6 Salary Request Letter Samples [Free Templates]

In most companies, the human resources department or the company director himself is responsible for paying employees’ salaries on time. Timely payment of salaries is important for several reasons. As employees depend on their salaries to cover their essential costs and needs, it first aids in maintaining the employees’ financial stability. Second, it promotes employee loyalty because prompt payment makes workers feel respected and valued.

There may be times, however, when an employee does not receive their salary on time or is paid less than what they were expecting. In such cases, the employee may choose to write a letter to their employer or the human resources department to request the release of their salary.

A salary request letter is a formal document that an employee writes to their employer. The letter is usually meant to inform the employer of any issues related to the employee’s salary, such as non-payment or underpayment, and to request a resolution.

This article explains in detail why you may need to write a request letter for your salary, how to do so, the reasons you may need to do so, and some essential considerations. Templates for salary request letters have also been provided, which you can download for free and customize to suit your needs.

Given below are the free templates of salary request letter:

Why You May Need to Write Letter for Release of Salary

You may need to write a request letter if you do not receive your wages on time. This letter is used to inquire about the pending payment status and request that the payment be made promptly.

You may need to draft this letter in the following situations:

• Your HR department may have made administrative errors in the payroll processing system or when calculating payments causing delays.
• Your employer may be experiencing financial difficulties and may not have the funds available to make payments on time. Additionally, your employer may be waiting for payment from clients to pay you.
• Payments may be delayed since your hiring department may be awaiting approval from higher management or other relevant departments.
• Your company or bank may be experiencing technical issues with their computer systems, causing delays in processing payments.

The process of writing a letter to request a delayed salary can be complex.

Follow the steps outlined below to write an effective letter:

Add the recipient’s information and date

Start the letter by including the current date of drafting the letter in the appropriate format, i.e., January 3, 2023. Follow this with the recipient’s name, designation, physical address, and contact information. This ensures the letter is properly addressed and can be easily referred to later. 

For example: 

October 12, 2023
Senior Hiring Manager
Tabletop Ventures
725 Victorian Dr.
Euless, Texas (TX), 76039
(214) 544-2386

Include a subject line

Include a brief subject line that summarizes the main topic and emphasizes the purpose of the correspondence. It should be clear and specific and capture the attention of the recipient. 

For example:

Subject: Pending Payment for August 2023

Start with a respectful salutation

Greet the recipient of the letter respectfully. A respectful salutation is important in any kind of communication, but especially so for business letters. Note that if the recipient is a senior, you may write “Respected” to address them.

Here are a few examples of respectful salutations that you can write:

–“Dear [Employer’s Name]”
–“Dear [Supervisor’s Name]”
–“To Whom It May Concern”

Introduce yourself appropriately

In the first paragraph, introduce yourself and state your current designation within the company. If needed, you can specify your employee ID. Thank your employer for prompt salary payments in the previous months.

For example:

I, Rashida Wallace, have been a waitress at Aquaria Bar and Grill for the past two years. As per my contract, I am entitled to my salary on the 25^th day of each month. I am thankful to have received my payment on time for the past few months.

State your salary issues

State the exact dollar amount that is pending and for what period. This information allows your employer to reference payroll records to resolve the issue. Mention the date that you expected the payment. 

For example:

I am still waiting to receive my salary of $3,500.00 for November 2022, despite the payment being due on December 5, 2022. In light of this, I would appreciate it if you could assess the situation and have my salary credited to my Trust Bank account as soon as possible.

Explain the issues you are facing due to the delay

Explain how the delay has impacted you financially and how it may intensify the impact if payment is not made soon. Demonstrate that you are willing to work with your employer to resolve the issue and find a solution that benefits both of you. 

For example:

As a salaried employee, I cannot clear pending bills and meet other financial obligations. If I do not receive my dues soon, it may worsen my financial situation. 

Add a conclusion

In the final paragraph, ask for a  resolution, such as prompt payment, an explanation for the delay, or a request that they contact you for any extra information. Express your gratitude for the recipient’s time and consideration. 

For example:

Thank you for your time and consideration. If you require additional information to expedite the process, I am more than happy to oblige. Please feel free to contact me at (423) 869-5639.

Add a closure

End the letter with a formal closing statement such as “Sincerely,” “Best regards,” or “Yours faithfully.” Follow this with your full name, designation, and signature as illustrated below:

Best Regards,
Lynn Bertie
Sales Assistant
Pearl Industries

Enclosures 

Mention any enclosures, such as attendance records or progress reports, in a numbered list. 

When writing a letter to disburse a delayed salary payment, it is imperative to keep a few things in mind. You should ensure it is well-written, free of errors, and includes all the necessary information.

When writing the letter, keep the following things in mind:

Ensure factual accuracy

The information you present in the letter should be accurate and verifiable. Ensure that the following information is valid:

• Date of your last payment
• Period for which payment is pending
• Frequency of payment

These dates should align with the terms of your employment contract.

Stay professional

Even though your salary has been delayed, you should not be disrespectful and unprofessional in your letter. The delay might result from an error, which your employer can rectify. Use a formal tone and language throughout the letter. Avoid using slang, emotive language, or sarcasm.

Keep it relevant

Avoid discussing excessive details and using needless words in your letter. You do not want to confuse the recipient. Be direct in your communication and present your argument. Focus on the facts and avoid speculating or making assumptions.

Address the right person

Send your letter to the HR manager, employer, supervisor, or whoever is in charge of the payroll in your organization. Addressing the letter to the relevant individual will ensure that the issue is resolved quickly.

Save a copy

Save an electronic copy of the letter on your computer or in a cloud-based storage system. Keeping a copy for personal records will help you refer to it later if needed. The letter might be used as evidence if you decide to file a case against your employer if they do not release your payments despite several attempts.

Use a template

You can download a template from this website to help you easily draft your letter. They have placeholders for all the necessary information that you can edit according to your requirements. In addition, since it ensures that all necessary information is included, you can spend more time on the important aspects of the letter. Using a template will significantly help you compose an effective letter. 

• An employee drafts a salary request letter to notify their employer if their salary is delayed following the terms of the employment contract. It is the first step in resolving salary disputes between employers and employees.
• It should clearly state the amount of money that is owed. It should also detail relevant information, such as the employee’s name, job title, and contact information.
• Give specifics about the situation, emphasize that the delay is causing financial hardship, and then review to ensure that all information is accurate and no details are missing.
• To increase your chances of the matter being resolved quickly, the letter should be sent via registered mail, and a copy should be kept for personal records.
• It is also advisable to follow up with the employer and to be prepared to escalate the issue to higher management or relevant authorities if necessary.
• Follow the guidelines in this article to ensure that your request letter for payment of salary is drafted properly and will achieve the desired result.