Letter Requesting Petty Cash Reimbursement

Petty cash is the amount that a company pays to its employees after anticipating the future needs of making payments on behalf of the company. If an employee runs out of this cash and he immediately needs money, he spends money from his pocket and then asks the company to reimburse the petty cash.

How to write the petty cash refund letter?

It is not difficult to write a letter to apply for a refund of petty cash. This letter is written in the same manner as any other reimbursement request letter. However, you should know how much cash you can be refunded so that you can spend accordingly. Following are some useful tips:

Mention the purpose of writing the letter:

Although the subject also indicates to the reader what the letter is about, adding the purpose to the letter makes the reader understand the letter in a better way.

Describe the total amount you have spent:

It is very important to mention the amount that you want to be reimbursed because you cannot get a refund of your money unless you ask for the exact amount. In addition, if you don’t mention the amount, your letter will be considered incomplete.

Give a complete breakdown:

To prove that you are being honest, you can give a complete breakdown of the expenses. This will give a clear picture to the employer as to where you have spent the money and for what purpose. The breakdown can be included in the body of the letter, or it can be separately attached to it.


Read the sample letter given below.


Subject: Reimbursement of petty cash

Respected sir,

I am Mr. ABC working as a civil engineer in your company. I am writing this letter to let you know that I was running out of petty cash last week when I had to visit the site twice a day for five days. Due to this, I had no money to pay for the fuel and I had to take money from my budget.

I told Mr. XYZ the manager of the company about the situation, and he told me that currently, the company is running out of cash and therefore, it will not be able to pay you immediately. We cannot stop the site work and therefore, I was asked by him to bear the fuel expenses from my personal cash and the company will refund me later.

I would like to request you to please reimburse the petty cash of 1000$. The complete breakdown of the fuel expenses is being shared with this letter for proof. If you want to know more about the expenses, please feel free to contact me. You can refund this amount to the same account where you deposit my salary. Quick action from your side is anticipated. Thank you so much for considering my request. 



Subject: Reimbursement of petty cash for [XYZ]

Respected sir,

I am Mr. ABC working in the marketing department of the company having the employee id 354. The purpose of writing this letter is to make a formal request to you to refund the petty cash that I paid from my personal finances. I would like to let you know that I was on a business trip to another city, and I needed funds for an emergency.

I usually keep emergency funds with me as petty cash. However, that day I miscalculated everything.

Through this letter, I would like to ask you to please compensate me for all the payments that I have made from my expenses by refunding the total amount I spent on that business trip.

The details of the receipts of payment are attached to this letter for your confirmation. Please refund the total amount of 200$ at your earliest convenience. I would be obliged.

Thanking you.

Letter Requesting Petty Cash Reimbursement

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