Conference Attendance Justification 

We know budgets are tight and that travel requests require thoughtful, well‑framed justification. To support you, we’ve created the template below to help you clearly demonstrate the value of attending the UMACRAO Annual Meeting and to make the approval process a little easier. Before using the template, please review all italicized sections and update them with the details that fit your situation. Once personalized, you can share this letter with your supervisor or approving authority to support your request.

Draft Letter

Dear [Name],

I am requesting approval to attend the Upper Midwest Association of Collegiate Registrars and Admissions Officers (UMACRAO) Annual Meeting, Monday, November 2, through Wednesday, November 4, 2026, in Fargo/Moorhead, Minnesota. The UMACRAO Annual Meeting is an important training and professional development opportunity that is tailored to our overall departmental and institutional goals.

UMACRAO expects participants from across our association, which includes the states of Iowa, Minnesota, North Dakota, and South Dakota. With departmental and budget priorities in mind, I am outlining why my attendance is a good investment for our office.

During the three-day event, I will have access to:

  • Workshops and sessions, many of which are tailored to my specific interests and job responsibilities.
  • A network of peers, with whom I can discuss challenges, strategies, and ideas for improving our practices.
  • Roundtable discussions, where I can meet with colleagues in a small, focused format.
  • Companies in the exhibit hall that can provide products and services to help our department function more effectively.
  • Critical information and handouts, which I can bring back to our institution.

I am requesting approval for travel and registration expenses. Below is an estimate of the costs associated with this conference:

  • Hotel: $119 per night (before October 8), plus state taxes and fees
  • Conference fee: $400–$550 (registration details on conference webpage)
  • Transportation: TBD by location
  • Per diem: TBD by institution 

I am requesting approval from you now so we can take advantage of the conference's early-bird registration fee (deadline is August 31, 2026).

I plan to meet with you after the annual meeting to discuss significant takeaways, tips, and recommended actions. I hope you agree that the UMACRAO Annual Meeting is a good investment of time and resources.

Thank you for considering this request. I look forward to your reply.

Regards,
[Name]