Expense Management Email Templates for Employees and Employers

Ready-to-use email templates for every stage of the expense approval workflow — from submission and approvals to partial approvals and cancellations.

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Expense Request Submitted (Employee Notification)

Subject: Expense Request Submitted – [Expense Title]
Hi [Employee Name],

Your expense request titled “[Expense Title]” has been successfully submitted on [Date]. It’s now pending review.

Details:

Amount: ₹[Amount]
Category: [Expense Category]
Submission ID: [Expense ID]

We’ll notify you once it has been reviewed.

Regards,
HR Team

Expense Request Submitted (Employer Notification)

Subject: New Expense Request from [Employee Name]
Hi [Approver Name],

[Employee Name] has submitted a new expense request for your review.

Summary:

Title: [Expense Title]
Amount: ₹[Amount]
Date Submitted: [Date]
Submission ID: [Expense ID]

Please review it via the expense portal.

Thanks,
System Notification

Expense Request Approved (Single Approver)

Subject: Expense Request Approved – [Expense Title]
Hi [Employee Name],

Great news — your expense request “[Expense Title]” has been approved.

Approved Details:

Amount: ₹[Amount]
Approved By: [Approver Name]
Date: [Date]

Reimbursement will be processed as per the payroll schedule.

Best,
Finance Team

Final Approval Received (Second-Level Approver)

Subject: Final Approval Granted – [Expense Title]
Hi [Employee Name],

Your expense request has received final approval after the second-level review.

Details:

Approved Amount: ₹[Amount]
Final Approver: [Approver Name]
Approval Date: [Date]

Processing will begin shortly.

Warm regards,
HR Team

Partial Approval - First-Level Approver

Subject: Partial Approval – [Expense Title]
Hi [Employee Name],

Your expense request “[Expense Title]” was partially approved.

Details:

Requested: ₹[Requested Amount]
Approved: ₹[Approved Amount]
Remarks: [Short Reason]

For any clarification, contact your approver.

Best,
HR Team

Partial Approval - Second-Level Approver

Subject: Final Review: Partial Approval – [Expense Title]
Hi [Employee Name],

After a second-level review, your expense request “[Expense Title]” has been partially approved.

Details:

Final Approved Amount: ₹[Amount]
Reviewed By: [Approver Name]
Remarks: [Explanation]

Feel free to follow up for more info.

Regards,
Finance Team

Expense Request Cancelled by Employee

Subject: Expense Request Cancelled – [Expense Title]
Hi [Employee Name],

You have successfully canceled your expense request “[Expense Title]” on [Date].

You may resubmit it anytime via the portal.

Thank you,
HR Team

Expense Request Cancelled by Employer

Subject: Expense Request Cancelled by Approver – [Expense Title]
Hi [Employee Name],

Your expense request “[Expense Title]” was cancelled by the approver on [Date].

Reason (if any): [Optional Reason]

Feel free to revise and resubmit. Contact your manager for guidance.

Best,
HR Team