Guidelines : Requesting Reimbursement For
Requesting Reimbursement for Expenses
- State up front the exact expense, product, or service for which you are reimbursing or requesting reimbursement.
- Include all identifying details such as costs, contract or invoice numbers, dates, delivery methods, installment plans, addresses, receipts, explanations, special handling requirements, and deadlines. In other words, anticipate confusion or error; then eliminate it.
Example 1: Business Letter of Requesting Reimbursement
SUBJECT: Request for Invoice Under DBC Contract #2005
On March 15, 19–, Bloomington Service Company of Shreveport, Louisiana, loaded 17,779.5 net barrels of natural gasoline onboard the Barrymore 2300 under tow of the Esther R. This was the third delivery on contract #2005; the contract has a remaining balance of 8,000 barrels to be delivered. Freight for this shipment totals $5,800.
Please invoice DBC for this product and associated freight. Since our next delivery to DBC is scheduled for March 28, we recommend special handling and courier delivery of this invoice.
If you have questions about payment, please phone me at extension 7878.
Example 2: Requesting Reimbursement Letter
SUBJECT: Stolen Expense Check
My expense reimbursement check ($1,048.88) for the period of March 4, 19– to March 9, 19– has been stolen. I have notified our Treasurer to stop payment; now I need a replacement check.
Attached for your convenience is a copy of the original expense report, along with copies of the original receipts.
Example 3: Letter of Requesting Reimbursement
SUBJECT: Reimbursement for Home Closing
The enclosed reimbursement check for $5,428.32 covers the following closing costs of your new home at 12345 Hamilton Drive, Beachport, CA:
• 1 percent loan origination fee
• 2 percent discount points
• legal fees
• title policy
If you need a further breakdown of these costs, please contact Charles Ivy at extension 4580.
Example 4: Requesting reimbursement for expense letter
SUBJECT: Reimbursement For Travel Expenses
I am submitting my request for reimbursements for travel expenses related to the conference at the Kerr-McGee plant.
As you will see in the attached copy of Mr. Devlin’s 4/15 memorandum, I was authorized to file for reimbursement of mileage, lodging and 50 percent of my costs for meals. Therefore, I am also enclosing fuel receipts, my hotel paperwork, and receipts for meals at the hotel restaurant.
Please notify me as to when I can expect to receive my reimbursement check.
Example 5: Reimbursement Letter
SUBJECT: Requesting Reimbursement for Customer Order 58336
On July 16, 19–, Jenkins & Sons called in emergency order number 58336 to correct a billing mistake. Customer service was authorized to use our shipping account in order to expedite the order, rather than Jenkins & Sons’ account number.
We have enclosed the invoice for shipping charges and are requesting that our accounting department receive payment before the end of the month.
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