Need to get paid back for something work-related? A well-written email is your best friend! This guide will help you understand how to write a great Sample Email For Reimbursement that gets you what you deserve. We’ll cover the key elements, different scenarios, and provide example emails you can use as templates.
Key Components of a Reimbursement Email
A solid reimbursement email is clear, concise, and professional. It should include all the necessary information to help the person processing the request understand what you’re asking for. Here’s a breakdown of what you need to include:
- Subject Line: Make it clear what the email is about (e.g., "Reimbursement Request – [Your Name] – [Date]").
- Greeting: Start with a polite greeting (e.g., "Dear [Recipient’s Name]").
- Purpose: Clearly state you’re requesting reimbursement.
- Details: Provide specific information about the expense:
- Date of expense
- What the expense was for
- Amount spent
- Where you spent the money
- Attachments: Attach any receipts or supporting documents.
- Payment Information: Provide information on how you’d like to be reimbursed (e.g., direct deposit details).
- Closing: End with a professional closing (e.g., "Sincerely," or "Best regards,").
- Contact Information: Include your name, job title and contact information, just in case.
Following these steps increases your chances of a smooth and speedy reimbursement process. Remember to keep it brief and easy to read. A well-formatted email shows you’re organized and respectful of the recipient’s time.
Email for Travel Expenses
Subject: Reimbursement Request – Travel Expenses – [Your Name] – [Date]
Dear [Recipient’s Name],
I am writing to request reimbursement for travel expenses incurred during my recent trip to [Location] from [Start Date] to [End Date].
The expenses are as follows:
- Flights: $[Amount] (Attached receipt)
- Hotel: $[Amount] (Attached receipt)
- Meals: $[Amount] (Attached receipt)
- Transportation (Taxi/Uber): $[Amount] (Attached receipt)
Total: $[Total Amount]
Please find attached the receipts for each expense. I would appreciate it if the reimbursement could be processed at your earliest convenience. My bank details are as follows:
- Bank Name: [Bank Name]
- Account Number: [Account Number]
- Routing Number: [Routing Number]
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Job Title]
[Your Contact Information]
Email for Office Supplies
Subject: Reimbursement Request – Office Supplies – [Your Name] – [Date]
Dear [Recipient’s Name],
This email is to request reimbursement for office supplies I purchased on [Date].
I bought the following items:
- Pens: $[Amount] (Attached receipt)
- Paper: $[Amount] (Attached receipt)
- Printer Ink: $[Amount] (Attached receipt)
The total cost was $[Total Amount]. I have attached the receipt for your review.
Please reimburse me via [Preferred method of reimbursement].
Thank you,
[Your Name]
[Your Job Title]
[Your Contact Information]
Email for Training or Conference Fees
Subject: Reimbursement Request – Training Fees – [Your Name] – [Date]
Dear [Recipient’s Name],
I am writing to request reimbursement for the training fees associated with [Training Name] which I attended on [Date].
The total cost of the training was $[Amount]. I have attached the invoice as proof of payment.
I would appreciate it if you could reimburse me by [Date] via [Preferred method of reimbursement].
Thank you for your assistance.
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
Email for Client Entertainment
Subject: Reimbursement Request – Client Entertainment – [Your Name] – [Date]
Dear [Recipient’s Name],
I am requesting reimbursement for the costs of entertaining a client, [Client Name], on [Date].
We had dinner at [Restaurant Name]. The total cost was $[Amount]. I have attached the receipt. The purpose of the meeting was [State the reason for the entertainment].
Please let me know if you require any further information. My preferred method of reimbursement is [Method].
Thank you,
[Your Name]
[Your Job Title]
[Your Contact Information]
Email for Mileage Reimbursement
Subject: Mileage Reimbursement Request – [Your Name] – [Month, Year]
Dear [Recipient’s Name],
I am requesting reimbursement for mileage driven for business purposes during the month of [Month, Year].
Total miles driven: [Total Miles]
The reimbursement rate is $[Rate] per mile. Therefore, the total amount due is $[Total Amount] (calculated as [Total Miles] x $[Rate]).
A detailed mileage log is attached, showing the date, destination, and purpose of each trip. Please let me know if you need any further information. I would appreciate the reimbursement via [Payment Method].
Thank you,
[Your Name]
[Your Job Title]
[Your Contact Information]
Follow-up Email for Overdue Reimbursement
Subject: Follow-up: Reimbursement Request – [Your Name] – [Original Date]
Dear [Recipient’s Name],
I am writing to follow up on my reimbursement request, originally submitted on [Date]. I am checking on the status of this request.
The reimbursement was for [briefly state what it was for]. Please see attached the original request and the receipts.
Could you please provide an update on when I can expect to receive the reimbursement? If any further information is required, please let me know.
Thank you for your time and attention.
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
Conclusion:
By using these sample emails and following the guidelines, you can confidently request reimbursements and get your money back quickly. Remember to tailor the examples to your specific situation, and always be professional. Good luck!