Additional Budget Request Letter

Every once in a while, a set budget might fail to cover the full amount needed to complete a project. The costs of some products or services, for instance, could go beyond the forecast price. If left unaddressed, this situation could force you to release resources, cut back significantly, or deliver results over a more extended period. Alternatively, you could ask for more money through a formal letter.

An additional budget request letter is a document requesting more money from a company or institution to complete a project. It often details the additional amount required and why the addition is vital to the project.

Are you stuck on a project because of inadequate funds? Here are some guidelines on how to request a budget increase.

Asking for additional funds can be tricky. If not done correctly, you could lose out on the chance to complete a project you already started. Here are some tips to help you convince your reader that you deserve a budget increase:

  • Provide details about the budget – Mention the particular department, project, or event to which the budget in question is assigned. You can attach a copy for reference.
  • Mention how much you want – Provide an exact or projected amount that would serve your purposes. You can highlight these as adjustments to the original budget.
  • Give a use for the money – Highlight how you wish to allocate the additional funds. This will help the reader understand why you need the money.
  • Justify your request – Show the reader how the additional money is vital to your department, project, or event. Make sure you also link your reasons to the company’s mission statement.
  • Provide a set of options – Don’t make your reader feel backed up into a corner. If possible, provide them with alternatives. For instance, you can outline two scenarios and how much additional funds they would require.

Key Points

  • Use professional and polite language.
  • Address the letter appropriately.
  • Provide factual information
  • Keep your message short and to the point.
  • Provide your contact information
  • Include your official name, job title, and signature
  • Mention any attachments in the introductory paragraph

Additional Budget Request Letter (Format)

{Date}

{Recipient’s Name/Job Title}

{Company Name}

{Company Address}

{City, State, Zip Code}

Re: Request for Additional Funds for the {Project Name} Budget

Dear {Mr./Mrs./Ms. Last Name},

I am writing this letter to formally request a budget increase of {exact amount} for the {exact dates} fiscal year. The additional funds will allow the {department name} to {state reasons for requesting additional funds}. I have attached the specific line item budget revisions.

If you approve this request, kindly allocate the funds to the following accounts:

{Account name 1} – {Amount}

{Account name 2} – {Amount}

{Account name 3} – {Amount}

I look forward to hearing from you at your earliest convenience. If you have more questions regarding this matter, contact me at {contact information}.

Thank you for your time and consideration.

Sincerely,

{Your Name}

{Signature}

{Job Title}

Sample Additional Budget Request Letter

11 August 2020

August Colin

Accounts Manager

Tekla Industries

123 Main Street

Jersey City, NJ 34578

Re: Budget Increase for the Marketing Department

Dear Mr. Colin,

Please accept this letter as a formal request for a budget increase for the Marketing Department. We require an additional $30, 000 for September 2020 to September 2021 fiscal year. This amount will be directed toward funding the upcoming trade show and will be distributed as follows:

• Training new sales representatives – 15, 000

• Purchasing trade exhibition booth – 4, 000

• Designing a new brand logo – 4, 000

• Booking trade floor space – 3, 500

• Other tradeshow expenses – 3, 500

I have attached a copy of the Annual New Jersey Industry Trade Show information sheet for your perusal. I would appreciate a response at your earliest convenience.

If you need me to answer more questions regarding the matter, contact me at 444 1234 567 or melodymills @ wb . com.

Thank you for your time and consideration.

Sincerely,

Melody Mills

HOD Marketing Department

Additional Budget Request Letter (Word Template)

Details
File Format
  • MS Word

Conclusion

It is not unheard of for the actual project cost to exceed the projected budget. As such, a conversation with your superiors about a budget increase should not feel awkward. Make sure to communicate your request clearly and concisely. Provide all the relevant details and use professional language. When justifying your reasons for requesting an increase, be factual. Avoid coming off as if you are complaining or making a demand.

Finally, always finish your additional budget request letter with your contact information.