Station Transfer / Site Visit / Holiday Working / Other
Business Reason
Date of Travel
Pickup Time
Pickup Location
Drop Location
One-way / Return
Number of Passengers
Vehicle Type: Hatchback / Sedan / SUV / Tempo Traveller

Passenger List (if more than one)

Name	Employee ID	Drop Point	Mobile
[Employee Name]	[Employee ID]	[Location]	[Mobile]
[Employee Name]	[Employee ID]	[Location]	[Mobile]
[Employee Name]	[Employee ID]	[Location]	[Mobile]

Approval

Requested by
[Employee Name]
Date: [Date]

Approved by
[Reporting Manager]
Date: [Date]

For Transport Desk

Vehicle No.	Driver Name	Start km	End km	Total Cost (₹)
[Vehicle No.]	[Driver Name]	[km]	[km]	[Amount]

Trip closed on [Date] by [Name], Admin. Any safety concern reported by passengers: [None / Details].

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What this template includes

Trip type and business reason
Pickup and drop points with date and time
Number of passengers and vehicle type
Cost centre or project code for billing
Manager approval before dispatch
Trip closure record with kilometres and cost

When to use it

An employee works beyond the last scheduled cab and needs a safe drop
A team needs a vehicle for a client or site visit
Airport or railway station transfers for official travel
Weekend or holiday working when regular routes do not run

How to customise this template

1Insert your transport desk contact and request cut-off time
2List vehicle types available from your vendor
3Add your cost centre codes
4Allow email approval for urgent late-night requests

HR tips

Never refuse a safe drop for late working women employees for want of a form; regularise later
Ask for requests at least a few hours in advance where possible
Match the trip sheet with vendor invoices monthly
Use this data to decide whether a new regular route is needed

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Frequently asked questions

How do I request a cab for late working?+

Fill the company transport request form with drop location and time, get your manager's approval and send it to the transport desk before the cut-off.

Who approves company vehicle requests?+

Usually the reporting manager or department head, with the admin or transport desk arranging the vehicle.

Is this different from transport enrollment?+

Yes. Enrollment is for a regular daily route; this form is for one-off trips.

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[Company Logo][Company Name]

REQUEST FOR ADDITION OF MEMBERS

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Insurer / Broker Name]
[Address]

Subject: Addition of members under Policy No. [Policy Number] – [Company Name]

Dear Sir/Madam,

Please add the following members to our group policy(ies) with effect from the dates mentioned below. Kindly adjust the applicable premium against our CD Account No. [Account Number] and share the endorsement copy and e-cards at the earliest.

Emp ID	Member Name	Relationship	Date of Birth	Gender	Effective Date	Policies (GMC/GTL/GPA)	Sum Insured (₹)
[Employee ID]	[Employee Name]	Self	[DD/MM/YYYY]	[M/F]	[Date of Joining]	[GMC, GTL, GPA]	[Amount]
[Employee ID]	[Member Name]	Spouse	[DD/MM/YYYY]	[M/F]	[DD/MM/YYYY]	[GMC]	[Amount]
[Employee ID]	[Member Name]	Child	[DD/MM/YYYY]	[M/F]	[DD/MM/YYYY]	[GMC]	[Amount]
[Employee ID]	[Employee Name]	Self	[DD/MM/YYYY]	[M/F]	[Date of Joining]	[GMC, GTL]	[Amount]

Summary

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[Company Logo][Company Name]

REQUEST FOR DELETION OF MEMBERS

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Insurer / Broker Name]
[Address]

Subject: Deletion of members from Policy No. [Policy Number] – [Company Name]

Dear Sir/Madam,

We request you to delete the following members from our group policy(ies) with effect from the dates stated. Kindly deactivate their e-cards and credit any refundable premium to our CD Account No. [Account Number].

Emp ID	Member Name	Relationship	Deletion Date	Reason	Claim Pending (Y/N)
[Employee ID]	[Employee Name]	Self + Family	[Last Working Day]	Resignation	[Y/N]
[Employee ID]	[Employee Name]	Self	[Last Working Day]	Termination / Retirement	[Y/N]
[Employee ID]	[Member Name]	Child	[DD/MM/YYYY]	Age limit crossed	[Y/N]
[Employee ID]	[Member Name]	Spouse	[DD/MM/YYYY]	No longer eligible	[Y/N]

Where a claim is marked as pending, please continue processing it for treatment taken during the period of cover. Employee [Employee Name] has requested information on portability or conversion; kindly contact them at [Mobile / Email].

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[Company Logo][Company Name]
COUNSELLING ASSISTANCE REQUEST
Company:
[Company Name]
Request Date:
[Date]
Confidential Contact:
[HR Name]
This form is seen only by [HR Name] for scheduling. It is not placed in your personnel file. If you need urgent help now, call [Helpline Number].
Your Details
Employee Name
Employee ID
Work Location
Mobile Number
Preferred Language
Session Preference
Counsellor: In-house [Counsellor Name] / Empanelled Partner [Partner Name] / No preference
Mode: In person / Phone / Video
Urgency: Today / This week / Flexible
Preferred Days and Times
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Transport Benefit Enrollment
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[Company Logo][Company Name]
COMPANY TRANSPORT OPT-OUT FORM
Company:
[Company Name]
Form No.:
[Reference Number]
Date:
[Date]
Employee Details
Employee Name
Employee ID
Department
Shift
Current Route No. / Pickup Point
Mobile Number
Opt-Out Details
Last Date of Using Transport [DD/MM/YYYY]
Opt-out Type: Pickup only / Drop only / Both
Reason: Own vehicle / Relocation / Remote work / Timing issues / Other [Details]
Feedback (optional)
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Transport Opt-Out Form
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[Company Logo][Company Name]
MEAL CARD SERVICE REQUEST
Company:
[Company Name]
Vendor:
[Vendor Name]
Request No.:
[Reference Number]
Date:
[Date]
Employee Details
Employee Name (as on card)
Employee ID
Department
Registered Mobile Number
Email ID
Request Type
- New card (enrolled but not received)
- Replacement: lost / stolen / damaged
- Block card
- Unblock card
- Switch from physical to digital
- Update registered mobile number
Card Details
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[Company Logo][Company Name]
EMPLOYEE BENEFITS ENROLLMENT FORM
Company:
[Company Name]
Form No.:
[Reference Number]
Date of Submission:
[Date]
Enrollment Deadline:
[DD/MM/YYYY]
Please complete all sections within the enrollment window and return this form to [HR Name], Human Resources. Benefits will be activated only after HR verification.
Section A: Employee Details
Employee Name (as per PAN)
Employee ID
Designation
Department
Date of Joining
Work Location
Date of Birth
Gender
Mobile Number
Personal Email
PAN
Aadhaar (last 4 digits only)
Section B: Statutory Benefits
UAN (if already allotted)
Previous PF Account / Member ID
ESI IP Number (if applicable, for gross wages up to ₹21,000/month)
Opting for higher PF contribution: Yes / No
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Residential Address
Nearest Landmark
PIN Code
Preferred Pickup Point / Route No.
Distance from Office (approx. km)

Course Name
Institution / Certifying Body
Mode: Part-time / Online / Weekend / Full-time
Start Date
Duration
Exam / Semester Schedule

Company Transport Request

Preview of the form

Requester

Trip Details

Passenger List (if more than one)

Approval

For Transport Desk

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

Subject: Addition of members under Policy No. [Policy Number] – [Company Name]

Summary

Employee Insurance Addition Request

Subject: Deletion of members from Policy No. [Policy Number] – [Company Name]

Employee Insurance Deletion Request

Your Details

Session Preference

Counselling Assistance Request

Employee Details

Residence and Route

Shift and Service

Transport Benefit Enrollment

Employee Details

Opt-Out Details

Feedback (optional)

Transport Opt-Out Form

Employee Details

Request Type

Card Details

Meal Card Request Form

Employee Details

Course Details

Relevance to Role

Education Assistance Request

Section A: Employee Details

Section B: Statutory Benefits

Employee Benefits Enrollment Form

Employee Name
Employee ID
Work Location
Mobile Number
Preferred Language

Counsellor: In-house [Counsellor Name] / Empanelled Partner [Partner Name] / No preference
Mode: In person / Phone / Video
Urgency: Today / This week / Flexible
Preferred Days and Times

Last Date of Using Transport	[DD/MM/YYYY]
Opt-out Type: Pickup only / Drop only / Both
Reason: Own vehicle / Relocation / Remote work / Timing issues / Other	[Details]

Employee Name (as on card)
Employee ID
Department
Registered Mobile Number
Email ID

Employee Name
Employee ID
Designation
Department
Date of Joining
Reporting Manager
Last Performance Rating

Employee Name (as per PAN)
Employee ID
Designation
Department
Date of Joining
Work Location
Date of Birth
Gender
Mobile Number
Personal Email
PAN
Aadhaar (last 4 digits only)

UAN (if already allotted)
Previous PF Account / Member ID
ESI IP Number (if applicable, for gross wages up to ₹21,000/month)
Opting for higher PF contribution: Yes / No

Company Transport Request

Preview of the form

Requester

Trip Details

Passenger List (if more than one)

Approval

For Transport Desk

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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