- While requesting a reimbursement, your tone should be fair and courteous so that your reader won't doubt your honesty. Then he/she won't raise questions on your request. Attach the relevant documents as well.
- State your reason for requesting the refund. Explain your situation in detail.
- Then request the reimbursement.
- Send the relevant receipts or documents and ask the reader to take a look at them.
- Tell the reader when or how you want to receive the refund. Then end the letter on a thank you note.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
During my business trip to Washington two weeks ago, I came down with a severe case of the flu. I had to visit the hospital to get checked and while they were willing to accept my insurance and send the bill directly to you I had to pay cash for the medicine that were prescribed.
With this, I would like to ask that you reimburse me for the amount that I had to pay for the medication. I have attached the receipt and are hoping to hear back from you or get results regarding this request of mine within the week.
Thank you for your time and effort.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Request a refund or reimbursement. Sample letter.
Further things to consider when writing request letters to human resources
Request letters are letters written to ask formally or politely for something. Any matter that requires a humble and polite appeal can be put forward using a request letter. It could be a job interview, a promotion, or a favor; a request letter will get the job done. A request letter can be formal or informal depending on the recipient. If you are requesting a friend to do a task for you, for instance, you can choose to go informal. But if you are requesting your manager for a promotion, the letter has to be formal. Either way, a request letter must be sent early enough to give the recipient ample time to process and respond to the request.
When writing request letters, you need to be brief and direct, avoiding any auxiliary information that might weaken the message you are conveying. State exactly and clearly what you are requesting for giving reasons for it. If you are requesting for a raise, for example, explain in details why you think you deserve one. Maintain a polite tone throughout the letter. Close the letter by thanking the recipient in advance and expressing your anticipation for his/her consideration.
Letters to Human Resources
Letters to human resources are letters written to the personnel or department that deals with administration, training, and hiring of employees in an organization. The role of human resources personnel is to handle everything from payroll to policy issues and legal grievances. If you have a policy or legal question, a personal issue that affects your work, or a serious problem with a colleague, the first person you may want to contact is a human resources representative. The best way to begin this conversation is by drafting a letter stating your specific problem.
When writing letters to human resources, make sure to follow all the rules of a formal letter. Start by addressing your letter to the right person. Write a clear subject line communicating your problem and indicating that action is needed. Set a formal and professional tone early in the conversation. Keep your sentences short and clear and avoid providing more information than is necessary. Describe the issue precisely giving a timeline of when it started. Explain what you have done or think can be done to address the issue. Request for an in-person meeting. Close on a note of anticipation to seeing the issue resolved.