How to Write a Reimbursement Email Professionally | MailMaestro

As a business owner, manager, or employee, there will be times when you’ll need to reconcile expenses incurred on behalf of the company, which prompts the need for a ‘reimbursement email’. This article is here to guide you on the art of formulating the perfect reimbursement emails that are both professional and effective, ensuring you have no bias or misunderstanding in your communications.

It is crucial to retain and submit all your receipts when making reimbursement claims to ensure thorough documentation and proof of expenses.

What is a reimbursement email?

A reimbursement email is a written communication requesting refunds for expenditures incurred. These are payments that an individual or organization has made and is requesting repayment from another party through a reimbursement claim. Typically, employees write these emails to their HR or finance departments seeking refunds for expenses made on behalf of the company such as travel expenses, purchasing materials, or conducting client meetings.

Reimbursement emails serve several significant roles. Firstly, they’re crucial in maintaining transparent financial transactions within an organization. Secondly, they reassure employees that the organization values their contributions and is ready to refund any personal expenses made on its behalf. Thirdly, they represent a vital record, should there be any need for audits or financial checks in the future.

Reimbursement email format

Reimbursement emails are based on a format that should be familiar to anyone in business. It's all based on three core parts: the subject line, body copy, and sign-off.

Remember to include attachments of relevant documentation, including invoices and receipts!

1. Reimbursement email subject line

We kick off with a professional and formal subject line. You want to ensure that it's clear and relevant to the request but also that it's attention-grabbing.

Why? Because reimbursement requests are easy to ignore. Don't give them a chance by ensuring your subject line stands out.

• Reimbursement request – (add details)
• Reimbursement claim attached – date
• Request for payment – (add details)
• Expenses attached – please confirm receipt

2. Reimbursement email body

Reimbursement emails are pretty simple to crack. You'll start by introducing yourself, explaining the purpose of your message, and providing any relevant background.

• My name is (your name), and I'm contacting you from (where you're from). I'm emailing you to request reimbursement for (include details).

Next, list out what you're asking to be paid for. Your request for reimbursement should be explicit and document everything. Use bullet points in your request for reimbursement to include all the details to make payment as simple as possible.

• I'm requesting reimbursement for the following:
• Include details...

You should add some relevant background to your message to provide context. This can act as a justification for reimbursement.

• The expenses were incurred while I worked for you on (insert details of costs).

You can expect anyone to pay out without proof, so always provide attachments, including all relevant documentation. You can attach copies of receipts and anything else required to process your payment.

You can end your reimbursement emails here or add a clear call to action and potentially a deadline.

• I have attached copies of my receipts to this email. I understand your payment terms are 28 days. Can you confirm that this is correct?

3. How to end reimbursement email

As a piece of professional business correspondence, you'll need a professional closing (here are 40 more)! We always recommend adding a polite thank you before providing the following steps to ensure your expenses are reimbursed.

• Please confirm that you have received this message and provide details of when I can expect payment.

It's essential to add contact details so the recipient can clarify any details and confirm your payment.

• You can reach me at (insert details) if you need to contact me.

Finish with a suitable sign-off (kind regards, many thanks, etc.), and you're ready to send.

Key points in writing effective reimbursement emails:

• Be professional: Treat your reimbursement email as any business correspondence. Stick to a clear, concise, and professional tone.
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• Attach supporting documents: Always attach receipts or any additional supporting documents that corroborate your claim for reimbursement. Provide relevant documentation such as invoices and receipts to support your request and ensure clarity.
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• Follow the company policy: Understand your company’s reimbursement policies and follow them while crafting your email.
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• Subject line: Ensure your email has a clear and direct subject line to increase the chances of it being noticed and processed.

Want a simple solution for drafting your reimbursement emails? Look no further than MailMaestro!

Writing the perfect reimbursement email can sometimes be challenging. However, with MailMaestro you can craft professional emails effortlessly. With MailMaestro you can choose to enhance an already existing draft or start an entirely new one, using MailMaestro feels like having your personal email assistant.

But there's more to it. MailMaestro's new release features Improve with AI which allows you to fine-tune specific sections without affecting the entire content. Once the draft is created, you can highlight a section or the entire text, then adjust it to meet your specific needs. Here's how it works:

Sample instructions for MailMaestro:

"Draft a reimbursement email to Alex explaining my need for requesting reimbursement
for a purchase I made during a recent business trip.

This was essential for the successful execution of our 'Project Alpha'.
Item: Office supplies
Total amount: $150

Reassure them that all original receipts will be attached for verification"

Resulting email from MailMaestro:

Don't wait any longer - experience the convenience and professionalism of MailMaestro today. Download now and transform your email composition process!

Sample situations for reimbursement and how to approach them:

Different scenarios require unique approaches to writing reimbursement emails. Here are five possibilities with template examples:

Managing and processing reimbursement requests for various business expenses is crucial for maintaining financial accuracy and employee satisfaction.

Travel Expenses

When an employee travels for business purposes, they may require a refund for transportation, accommodation, or meals. An efficient approach will be to detail the nature of the journey, summarize the costs incurred, and adhere to the company’s travel policy. Employees can set their preferred billing cycle for travel reimbursements in their dashboard to align with their accounting process or corporate reimbursement policy.

Example:

Subject: Reimbursement Request – [Your Name] Business Travel Expenses

Dear [Recipient’s Name],

Following my recent business trip for the sales meeting held in Toronto, I am
writing to request reimbursement for my travel-related expenses as per our
company’s travel policy.

The total expense for the trip is $500. I have attached all relevant receipts for your reference.

Best regards,
[Your Name]

Client Meeting

Servicing clients effectively often requires creating a conducive atmosphere for business discussions, which may include hosting lunch, dinner, or other meet-up sessions. When you incur expenses during these client engagements, you may need to request reimbursement from your employer. In such a situation, you want to clearly state the nature of the engagement, including the client's name, the location, and the total expenses incurred for easy reference and verification.

Example:

Subject: Reimbursement Request – [Your Name] Client Meeting Expenses

Dear [Recipient's Name],

I am writing to request a reimbursement for the expenses incurred during the client
meeting with [Client's Name].

The total cost came to be $200, and I have attached detailed receipts to this mail.

Best regards,
[Your Name]

Office Supplies

There are instances when you may have to purchase office supplies using your personal funds. This could be due to an emergency need or a lack of immediate funds in the petty cash. When requesting a refund, it's important to provide details about what the supplies are, why they were necessary, and provide an invoice or receipt as proof of purchase.

Example:

Subject: Reimbursement Request – [Your Name] Office Supplies Expenses

Dear [Recipient's Name],

I've recently purchased some office supplies for our department, and I'd like
to request a reimbursement of $120 for the same. I am attaching the relevant invoice.

Best,
[Your Name]

Training and Conferences

Employee development and continuous learning are vital for business growth and competitiveness. So, when an employee attends a conference or training session, the fees for which they may have paid out of pocket, they can request a reimbursement from the company. It's important to explicitly describe the nature of the conference or training, the costs borne, and why such expenses should be covered by the company. Remember to attach the receipt or proof of the payment made for the courses or conference.

Example:

Subject: Reimbursement Request – [Your Name] Training Expenses

Dear [Recipient's Name],

I have recently attended a training course on [Name of the Course] and have
borne the expenditure of $400.

I am writing to request a refund. I am attaching the necessary receipts for reference.

Best regards,
[Your Name]

Medical Expenses

Healthcare benefits are an integral part of employee welfare. If your company includes a healthcare plan that covers certain medical expenses, you might need to apply for a reimbursement when you spend out of pocket for such eligible medical services. In such a case, ensure to fully describe the nature of the medical services you received, the medical bills incurred, how much you spent, that it falls within the scope of the company’s health benefits, and attach all necessary receipts or bills for confirmation.

Example:

Subject: Reimbursement Request – [Your Name] Medical Expenses

Dear [Recipient’s Name],

I am writing to request reimbursement for my recent medical expenses, which is
covered under our company’s health policy. The total cost incurred is $500; I am attaching
the necessary documents for your perusal.

Warm regards,
[Your Name]

You should be bossing cashback claims by now, but we'll summarise the key tips for effective reimbursement emails. Understand and follow the format, including introductions, information, and attachments. Always understand the rules around reimbursement, and follow them.

If we're owed money, we tend to get pushy – but we must always stay polite and professional. So focus on striking the right tone and take your time. It will pay off in the end! Remember that effective reimbursement emails are key to maintaining trust and financial clarity within your organization. With MailMaestro, crafting these emails becomes effortless and efficient. Download MailMaestro today and revolutionize your email drafting process.