Reimbursement Letter for Expenses | Word & Excel Templates

We all have to write a letter to different people when we want to claim a refund. If you are working in a company and you ask your employer to pay you the amount that you have paid from your personal money for a company’s work, it means you are asking for reimbursement.

It is a type of request letter in which you request a refund from the employer. In this letter, you should mention the exact amount you want to be reimbursed.

If you efficiently write the letter, the reader should be able to understand your request more easily and will process the requested amount without further inquiry. If you follow the steps given below, you can easily write a professional reimbursement letter.

Mention the amount you have spent and where:

The person who is writing this letter will always like to know where you have spent the money and how much. Therefore, provide a complete breakdown of your expenses if possible. Some people don’t do it because they don’t want to look needy. For such people, the best idea is to attach a receipt of expenses with the letter.

Humbly ask for the reimbursement:

It might be difficult for you to ask for a refund, but the right choice of words can help you with this. Ask for the reimbursement by mentioning the exact amount.

Show gratitude:

At the end of the letter, show gratitude to the reader in advance.

Read two sample letters given below:

Sample letter 1:

Subject: Reimbursement of expenses for [XYZ]

Respected sir,

I hope this letter finds you in good health and spirit. The purpose of this letter is to formally ask you for reimbursement of the medical expenses. According to the policy of the company, it is my right to get free medical treatment being an employee of your company. I have paid for my recent medical treatment in the civil hospital. The total amount paid by me is 1000$.

I would like to request you please refund the aforementioned amount. My account details are given below:

[Bank Name]
[Branch number]
[Account number]

For evidence, I am attaching a copy of the bill payment receipt I received from the hospital after clearing their dues. I hope that you trust my words. However, you can confirm my medical treatment from the hospital. You can also contact me on my contact number if you want to know anything from me. I am ready to cooperate with you so that you can quickly reimburse all the medical expenses.

Thank you so much for your anticipation. I will look forward to your reply.

Regards.

Word 2003+ Size: 19KB

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Sample letter 2:

Subject: [ABC] Reimbursement of expenses for [XYZ]

Respected sir,

I am writing this letter to request reimbursement of travel expenses. I traveled to New York City last week for business purposes. I was not paid to finance this business trip of mine. Due to this, I had to bear all the expenses on my own. I told the manager about it, and he asked me to apply for reimbursement.

The total amount that I have spent on this business trip is 2000$. I have attached a complete breakdown of all the expenses I have incurred. Please find the attached receipts for the bills I have paid.

It is my humble request to you to please refund all the money I have paid as I am in dire need of the money. My account details are:

[Mention your account details including

Name of the bank
Branch address
[Account number]

Please feel free to contact me if you want to know more about the expenses before refunding me the requested amount. Thank you so much for your cooperation and support. I am looking forward to your kind response.

Regards.

Word 2003+ Size: 19KB

Download