Writing a Simple Reimbursement Letter for Money (with Samples)
Use these sample reimbursement letters for money as templates for your formal notification.
A simple reimbursement letter can be used for all sorts of reasons. From simply asking for money from a friend or relative, to asking a business that owes you money, it can be very useful.
Writing a reimbursement letter can be tricky, but it is a task that all should know how to do. These letters can open the door to a verbal disagreement about who was at fault it was etc.
Living in today’s society, if we have a grievance with a consumer product, we just take it back to the purchase location for a refund. The money is put back on the credit card or cash is given and there is no issue. However, this is a simple way to get a resolution, but it doesn’t always work this way.
Get Right To The Point
If it is a large company, they can get 100’s of letters each day. Because of this, you want to make sure they can pull up an account, or have some sort of information they can track. Try to keep things positive and geared at resolution and not be combative.
Writing a reimbursement letter can be tricky, but it is a task that all should know how to do. These letters can open the door to a verbal disagreement about who was at fault it was etc.
Living in today’s society, if we have a grievance with a consumer product, we just take it back to the purchase location for a refund. The money is put back on the credit card or cash is given and there is no issue. However, this is a simple way to get a resolution, but it doesn’t always work this way.
Get Right To The Point
If it is a large company, they can get 100’s of letters each day. Because of this, you want to make sure they can pull up an account, or have some sort of information they can track. Try to keep things positive and geared at resolution and not be combative.
Start out the first paragraph by getting right to the crux of the matter. In the example below, this person has purchased a pot and pan set that had a lifetime warranty.
However, one of the pans Teflon lining wore off. This is the basis for asking for new pans or a refund. The warranty may give you some indication as to what the company will do.
Use the letters below to help customize a letter for your specific situation. No matter what the reason you are owed money, the important thing is to get it back.
Always start out nice and never have a demanding undertone, as the old saying goes “you get more flies with honey than vinegar.” Remembering that, be sweet and to the point.
However, one of the pans Teflon lining wore off. This is the basis for asking for new pans or a refund. The warranty may give you some indication as to what the company will do.
Use the letters below to help customize a letter for your specific situation. No matter what the reason you are owed money, the important thing is to get it back.
Always start out nice and never have a demanding undertone, as the old saying goes “you get more flies with honey than vinegar.” Remembering that, be sweet and to the point.
Sample 1 - Reimbursement Letter for Money
Requester’s Name
Requester’s Address
City, State, Zip Code
DATE
Financial Services
Name of University
Address of University
City, State, Zip Code
Subject: Reimbursement for Defective Pans
To Whom It May Concern:
I bought a pot and pan set with a lifetime warranty from your company at our local department store. Because it has been more than 5 years since I purchased them, the store will no longer take them back. I do have my receipt and the upc from the box. Most of the pans have fared well, but the main skillet, which gets a lot of use, has not been so lucky. The Teflon lining on the inside of the pan is flaking away and is unsafe to use.
I know that your company doesn’t make these pans anymore, but I would like a refund in the amount of this skillet’s purchase price. Skillets of comparable size and style go for around $40 from your company.
I would be happy to either have a new skillet or the money to replace the one that I lost. The warranty I have says that either one can be done according to what the manufacture feels necessary. I have sent along pictures of this skillet so that you can see the damage and that it has normal wear and tear on it.
I look forward to a resolution for this matter. I can be reached at 555-980-7899 anytime.
Sincerely,
Requester’s Signature
Requester’s Name Printed
List of Enclosures
Sample 1 - Reimbursement Letter for Money
Requester’s Name
Requester’s Address
City, State, Zip Code
DATE
Financial Services
Name of University
Address of University
City, State, Zip Code
Subject: Reimbursement for Defective Pans
To Whom It May Concern:
I bought a pot and pan set with a lifetime warranty from your company at our local department store. Because it has been more than 5 years since I purchased them, the store will no longer take them back. I do have my receipt and the upc from the box. Most of the pans have fared well, but the main skillet, which gets a lot of use, has not been so lucky. The Teflon lining on the inside of the pan is flaking away and is unsafe to use.
I know that your company doesn’t make these pans anymore, but I would like a refund in the amount of this skillet’s purchase price. Skillets of comparable size and style go for around $40 from your company.
I would be happy to either have a new skillet or the money to replace the one that I lost. The warranty I have says that either one can be done according to what the manufacture feels necessary. I have sent along pictures of this skillet so that you can see the damage and that it has normal wear and tear on it.
I look forward to a resolution for this matter. I can be reached at 555-980-7899 anytime.
Sincerely,
Requester’s Signature
Requester’s Name Printed
List of Enclosures
Sample 2 - Reimbursement Letter for Money
Date
Lender’s Name
Lender’s Address
Lender’s phone number
Lender’s email address
Recipient's Name
Recipient's Address
RE: Repayment of Loan
Dear Mr/Ms Recipient’s Name,
This letter is in regards to a loan that I made to you in the amount of [$500] on [DATE] for the down payment of your new car. At that time, we agreed that this loan was to be paid in full by [DATE]. As of today, [DATE], you have not given me any payments towards this loan. It has been one year since the loan was to be repaid in full. I request that, on the receipt of this letter, you repay the amount in full.
If I do not receive payment in full before the end of this year, I reserve the right to take further legal action to recover the amount of the loan without further notice to you. This letter may be given in evidence in court of your failure to pay. If it becomes necessary to go to court, I will expect you to pay the applicable interest, filing and attorney’s fees, and any other related costs.
I will be happy to answer any questions you may have if you call me at [555-1234].
Your immediate attention to this matter will be appreciated.
Sincerely,
Lender’s Signature
Lender’s Name
List any Enclousre
Sample 3 - Reimbursement Letter for Money
Requester’s Name
Requester’s Address
City, State, Zip Code
DATE
Financial Services
Name of University
Address of University
City, State, Zip Code
RE: Reimbursement of Tuition Fees
To Whom It May Concern:
I am a student in the summer semester of Name of University. I was enrolled in the History of India course that began on DATE. This letter is to request a reimbursement for my tuition fee of $225.
According to the refund policies of the university written the Student Manual, a reimbursement will be granted if the student withdraws from the course within six weeks from the beginning of the course. As you can see from the enclosed withdrawal slip, I am within that limit.
The reason I am forced to withdraw from this course is because of a car accident in which I broke both my legs. I will be undergoing physical therapy for the next eight weeks and will not be able to attend class.
Enclosed is a letter from my physician, DR. NAME, as well as a copy of the hospital records. Thank you for your attention to this matter, and I look forward to receiving the full reimbursement.
If you have any questions or need further information, I can be reached at 555-123-4567 or at [email protected].
Sincerely,
Requester’s Signature
Requester’s Name Printed
List of Enclosures
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