An underpayment email sample is a valuable tool for employees who believe they have not been paid the correct amount for their work. It can be used to request information about the underpayment, to initiate a conversation with the employer about the issue, or to file a formal complaint. Underpayment email samples can be found online and in legal resources. They typically include information about the employee’s name, the employer’s name, the amount of the underpayment, and the date of the underpayment. Some samples also include a brief explanation of the employee’s belief about why they were underpaid.
Best Structure for Underpayment Email Sample
When it comes to crafting an underpayment email, the structure is crucial for ensuring that the message is clear, concise, and professional.
Subject Line
- Begin with a subject line that accurately reflects the purpose of the email, such as "Underpayment Issue" or "Inquiry Regarding Salary Discrepancy."
Opening Paragraph
- In the opening paragraph, formally introduce yourself and state your position. Briefly explain that you’ve noticed a discrepancy in the employee’s pay and that you’re seeking clarification.
- Example: "Dear [Employee Name], I am writing to you as the HR Manager of [Company Name]. I am writing to inquire about a possible underpayment issue."
Body
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Provide specific details about the underpayment. Include the following information:
Also Read
- The pay period in question
- The amount of the underpayment
- Any calculations or supporting documents that demonstrate the discrepancy
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If there are any extenuating circumstances or reasons for the underpayment, briefly mention them here.
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Explain the steps that have been taken to rectify the situation. If the underpayment has not yet been resolved, indicate the expected timeframe for resolution.
Call to Action
- Invite the employee to provide any additional information or documentation that may assist in resolving the issue.
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Request the employee to contact you if they have any questions or concerns.
Closing
- Thank the employee for their attention to this matter.
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Reiterate your commitment to resolving the underpayment swiftly and fairly.
Sample Underpayment Email
Subject: Underpayment Issue
Dear [Employee Name],
I am writing to you as the HR Manager of [Company Name]. I am writing to inquire about a possible underpayment issue.
I have reviewed your payroll records for the pay period ending [Date] and have noticed a discrepancy. The total amount paid to you was [Amount], which is [Amount] less than the amount you should have received.
I have attached a copy of the payroll record for your reference. I would appreciate it if you could review it and provide me with any additional information or documentation that may assist in resolving this issue.
I have already spoken to the accounting department and they have confirmed the underpayment. They are currently working on a solution and expect to have the issue resolved within the next [Number] days.
In the meantime, if you have any questions or concerns, please do not hesitate to contact me.
Thank you for your attention to this matter.
Sincerely,
[Your Name]
HR Manager
[Company Name]
Underpayment Email Samples
In this article, you will find 7 sample underpayment email templates that you can use to address underpayment issues with your employees.
Salary Miscalculation
Dear [Employee Name],
I am writing to inform you that your salary for the period of [Start Date] to [End Date] was underpaid by [Amount]. This was due to an error in our payroll system.
We have already rectified the error and your corrected salary will be paid on [Date]. We sincerely apologize for the inconvenience this may have caused.
If you have any questions or concerns, please do not hesitate to contact us.
Thank you for your understanding.
Sincerely,
[HR Manager Name]
Missed Hours
Dear [Employee Name],
I am writing to inform you that our records indicate that you were underpaid for your hours worked during the pay period of [Start Date] to [End Date].
Specifically, you were not compensated for [Number] hours that you worked on [Date] and [Date]. This resulted in an underpayment of [Amount].
We have processed a supplemental payment for the missed hours, which will be included in your next paycheck.
We apologize for this oversight and appreciate your understanding.
Please let us know if you have any questions.
Sincerely,
[HR Manager Name]
Deduction Error
Dear [Employee Name],
I am writing to inform you that a deduction error occurred on your paycheck for the pay period of [Start Date] to [End Date].
The error resulted in [Amount] being deducted from your paycheck for [Deduction Name]. The correct deduction amount should have been [Amount].
We have corrected the error and the difference will be credited to your account in the next pay period.
We apologize for any inconvenience this may have caused.
Please contact us if you have any questions.
Sincerely,
[HR Manager Name]
Wage Increase Delay
Dear [Employee Name],
I am writing to follow up on your scheduled wage increase, which was approved effective [Date].
Due to unforeseen circumstances, the implementation of your wage increase has been temporarily delayed.
We understand that this may be disappointing, but we are working diligently to resolve the situation as soon as possible.
We will keep you informed of the progress and will notify you as soon as the wage increase is implemented.
In the meantime, please do not hesitate to reach out if you have any questions.
Thank you for your patience and understanding.
Sincerely,
[HR Manager Name]
Overtime Calculation Error
Dear [Employee Name],
I am writing to inform you that we have identified an error in the calculation of your overtime pay for the pay period of [Start Date] to [End Date].
The error resulted in you being underpaid [Amount]. This was due to an incorrect calculation of your hourly rate.
We have corrected the error and the additional overtime pay will be included in your next paycheck.
We apologize for this oversight and appreciate your understanding.
Please contact us if you have any questions.
Sincerely,
[HR Manager Name]
Bonuses and Commissions
Dear [Employee Name],
I am writing to inform you that you have been underpaid [Amount] in bonuses and commissions for the period of [Start Date] to [End Date].
This was due to an error in our performance tracking system.
We have corrected the error and the outstanding bonuses and commissions will be paid on [Date].
We sincerely apologize for this inconvenience and appreciate your patience.
Please contact us if you have any questions.
Sincerely,
[HR Manager Name]
Termination Pay
Dear [Employee Name],
I am writing to inform you that you have been underpaid [Amount] in termination pay.
This was due to an error in calculating your accrued vacation time.
We have corrected the error and the outstanding termination pay will be paid on [Date].
We apologize for this oversight and any inconvenience it may have caused.
Please contact us if you have any questions.
Sincerely,
[HR Manager Name]
Underpayment Email Sample – How to Write an Effective Email
Question 1:
How do I draft an email to inform an employee about underpayment?
Answer:
When informing an employee about underpayment, it’s crucial to convey the error, explain its impact, and outline steps to rectify the situation.
Question 2:
What key elements should be included in an underpayment email?
Answer:
An effective underpayment email should clearly state the underpayment amount, specific pay periods affected, reasons for the error, and the timeline for resolving the issue.
Question 3:
How do I convey empathy and professionalism in an underpayment email?
Answer:
While acknowledging the employee’s perspective, maintain a professional tone by expressing regret, explaining corrective actions, and demonstrating a commitment to resolving the situation fairly.
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