Austin Parker
123, X Street, Y Avenue
Manhattan, NY-10009
(123) 456-7890
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear Austin Parker,
Please be guided that the company does not reimburse any personal costs that have not been previously approved by our Department Head. You have submitted an invoice amounting to $798.40 for an alleged dinner meeting dated on the 12th of March of this year. However, according to records, no meeting was approved for that evening.
For that reason, we have no choice but to reject your claim and serve you a strict warning that at no time should personal costs be charged to the company. I welcome your feedback regarding this matter but regardless of what excuses there may be, the decision to void this claim will still stand.
Should an incident like this occur again, we will take harsher actions in order to instill discipline. I sincerely hope that we will not have to resort to this. Thank you for your cooperation.
Sincerely,
Kalama