A company may be supporting some cause in a community. To do this, a company may need employees to voluntarily agree to a deduction from their salary which will help support the cause. A request letter to staff for this can be written to communicate the message to staff members professionally.
What is a request letter to staff for voluntary deduction from salary?
A request letter to staff for voluntary deduction from salary is the letter that the manager or CEO of a company will write to staff members requesting that they agree to a voluntary deduction from their salary. The letter will professionally provide the details of why the company is requesting this and where the money that will come from the deduction in salary will be used.
Importance of the request letter
The letter is important because it allows the CEO or head of the company to let staff members know that a voluntary deduction in their salary will help the company support a cause. It is a professional way for the CEO to communicate the issue to staff members and explain why this voluntary deduction should be agreed to. The letter will encourage staff to agree to the deduction by providing solid reasons for how it will help them and the company.
When to write:
The letter should be written before the manager or CEO reduces employees’ salary. It should be written at the time that a voluntary deduction is needed. Write it promptly so that the process of this deduction can occur before the company faces any consequences due to this action.
Benefits of writing the request letter
The request letter has some advantages that are given below:
It lets staff members know of voluntary deduction requests:
The concerned staff members must know the reasons why they are requested to agree to a voluntary deduction in their salary. Every employee regards their salary as important, and if any reduction should occur, they will want to know why. Especially if they are being requested to agree to a voluntary deduction, they need to know why.
It allows the administration to convey a message to staff:
The administration needs to effectively convey the message to staff members precisely. This can be done with a letter. They can include the points of why this voluntary deduction in salary should be agreed to. It may be because the company cannot function unless this occurs. The company may need to fire some employees if this voluntary deduction does not happen. The administration can properly inform staff why they are requesting such a request.
Proof that the administration conveyed the message:
The letter proves that the administration requested staff members to agree to a voluntary deduction from their salary. In case any issue occurs later on whereby an employee claims that they did not agree to this or they were not informed of the request, the letter can be consulted. Employees can also consult it if they have any issues with the company when they want to let the company know that they agreed to the voluntary deduction from salary.
If the company was claiming that the deception is occurring so that the money can be used for a certain cause, but the company does not use it here, the letter can be used by employees to show the request from the company.
Samples
#1
We are writing to inform you that the company has started a welfare fund. As a part of this effort, we have introduced an option for employees to contribute to the fun through voluntary salary deductions.
We encourage all our employees to be a part of this noble cause. A small contribution made by each employee can lead to a big difference. You are, therefore, requested to agree to a minimal salary deduction of 10% every alternative month.
Please contact the finance department to sign up for the voluntary deduction. We look forward to maximum participation.
Thank you for your support.
#2
We are writing to make a special request from the entire staff. As you know, the company is currently facing financial issues. We need the support of our employee family to help us maintain our operations without downsizing. We, therefore, request voluntary salary deductions from staff members for a short duration.
Your willingness to accept the above-mentioned request will be a huge support for the organization. We will be able to overcome our financial strain to some extent. However, if you don’t come forward with your support, the consequences can be dire, including downsizing or closure of some of our offices as part of our cost-cutting measures.
Kindly contact XYZ for more details. We look forward to your contribution during this challenging time. Please rest assured that this is a temporary measure, and we are working hard to restore our financial position as soon as possible.
Thank you for your understanding.
#3
Name of company:
Address of the company:
Dear staff,
We all have a stake in ensuring that our company enjoys a fair legal environment. We encourage your participation in achieving this. We all should be committed to making sure our community thrives. The company hopes to support (tell what the company wants to support).
This is why we have decided to implement a new initiative to encourage staff members to make regular donations to (state organization).
We appreciate the hard work you all do to help the company out. We ask that you consider a voluntary deduction occurring every pay period which will contribute to (name of cause).
Your contribution will have a real impact.
Sincerely,
Name of CEO
Signatures of CEO
Sample Letter File 54 KB
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