Letter Requesting Reimbursement of Travel Expenses, Lodging & Meals

Requesting Reimbursement of Travel Expenses, Lodging & Meals

Letters Kate

An employee writes a letter requesting reimbursement of travel expenses, lodging, and meals for the bill and addresses it to the employer or the relevant department of an organization. This letter is intended to request reimbursement for the official expenses the employee has paid out of his pocket.

Employees often incur expenses for and during official work, trips, and meetings. Usually, they pay for those expenses themselves and later ask their companies to pay them back. These expenses could include:

  • Fuel expenses.
  • Costs of the rented cars.
  • Money paid for the meals.
  • Expenses of the venue of the meetings.
  • Money paid for staying in a hotel.
  • Toll charges, etc.

Companies have policies for reimbursing different types of expenses. Sometimes, the same policy applies to all employees, while at other times, the reimbursement policy varies from contract to contract. As the employees can claim their money from the companies, they need to fulfill the company requirements beforehand, such as:

  • Insert the information in the forms in the database.
  • Provide all the bills and evidence.
  • A letter to request for the reimbursement.

Usually, this letter provides a total or gist of expenses. The detailed bills are attached separately with this letter. Yet, it can contain varying information and can have varying lengths. However, generally, the following details are included in such types of letters:

  • Official details of the employer.
  • Official details of the employee.
  • Request for the reimbursement of incurred expenses.
  • Reference to the employee’s contractual terms or company policies.
  • State details of the expenses.
  • Mention the attached documents, receipts, bills, etc.
  • Mention that the company requirements have been fulfilled, e.g., filling in the forms in the database, attaching the stamped bills, etc.
  • Show hope of acceptance.
  • Show cooperation in providing any missing documents or information.
  • Salutation, signature, and stamp.

When the relevant department receives this letter, it analyzes it to determine the authenticity of the bills. If all the expenses fall under reimbursable, the department will accept the request and release the employee’s payment as per the payment schedule.

This assessment of the provided evidence is essential because the employees may submit counterfeited or fake bills and try to claim more money than the amount incurred. However, in such a situation, if an employee gets caught, the company takes strict action to the extent of termination.

Some companies even take legal action and sue the employee. Therefore, employees should always be fair toward their employers and only request reimbursement of actual valid expenses.

Sample letters

#1

Hello Karen, I assume you are doing great.

I am writing this letter to request reimbursement of the expenses incurred during my visit to [Location] for marketing [Tool/product, etc.]

Referring to a meeting held on [DATE], and as per the company’s marketing schedule, I traveled to [Location] on [Date & Day]. The following are the details of the expenses I incurred during my trip.

  • I left the office at 9:00 a.m. and reached [X] at 10:00. The cab cost is $[X]
  • After staying and completing my work, I left [Location] and hired a cab to reach [Y], costing $[X].
  • The lunch cost is $[amount].
  • Total lodging cost is $[amount].
  • All the receipts have been included with this letter.

I expect the total amount to be reimbursed along with my monthly salary. A copy of this letter has also been forwarded to the HR office.

Sincerely,

Meezo Do
Marketing manager.

#2

Dear Mr. David,

This letter requests that you reimburse me for my official visits during the last month of January 20XX.

Last month, there were five official visits to the ABC area. As per my contract, the company will cover all the related expenses. The totals of each type of expense of these visits are:

  • Fuel expenses to and fro, including Uber expenses: $[X]
  • Toll expenses: $[Y]
  • Hotel expenses: $[Z]
  • Meals expenses: $[ABC]
  • Internet expenses: $[XYZ]

I am attaching all the individual receipts and bills to this letter. I have also entered the details in the company’s database.

Please reimburse these expenses soon. If you find any documents missing, please let me know.

Thank you.

Regards,

Samantha William.

Letter Requesting Reimbursement of Travel Expenses, Lodging & Meals

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