How to Write Your Employer a Letter for a Tuition Reimbursement

To assemble a highly trained, professional workforce, some employers reimburse employees for tuition fees and associated expenses incurred for work-related study. Employees can take advantage of the financial assistance to pursue a bachelor’s or graduate degree for career-advancement purposes or take continuing education classes to improve knowledge and skills in a specific area. Companies often impose restrictions on tuition reimbursement -- such as requiring the money to be paid back if the employee leaves the company before a specified period of time -- and generally require employees to provide a documented request for the money.

Review your company’s personnel policies regarding tuition reimbursement to identify the information that must be included in your request.

Contact the institution where you are enrolled for documentation such as transcripts, receipts, accreditation status of the institution and proof of your enrollment. Some employers also require the institution to provide a letter. If this is the case, provide clear instruction regarding what is required and allow plenty of time for the school to provide the required documents.

Include information such as your job title, the courses you are taking and how the courses are relevant to the job. Some employers require a short description of the course content to make a better determination of the class’s qualification for reimbursement.

Provide proof of course completion and the letter grade that you received. Some tuition reimbursement programs pay different amounts depending on the grade; for example, you may receive reimbursement of 100 percent for an “A” or “B” grade but only 50 percent for a “C.”

Supply receipts indicating the total amount paid and how much reimbursement you seek. Separate the amounts as specified by your employer’s policy. Some employers require separate line items, such as tuition and books, for example. Most employers require you to indicate separate costs of each unit of study.

Tips

  • Check if either your employer or institution has any relevant time limits by which information must be provided or requested and adhere to these requirements.

Warnings

  • Keep copies of any original information submitted, such as receipts or transcripts, in case your paperwork is lost.