Level 1 · simple request
Chase an expense claim: an annotated email example
Find out when you'll be reimbursed.
The situation
Accounts teamAccounts payable
You submitted an expense claim of $86.40 for a trip to Chicago on March 3, receipts attached. It still hasn't shown up in your pay.
A methodical team that can find anything… as long as they have the amount and a reference.
Goal
Find out when you'll be reimbursed.
The winning structure
A good email for this situation includes these elements, in this order:
- A greeting with the recipient's first name.
- The amount ($86.40)
- The trip (Chicago, March 3)
- A request for a date
- A clear ask at the end: a question or an action with a deadline.
- A short sign-off, then your name.
Common mistakes
- Leaving out the amount ($86.40) : « Which claim? What amount? »
- Leaving out the trip (Chicago, March 3) : « Which trip is it for? »
- Leaving out a request for a date : « What exactly do they want? »
- Opening with padding ("I hope this email finds you well") instead of getting to the point.
- A vague subject line like "Question" or "Request".
Write your own version: the recipient reacts and you get a score out of 100.
The annotated example
Try it yourself first: you'll remember more. Click to show the example.
Subject : Chicago expense claim ($86.40) – reimbursement
Hi team,
- Group greeting: right for a team.
I submitted an expense claim of $86.40 for my March 3 trip to Chicago, with receipts. It hasn't appeared in my pay yet.
- Includes: the amount ($86.40).
- Includes: the trip (Chicago, March 3).
Could you let me know when it will be reimbursed?
- Includes: a request for a date.
- Clear ask: the reader knows what to do.
Thanks,
Alex
- Short sign-off, then the name.
Why it works : 37 words against a target of 80, 5 words per sentence on average, no filler phrases.