Expense Claim Letter to Account Office

Expense Claim Letter to Account Office

Letters Kate

Many times, an employee has to spend a fortune on official work out of his pocket owing to the unavailability of funds provided beforehand by the account’s office. This could be a field trip, a visit to a particular branch of the company to pursue professional tasks, travel expenses, or any other expenditure on work-related assignments.

The employee can claim the expenses before the task or after it is completed in some cases. The protocol is that you mention the relevant details that require expenses and decently ask for the grant. If you had an emergency or the nature of the work demanded upfront reimbursement, and you paid personally, you should keep the invoices to show that it was legit.

Always approach this matter professionally, which means writing a letter to the accounts officer. As you make a draft, begin with your introduction and the significance of your assignment and answer why you needed to spend a fortune on it.

Then, explain the summary of the total amount spent, leaving no relevant detail. Enclose all the invoices, including tickets if you had to travel, with the application so there’s no loop left for rejection.

In the end, request politely, but do not beg as it is your right, you are not asking for donations, to reclaim your rightful amount.

Sample Letter

Sam Haul,
Accounts Office,
ABC [company’s name]

Subject: Claim of official expenses

Dear sir,

I, Mike Bloomfield, a manager at the Sales and Marketing Office, am writing this letter to bring your attention to a serious matter.

I have been working on [project name] for three weeks now, and it is in collaboration with [another branch name]. My project demanded a visit to [another branch name you visited] to meet my colleague who is assisting me in the research.

The nature of the work was pressing, so I had to pay an urgent visit to discuss all the assignment-related details. Henceforth, I could not acquire funds for official expenses beforehand. My visit started at [mention date] and ended at [mention date].

I now request you to look at the expenses I had to pay out of pocket. I have enclosed all the relevant invoices and documents herewith. The reimbursement form is also filled out with all the important information.

You are requested to release my payments as early as you can.

Sincerely,

Mike Bloomfield

Manager at Sales and Marketing department

ABC [company’s name]


File: Word (.docx) 2007+ and iPad
Size 21 Kb

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