Reimbursement of Expenses incurred Sample Letter

Employers have to reimburse expenses incurred by their employees, if they have taken prior approval for it, or afterwards, as per the instruction of their bosses.

There might be a format prescribed by their employer in which they have to submit the information regarding their expenses, viz. lodging, food, travel expenses, etc. The employer may ask for original receipts for approving the application for reimbursement.

If there is no such format, then the employee can write a simple application letter in which he can provide all the details of the expenses incurred by him, which he wants to be reimbursed by his employer.

Hereunder, there are a couple of formats for such reimbursement of expenses from your company.

TEMPLATE #1

request letter for reimbursement of medical expenses

[Date]

To

The Manager

[Name of the Department]

[Name of the Company]

Sub.: Reimbursement of expenses.

Dear Sir/Madam,

I am hereby humbly requesting you for the approval of the reimbursement of medical expenses incurred by me in relation with me/ my wife/child/parent's medical condition i.e. (disease name).

As per the company's policy and the appointment letter/ employment contract with me, I am entitled to reimbursement of medical expenses incurred for my dependents or me. I was admitted to ____ Hospital, (City) on (Date), and was under the treatment for (Disease). I have been discharged on (Date). I am taking necessary medications now as per the doctor's prescriptions.

I have spent a total sum of (Amount) towards the medical expenses. I am enclosing herewith the copies of the doctor's prescribed medical prescriptions along with the medicine bills and other invoices for your information, records and review for necessary action.

Therefore, I kindly request you to approve the reimbursement of expenses as per the details given hereinabove at your earliest convenience. If you require any further information or documents from me, you can let me know, I will try to provide them as soon as possible.

Thanking you,

Yours sincerely,

    (Signature)

[Name of the Employee]

[Designation]

[Name of the Department]

Employee code: _______

Enclosures: Medical bills and prescriptions.

TEMPLATE #2

request for reimbursement of travel expenses

[Date]

To

The Manager

[Name of the Department]

[Name of the Company]

Sub.: Reimbursement of expenses.

Sir,

I am requesting reimbursement of travel, food and lodging expenses as per the following details:

A. Details of the journey —

(i) Place/city name: .............

(ii) Start date: .........., End date: ...........

(iii) Purpose of visit: Official/ Client meet.

B. Lodging details, food expenses —

(i) Hotel: Name, Address: Location, Date: ddmmyyyy, Total: Amount.

C. Travel expenses —

(i) From: Place, To: Place, Mode: Train/Taxi, Fare: Amount.

As per the company's policy, I am entitled to travel allowance. Hence, I am making such a claim for reimbursement of the expenses incurred by me for my official visit.

I declare and affirm that the above information and the documents provided herewith for this claim are true and correct, and if they are found to be false, then the company will not be liable for reimbursement of the aforementioned expenses.

Thanking you,

Yours sincerely,

    (Signature)

[Name of the Employee]

[Designation]

[Name of the Department]

Employee code: _______

Enclosures: Bills and invoices.