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The Reimbursement Letter To Employee is a crucial business document used when an organization needs to formally document and process the repayment of expenses incurred by employees in Malaysia. It is typically issued after an employee has submitted expense claims with supporting documentation, and the claims have been approved according to company policy. This document serves multiple purposes: it provides official confirmation of the reimbursement, creates an audit trail for accounting and tax purposes, and ensures compliance with Malaysian regulations including the Employment Act 1955 and Income Tax Act 1967. The letter should be used whenever significant expenses are reimbursed, particularly for amounts that may have tax implications or require formal documentation for corporate governance purposes. It typically includes details such as the expense type, amount, payment method, and any specific conditions or tax considerations.

1. Letter Header: Company letterhead, date, reference number, and employee details

2. Subject Line: Clear indication that this is a reimbursement letter

3. Salutation: Formal greeting to the employee

4. Purpose Statement: Clear statement of the reimbursement purpose and reference to any prior approval

5. Reimbursement Details: Specific amount being reimbursed and what it covers

6. Payment Method: How and when the reimbursement will be paid

7. Confirmation Statement: Statement confirming the approval of the reimbursement

8. Closing: Formal letter closing with signature block for authorized person