Payroll Error Letters to Employer | Word & Excel Templates

Payroll errors are common problems that can be resolved easily if proper steps are taken and the employee’s payment record is closely reviewed. An employee must write to the employer to inform him about the error in the payroll.

The employer may refer you to the head of the human resources department or any other staff member responsible for processing all payroll-related tasks.

If your record differs from the company’s and your records, you must request the employer to review your documents and attest the number of hours you have worked.

Before writing this letter, review everything you want to discuss with the employer. If you think you have not been paid fairly, you can submit several documents with the letter supporting your claim.

You can also attach a copy of a written job offer in which the employer promised to increase your salary.

You can also ask your employer to arrange a personal meeting to discuss your matter with him. You should ensure that you discuss your problem with your supervisor in a calm manner. Keep your tone rational and polite no matter how much you are angry.

Sample letters

#1

I am writing to bring to your attention an error in my payroll for November 20XX. I have not been credited for my overtime work hours. I worked a total of 25 hours of overtime in November. According to the company’s overtime rate, this amounts to $[X]. However, this amount has not been added to my payment.

Therefore, I request that you look into the matter and clear my dues. I would be grateful for your assistance.

#2

I want to discuss an issue with my payroll for the previous month. I just received my paycheck, which includes tax deductions that are higher than usual. There is a deduction of 25% instead of the usual 10%.

I have not been informed about any increased tax deductions by the management. In addition, my colleagues have the usual 10% deduction on their paychecks. I believe there has been a mistake in my payroll processing by the finance department.

I kindly request that you review my payment. If there is an error, please reimburse the amount that was deducted by mistake. I would really appreciate your assistance in this matter.

#3

I am writing to report a discrepancy in my recent payroll for August. My paycheck does not include the quarterly bonus that was announced in May.

Per the company’s policy, I was eligible for this bonus based on my job position and performance. Therefore, I have been expecting to receive the promised bonus this month. However, there might have been an error in processing my paycheck.

I kindly request you to look into the matter and re-issue my paycheck by adding my bonus. I look forward to your assistance.

#4

I am writing to inform you about an error in my December paycheck. I have not been reimbursed for my official travel expenses totaling $[X].

I submitted all the receipts to the finance department last month. Please review my dues and check if there has been an error. I would really appreciate it if you reimbursed me the mentioned amount this month.

Thank you for your attention to the matter.

#5

I am writing due to a discrepancy in my paycheck for the month of August. There is a mistake in my total salary amount, with an unexplained $[X] deduction. I am sure there has been an error in my payroll processing.

I kindly request that you look into the matter. If it is not an error, please explain the deduction to me.

I look forward to your response. Thank you for your assistance.

#6

Dear Sir,

I am writing this letter to complain to you about the payroll error. The salary mentioned in the payroll is less than the actual salary we agreed to. You promised me I would increase my salary this month.

However, my salary is still the same. I received the increment in salary the previous month, but this month, I have again received a lower salary. I am attaching last month’s salary slip to this letter to inform you about my condition. I hope that you will resolve my issue as soon as possible.

Yours Sincerely.

Regards

File Size: 31 KB

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#7

I am writing this letter to inform you that I received my net salary of $2500/—for March. I received my salary on April 5th, the date set by the company.

In our last meeting about salary increments, it was decided that my salary would be increased by 25%, plus the two-annual salary bonus would be three salaries now. As per this change, I must be paid $3125/-. It may be a clerical mistake, or the HR department has not been updated about the change.

To my worry, I still get the same salary as it was before the appraisal. I want you to please consider this matter seriously and resolve it as soon as possible.

Yours Sincerely.

File Size: 31 KB

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