Edit the memo: Given that some of you will drive in stead of taking a taxi to...

[Peace Light]

I am the office manager here. We have both local and expatriate employees in the company. Usually when staff needs to go for a business meeting, he/she will take a taxi which expense can be reimbursed later.

However, recently some staff drove themselves to go for the business meetinga and they wanted to claim the gas fee. So it is time for us to set up a rule on how to claim the gas fee or what is the procedure to claim it. Hence i am going to send out to all the following memo. Before doing it, i would like to see if anyone here can help me to edit it to be clear, correct, formal and lastly beautiful. Thank you.

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Dear all,

Given that some of you will drive in stead of taking a taxi to business meetings in Beijing, this memo is to provide a guideline on how to claim the gas fee caused under the situation.

1. How to measure the distance

"Go2Map.com" is an official and professional website which can measure the way of distance and is an approved tool by ABC China which you can use to measure the distance for the route you drive.

Please apply the following steps.
1) Go to "Go2Map.com"
2) Click "Beijing" on the map of China displayed on the screen
3) Click (Category; then click (Basic Labeling). On the map, there will be an icon called (Measure Distance), click it.
4) On the map, click the name of place where you start to drive, follow the route to the destination where you stop, then double click the destination. The total distance for the one way trip will be shown on the map.
5) Click (Snapshot), wait a few second to get the Snapshot picture displayed on your screen. Then right click your mouse on the picture to Save the Target to your PC.
6) Open the document and print it to attach to your expense report mentioned as follows.

2. Claim the Gas Fee on your Expense Report
The Gas Fee = [Current Gas Price per Liter] x [total distance of the drive]

3. Get your expense report signed by yourself and your line manger

4. Give the expense report to the Financial Accountant for imbursement.

Should you have any questions with the above tool, please feel free to check with the office manager.

[Alan]

Hi,

I've offered some suggestions in CAPITAL LETTERS:

Given that some of you will drive (USE YOUR OWN CAR) instead of taking a taxi to business meetings in Beijing, this memo is INTENDED to provide a guideline on how to claim the gas fee/COST IN SUCH A situation.

1. How to measure the distance

"Go2Map.com" is an official and professional website which can measure the LENGTH OF OF YOUR JOURNEY and is a TOOL approved by ABC China, which you can use to measure the distance for the route you drive.

Please TAKE the following steps.
1) Go to "Go2Map.com"
2) Click "Beijing" on the map of China displayed on the screen
3) Click (Category; then click (Basic Labeling). On the map, there will be an icon called (Measure Distance), click it.
4) On the map, click the name of place where you start YOUR drive, follow the route to the destination where you stop, then double click the destination. The total distance for the one way trip will be shown on the map.
5) Click (Snapshot), wait a few second to get the Snapshot picture displayed on your screen. Then right click your mouse on the picture to Save the Target ON your PC.
6) Open the document and print it to attach to your expense report mentioned as follows:

2. Claim the Gas Fee on your Expense Report
The Gas Fee = [Current Gas Price per Liter] x [total distance of the drive]

3. SIGN your expense report AND GET IT BY your line manAger

4. Give the expense report to the Financial Accountant for REimbursement.

Should you have any questions ABOUT the above PROCEDURE, please feel free to check with the office manager

Alan
_________________
English as a Second Language
You can read my ESL story Phrasal Verbs/take

[Peace Light]

Dear Alan,

Many thanks for your help to edit my memo. It looks more prefessional and English native style. I feel almost ready to distribute it to our employees here once it is signed off by my manager.

Best regards,
Peace Light

[Alan]

Hi,

Just made one additional amendment in the last line.

Alan
_________________
English as a Foreign Language
You can read my EFL story The way you write it