Dear

It is essential that any of our personnel who drive company
and personal vehicles in connection with company business
maintain a thorough 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 gasoline purchases, parking
expenses 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.