How to write mail for travel reimbursement
Here is a sample template for writing a travel reimbursement email:
Subject: Travel Reimbursement Request for [Trip Dates]
Dear [Manager's Name],
I am writing to request reimbursement for my travel expenses incurred during my recent trip to [Destination] from [Date] to [Date]. As per our company's travel policy, I would like to submit my expenses for reimbursement.
Below is a breakdown of my expenses:
- Transportation:
- Accommodation:
- Food and Incidentals:
- Other Expenses:
Total Expenses: $[Total Amount]
I have attached the receipts for all expenses to this email. Please note that I have followed the company's travel policy and have kept all receipts for expenses.
I would appreciate it if you could process my reimbursement request as soon as possible. If you require any additional information or documentation, please let me know.
Thank you for your prompt attention to this matter.
Best regards,
[Your Name]
Attachments: [List of attached receipts]
Here are some additional tips to keep in mind when writing a travel reimbursement email:
- Make sure to include all necessary details, such as the dates of the trip, the destination, and the mode of transportation.
- Provide a clear breakdown of your expenses, including receipts for each item.
- Make sure to follow your company's travel policy and guidelines for reimbursement.
- Keep the tone professional and polite.
- Proofread your email for spelling and grammar errors before sending it.
- Attach all necessary receipts and documents to the email.
Here is an example of a more detailed breakdown of expenses:
- Transportation:
- Flights from [City] to [Destination]: $500
- Taxi fare from airport to hotel: $20
- Train fare from [Destination] to [City]: $100
- Accommodation:
- Hotel room from [Date] to [Date]: $300
- Breakfast at hotel: $20
- Food and Incidentals:
- Lunch at restaurant: $30
- Dinner at restaurant: $40
- Snacks and drinks: $20
- Other Expenses:
- Conference registration fee: $100
- Miscellaneous souvenirs: $50
Total Expenses: $1,230