A request letter for mileage allowance should be polite and to the point. It must clearly explain why you are eligible for the allowance, include necessary details like dates, distance traveled, and purpose, and mention any supporting documents attached. Ensure the letter is respectful and avoids being vague or incomplete.
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- Download Options
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- FAQs
Request Letter for Travel Mileage Reimbursement - Sample Letter Requesting Mileage Allowance
To,
__________ (Recipient’s Name)
__________ (Designation)
__________ (Company/Organization Name)
__________ (Company Address)
Date: __/__/____ (Date)
Subject: Request for Mileage Allowance
Dear __________ (Recipient’s Name),
I am writing to formally request reimbursement for the mileage I incurred during official travel for __________ (Purpose of Travel) on __________ (Travel Date(s)). The total distance covered was __________ (Total Distance) kilometers/miles, and I used my personal vehicle for this purpose.
I have attached all the relevant supporting documents, including travel logs and receipts, for your review. Please let me know if any additional information is required.
Thank you for considering my request. I look forward to your response. You may reach me at __________ (Your Phone Number) or via email at __________ (Your Email Address).
Sincerely,
__________ (Your Name)
__________ (Your Contact Details)
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FAQs
- What should I include in a mileage allowance request letter?
Mention the purpose of travel, dates, total distance covered, and any supporting documents, such as travel logs or receipts. - When should I send a mileage allowance request letter?
Send it as soon as possible after completing the travel to avoid delays in reimbursement. - What documents are typically needed for a mileage reimbursement request?
Documents like a travel log, receipts, and any prior approval for the trip are usually required. - How do I calculate the mileage allowance?
Follow your organization's policy for mileage rates per kilometer/mile and multiply it by the distance traveled. - Who should I address the mileage reimbursement letter to?
Address it to the person responsible for approving expenses, such as your manager or the finance department.