Reimbursement Request Letters

1- Reimbursement Request Letter for Fuel Expenses

Date
Receiver name and designation
Street and state address

Subject: Request letter for reimbursement of fuel expenses

Dear Sir,

I am Lord Williams, working as a marketing manager in your organization. Through this letter, I want to forward my request for reimbursement of fuel expenses which were incurred in lieu of buying the fuel last month.

During the last month, as my position demanded, I had to travel far off places on a company vehicle in order to follow our sales officers and to get the feedback of clients about the company. In doing so, fuel consumption was much more and I had to bear all the expenses from my pocket. At the same time, I have kept all the records of expenses incurred on fuel consumption. I have also attached the receipts of fuel purchase, oil changing, number of miles I traveled, and monthly reports of odometer before and after each trip.

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Since I was dealing with the company business, therefore I request you to reimburse [amount in US$] which I had spent for fuel purchase during the last month. All receipts are enclosed and attached to this letter.

I am looking forward to your positive response in this regard.

Yours sincerely,

Reimbursement Request Letter for Fuel Expenses
Reimbursement Request Letter for Fuel Expenses

2- Reimbursement Request for Maternity Expenses

To,

The Head HR department,
Stars Marketing Pvt. Ltd.
4356-Z Norman Street Near Hide Park, Michigan

Subject: Request letter for reimbursement of maternity expenses

Dear Madam,

I am Sandra Hans, Assistant Manager of Marketing section and I am writing this letter to you as a request for reimbursement of my maternity expenses during my treatment at Allied Family Hospital, Michigan from 7th to 11th of June, 20XX.

I was expecting in the 9th month of pregnancy. I was brought to the above-mentioned hospital as soon as my pains started. Although it was a normal case, later became complex due to unknown reasons. Owing to the severity of the case, I went through C-Section surgery. The total amount counting towards my maternity expenses was USD 2000 which covered the surgery fee along with pre and post-operation medicines and treatment.

I am working on a contract basis in your organization and my employee ID is ORG- 456. As per the rules of the organization, a contract employee can be reimbursed 70 percent of his expenses incurred in lieu of his medical treatment. Since I fall under the same category in order to get medical reimbursement, therefore I request you for the same as soon as possible. I am waiting for your positive response.

Regards,

3- Request Letter for Reimbursement of Expenses

Manager Finance,
Jubilee Insurance Company,
Michigan State, USA.

Subject: Request letter for reimbursement of expenses

Dear Sir,

My name is Adam Smith, working as a Manager Operations in your organization for the last ten years. Through this letter, I want to forward you a formal request for reimbursement of expenses of last month which were incurred during the course of the training period at Dan Park Hotel, New York.

I am enclosing with this letter the expense report for the month of June, 20XX.  I have enclosed receipts of five nights’ stay at the Dan Park Hotel during our annual conference from 5th to 7th of June, 20XX. I also added receipts for an additional three nights stay at Colorado state Hotel because coming back from the conference, I had to deal with the strike, and with a heavy heart, I stayed there until the strike was ended. You will find a receipt of dry cleaning because one of the strikers threw garbage on me and I got dark mud blots on my dress. Unfortunately, the dry cleaner was not able to clean it therefore, I had to buy a new dress with a shirt, tie, and shoes since all of these were damaged. I bought these items from John Men’s wear shop, receipts of which have also been attached.

Summing up all the expenses, the exact amount is about USD 2000. Since I was on an official tour, therefore all the expenses incurred during this time period must be borne by the company. Please consider my request and make reimbursement of all the above-mentioned expenses with my next month’s pay. I shall be very thankful to you for this act of kindness.

Regards,

4- Request for Reimbursement of Air Ticket

To

The Finance Manager,
USA Airlines.

Subject: Request letter for reimbursement of air ticket

Dear Sir,

I am Andrew Robert from Michigan and I am writing you this letter as a request to reimburse the amount which I incurred for buying the air ticket from Michigan to Germany. I had planned a trip to Germany with my family and I booked three tickets with your airline from a website for the same purpose. I got the confirmation email too about the flight scheduled for the upcoming Saturday. But now, due to unavoidable circumstances, I regret to inform you that I am to cancel the said trip and want reimbursement.

The reason behind this is I was watching a news channel last night. The coronavirus is taking the masses under its folds without any discrimination. I have decided to withdraw until things get normal. I had no choice but to cancel the trip because I have no intentions to visit Germany now.

Keeping in view the situation, I request you to reimburse my money [US$] which I paid online via debit card for buying three tickets. In the case of reimbursement, a customer has to report 48 hours before the flight. I am informing you 5 days in advance to give you sufficient time for verification. I hope your airline will reimburse my amount as soon as possible.

Sincerely,

5- Request for Reimbursement of Payment

To

General Manager,
[Name of the company]
[Company’s address]

Subject: Request letter for reimbursement of the payment

Dear Sir,

My name is Sara from Country yard, New York and I am a regular customer of your company. I have been buying electronic products from your company outlets located at various places in the state. I was satisfied with the quality of the products I bought. Unfortunately, the recent product which I bought turned out to be a defective one. This incident forced me to write you a letter requesting reimbursement for my payment.

I had ordered an air conditioner through a website and I made the payment of USD 2000 through my credit card. The payment covered the price of the product as well as shipment charges. After installation, it did not work. On a detailed examination of the product, I found that the power cable was broken and there were a lot of scratches on its surface. Perhaps the damage occurred due to poor packaging or shipment.

Whatever the case may be, I will not accept the replacement of the purchased product. This time, I want direct purchase from an electronic store so that I would test it before installation. Therefore I want your company to reimburse my payment within 5 working days. Payment should also include shipment charges.

I hope that the customer care representative from your company will contact me in this regard as soon as possible. Enclosed with this letter is the invoice. I hope for a quick and positive response from your side regarding this matter.

Yours sincerely,

6- Request for Reimbursement of Medical Bill

To,

Finance Manager,
Stars Marketing Pvt. Ltd.
Michigan State, USA.

Subject: Letter of request for reimbursement of medical bill

Dear Sir,

My name is James Chadwick and I am working as Assistant Manager Finance in your company for the last ten years. The reason for writing you this letter is reimbursement of the money which was incurred on my father’s medical treatment. In my last sitting with you, I told you about my father’s poor health condition due to cardiac disease.

Last weekend, he got a heart attack. I immediately took him to the hospital. After his ECG and detailed medical examination, the medical board advised heart surgery to my father as soon as possible. Owing to the severity of the matter, he was operated the very next day on 02-07-20XX. I had to pay a total of USD 7000 in lieu of medical bills covering all operational and medicinal charges.

According to company laws and policies, I am entitled to get the full amount incurred on myself and my family’s medical treatment. I, therefore, forward you a request to reimburse the above-mentioned amount to me as soon as possible. I am expecting a positive and quick response from your side.

Regards,

7- Request for Medical Expenses

To,

Finance Manager,
City Marketing Pvt. Ltd.
Michigan State, USA.

Subject: Request letter for reimbursement of medical expenses

Dear Sir,

I am Neil Johnson and I am working as a Finance Manager in your company. My purpose in writing you this letter is to get the reimbursement of medical expenses incurred in the hospital for treatment.

Last weekend, while I was going back home from the office, I met a severe road accident. That was a busy road and I was hit from the back by a car driver who was drunk and crossing the speed limit as well. As a result of this accident, I not only got severe head injuries but also got my both hands and a couple of ribs broken. In short, I was badly injured and brought to a nearby hospital immediately. There I was kept in the intensive care unit and given medical treatment. After all the treatment, I was discharged and hospital management handed over to me an invoice mentioning hospital expenses. The amount was US$2000.

As per company rules, employees are entitled to reimbursement of medical expenses incurred on themselves and their family treatment. I, therefore, forward you a formal request to reimburse the above-mentioned amount. It will indeed be a great virtue and kindness from your side if you reimburse the expenses with the current monthly salary.

I hope you will entertain my request and grant me the incurred amount as soon as possible.

Yours sincerely,

8- Reimbursement Request for Mobile Bill

To,

C.E.O. Stars Marketing Pvt. Ltd.
4563, Street no. 34, Eden Garden, Michigan.

Subject: Request letter for reimbursement of mobile bill

Dear Sir,

I hope you are doing well. First of all, I would like to congratulate you for organizing such a great company event in the presence of whole electronic and print media. To make this event successful, all employees worked as a team, putting their tireless efforts under your kind supervision.

My purpose for writing you this letter was to remind you about the reimbursement of my mobile bill. I noticed that you were happy to see a large number of participants and media persons in the company seminar. Being a relationship officer of the company, I was given the huge responsibility of inviting all the participants and media persons to this event. I used my personal mobile phone to call the participants. Some of the participants were not available during office hours but I called them later to make sure their presence at the event.

My sincere efforts were not aiming at to get any personal benefit but to make this seminar a successful event. When I received my last month’s mobile phone bill, it was US$1500 which was much more than my expectations. It was high because I was calling company clients, contractors, media, and other related persons. Therefore, I hereby forward my humble request to reimburse the amount incurred on official calling because the bill went beyond my monthly budget. I have printed my last month’s bill for verification purpose.

I hope you will entertain my request and give me a positive response.

Regards,

9- Reimbursement Request for Travel Expenses

Subject: Request letter for reimbursement of travel expenses

Dear Sir,

Thanks for promoting me to the level of senior manager of your organization thereby helping me achieve another big milestone of my life. I am writing you this letter to forward a formal request for reimbursement of expenses incurred in lieu of traveling.

It is to remind you that as per our company rules, it required me higher management-level training in order to join the said post. For this purpose, I was sent to New York. There I attended a 40 days intensive training on project management. All expenses including return air ticket and taxi fares were summing up to US$5000.

Since I was there on behalf of my organization and I attended the prescribed training as an integral part of my job, it becomes the sole responsibility of the organization to refund me the expenses. All receipts up to end of the trip are enclosed with this letter for further verification. Please consider my request and reimburse all the travel expenses. I shall be thankful to you for this act of kindness.

Regards,

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