Date:

Dear ______________:

It is essential that any of our personnel who drive company and personal vehicles in connection with company business maintain an accurate record of any expenses incurred. It is our desire to be certain that you are reimbursed for any expenditures that you make in this regard, and your good record keeping will make this possible.

Receipts must be submitted for petrol purchases, parking expenses, tolls, and repairs. In addition, we will require your daily record of the number of miles driven, the odometer reading, before and after, and the amount of time spent driving. This information should be contained in your weekly report to [name].

Thank you very much for your cooperation in this matter.

Sincerely,

________________________

Name and Position