How to Write a Reimbursement Request Letter
Writing a reimbursement request letter can be tricky. It is important to be persuasive in your letter without being overbearing. Writing a clear and confident letter can get you the answer you are looking for while writing a pushy or poorly written letter can get you ignored. A reimbursement request letter means you are asking someone for something and being rude or pushy will not make the recipient want to give you anything. Remember to be polite but firm in your letter to get a more favorable response.
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Instructions
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Be polite. Letters written in an angry or rude tone often offend the recipient and make him less likely to take your reimbursement request seriously. The goal of writing a letter is to get a response, so don't be rude or you might not hear anything from the recipient.
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Get to the point. Don't waste the reader's time with lengthy prose or irrelevant details. Get right to the point so the reader knows what you are asking.
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Assert yourself. Be confident and persuasive in your letter so the recipient knows you are serious and are not going to back down. Don't apologize for making the request or give an indication that you are not comfortable asking for a reimbursement because the recipient will pick up on it and use it against you.
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Make it easy to respond. Include your phone number, mailing address or email address so the recipient has a way of getting back to you easily. If it is difficult for the recipient to respond, he or she is not likely to respond at all. Include any relevant details such as the best time of the day to call.
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Keep it simple. Many people think a letter needs to sound official to be taken seriously. Don't use awkward phrases or technical jargon to make your letter sound more important. Keep the language simple and easy to understand so there is no confusion about what you are requesting.
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References
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