How to Write a Reimbursement Letter

Written by james g. pradke
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How to Write a Reimbursement Letter
A reimbursement letter is a short explanation about why a refund check has been sent. These are written in the same format as other general business correspondence. (Comstock Images/Comstock/Getty Images)

Writing a reimbursement letter may seem more challenging than it is. The reason for such a correspondence is to inform a consumer of the reason they are receiving money in return. Generally this is for overpayment of a product, service or a refund for their dissatisfaction. Regardless of the reason, almost all reimbursements are written the same as other business correspondence and contain three parts: the introduction, the main body and the conclusion. The introduction allows the recipient to know who is sending the letter; the main body explains the circumstances for the reimbursement; and the conclusion provides contact information.

Skill level:
Moderately Easy

Things you need

  • Computer
  • Word-processing software
  • Envelope
  • Postage

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  1. 1

    Identify the reason for issuing the reimbursement. Be prepared to discuss in short detail the circumstances warranting a refund. Do not be afraid to be direct, and address the issue in short terms.

  2. 2

    Compose the letter in three parts. A reimbursement letter does not need to be lengthy. In the introduction, be sure the recipient knows who has sent the letter. If the letter is from a specific department of a business, list it in the first paragraph. The main body should provide the circumstances identified earlier. Direct sentences which point out the date and amount overpaid provide good reference for the recipient. In the third and final paragraph, provide contact information. If the recipient has questions, it is best for him/her to easily determine who to contact. Try to avoid referencing letterhead for contact information. This is confusing, especially if there is a more-direct way to call.

  3. 3

    Proofread the letter and make necessary changes. Upon completion of the draft, check the letter for grammatical and spelling errors. If you need to make changes, now is the time to do so. A well-composed and constructed letter demonstrates professionalism and care.

  4. 4

    Check the address to be sure it matches the check and envelope. This is very important when finalising a reimbursement letter. To avoid delays, you will want to be sure that all names and addresses are consistent. In addition, sending a check to the wrong address could compromise a person's privacy.

  5. 5

    Send the letter via certified mail. Certified mail provides you with a method of ensuring the letter was delivered to the correct recipient. Doing this requires more time to complete paperwork, but guarantees evidence of delivery. This prevents a customer from claiming he/she did not receive the check.

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