How to Politely Tell a Consultant Their Roaming Charges Exceed Our Budget?

Hi, we received the mobile bill from our consultants, which we pay every month (Budget up to Rs. 3000/- p.m.). This month, his bill was received with roaming charges of Rs. 6000/-. How can we inform him that these charges are exceeding the budget? The company cannot bear such additional expenses. Please assist me in drafting a polite email addressing this issue. Your help is greatly appreciated. It's urgent.

Thank you.

Please confirm if the roaming charges were for an official purpose. If he was on an official tour for a few days or weeks, these charges should be approved by the appropriate authority and reimbursed. However, not necessarily the entire amount but around $4000 - $4500.

Regards,
Nivedita

What was the initial agreement with your consultant regarding payment for Mobile Bill reimbursement? If it is specified in the agreement, reimburse only the ceiling amount as per the agreement. If not, you must pay in full.

In a scenario where the consultant was on leave and the bill incurred charges for roaming, you can calculate using the average clause. For example, if the bill amount is Rs. 6000 and the consultant was on leave for 10 days, pay Rs. 4000. Explain that the consultant was on leave and used the mobile for personal purposes during that time, hence full reimbursement is not required.

I hope this response meets your needs. Let's also consider the viewpoints of other members.

Best regards.

Draft the email as follows:

Dear [Recipient's Name],

As per the limit sanctioned for the consultants for mobile usage, it has to be monitored and kept within the limit. As your usage for this month has exceeded the approved limit, the company shall reimburse only Rs. 3000. Kindly note that this is in accordance with company policy.

Regards,
Nivedita