Letter Requesting Reimbursement

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A letter requesting reimbursement is a document written to request the repayment of funds that have been spent on behalf of an organization or individual. The letter should be formal, respectful, and clear in its purpose. It should be addressed to the appropriate person or department within the organization. Below you’ll find samples.

Sample 1: Letter Requesting Reimbursement

This sample briefly illustrates how a letter requesting reimbursement should be written. The necessary information needed is outlined for proper guidance.

Suggested Subject: Repayment of Expenses

Dear Mr. James, 

My name is Jeffery Simmons and I am the director of internal affairs. I’m writing this letter to request a reimbursement for the waste disposal charge I paid last week. 

On the 7th of May, the waste disposal agency came by and the head of affairs wasn’t around and I could get a hold of them. To ensure the disposal was carried out, I paid the bill of $60 out-of-pocket. 
A copy of the receipt has been attached to this email for confirmation. 
For further inquiries on how to pay this reimbursement, please reach out to me. 

Kind Regards, 
Jeffery Simmons

Sample 2: Letter Requesting Reimbursement

Assuming you unavoidably paid for the electricity bill, this is a good sample to use to seek reimbursement of the cost of the bill. 

Suggested Subject: Reimbursement Request: [Expense Description]

Dear Ms. Samuel,

My name is Jacob James and I am the Head of Design at Micro Inc. I am writing this letter to request a reimbursement for the electricity bill I paid on the 7th of March. 

On my way into the building to collect my belongings on Saturday, I met the electricity collection agents knocking on the door, requesting our bill be cleared. I informed them that the company didn’t work on weekends, and would be unable to clear the bills. The agents told me that if the bill wasn’t cleared, we’d be disconnected. 

The design team is currently rendering designs all through the weekend and as such, I couldn’t afford for the power to be disconnected. So, I paid the electricity bill of $200 out of pocket.

I would like a complete reimbursement. Copies of the receipt have been attached to this email. Please reach out to me if you’d like to make further inquiries. 

Kind Regards, 
Jacob James

Sample 3: Letter Requesting Reimbursement

Trying to request a reimbursement for the money you spent on behalf of the company you work with? Here’s the sample for you. Observe how the writer explained the incident.

Suggested Subject: Expense Reimbursement: [Expense Description]

Dear Mr. Frank, 

My name is Jude Osas and I am the head of growth marketing. On the 5th of February, I was charged to fly to Denver to close the Forthwide client personally. 

Upon getting to the hotel, the company card was declined. I tried to reach the CFO and the Finance department but was unsuccessful. As such, I had to pay for the hotel room out of pocket. 

Later that evening, I went out to dinner with the representative from Forthwide and I tried to pay for dinner with the company’s card but the card was declined again and the issue persisted. I had to pay for the dinner out of pocket. 

Upon leaving, I tried to check out of the hotel and book a cab to the airport using the company’s card and was also met with a decline. This was the third time I had to pay out of pocket. 

My total expenses tallied up to $700 and I would like to request a reimbursement. All the receipts and the transactions have been attached to this letter. 

If you have any inquiries, please do not hesitate to reach out to me. 

Looking forward to your response. 
Kind Regards, 
Jude Osas

Sample 4: Letter Requesting Reimbursement

This sample is similar to the other samples but also in a different context to further illustrate how a reimbursement letter can be written in different scenarios.

Suggested Subject: Reimbursement Request

Dear Mr. James, 

I would like to bring to your attention the work-related expense that I paid and need reimbursement for. On the 17th of September, I purchased food for the guests from ABC company.

I have included a copy of the receipt to the letter. Thank you very much for your time. 

Please let me know if you need further information. 

Kind Regards, 
Fred Mercury

Sample 4: Letter Requesting Reimbursement

This email is a formal request for reimbursement of expenses incurred on behalf of an organization. The email should include details of the expenses.

Suggested Subject: Reimbursement Request

Dear [Name],

I am writing to request reimbursement for the expenses I incurred on behalf of [Company/School/Institution]. I have attached all the receipts and documentation related to the expenses for your reference.

The total amount of expenses incurred is [amount], and the details are as follows: [list of expenses with individual amounts].

I request you kindly process the reimbursement at your earliest convenience. Please let me know if any additional information or documentation is required from my end.

Thank you for your prompt attention to this matter.

Best regards,
[Your Name]

Updated on December 22, 2023

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