Receiving less pay than you're owed can be a stressful and confusing experience. This article will guide you through the process of writing an Underpayment Letter to Employer, a crucial step in rectifying wage discrepancies and ensuring you receive the compensation you deserve. Understanding how to effectively communicate these issues is key to a positive resolution.
Understanding the Underpayment Letter to Employer
An Underpayment Letter to Employer serves as a formal document outlining a discrepancy between the wages you were expecting and the amount you actually received. It’s important to approach this with clarity and professionalism.
This letter is your official record of the issue and a proactive step towards resolution.
Here's why having a well-crafted Underpayment Letter to Employer is so important:
-
It clearly states the problem and provides concrete evidence.
-
It gives your employer a specific timeframe to respond and correct the error.
-
It establishes a written record that can be useful if further action is needed.
When preparing your letter, consider the following:
-
Gather all relevant documentation:
-
Pay stubs showing the underpayment
-
Your employment contract or offer letter
-
Previous pay stubs that show correct payment
-
Any communication regarding your salary or benefits
-
Calculate the exact amount of the underpayment.
-
Be clear and concise in your writing.
Here’s a sample table to help you organize your calculations for the underpayment:
|
Pay Period
|
Expected Pay
|
Actual Pay Received
|
Amount Underpaid
|
|
[Date]
|
[Amount]
|
[Amount]
|
[Amount]
|
|
[Date]
|
[Amount]
|
[Amount]
|
[Amount]
|
|
Total Underpaid:
|
|
|
[Total Amount]
|
Underpayment Letter to Employer: Overtime Not Paid
Subject: Underpayment of Wages - Overtime Discrepancy - [Your Name]
Dear [Manager's Name or HR Department],
I am writing to formally address an issue regarding my recent paychecks. I have reviewed my pay stubs for the periods ending [Date 1] and [Date 2], and it appears that I have not been compensated correctly for overtime hours worked during these periods.
Specifically, my records indicate that I worked [Number] overtime hours during the week of [Date] and [Number] overtime hours during the week of [Date]. Based on my hourly rate of [Your Hourly Rate], this should have resulted in an additional [Overtime Pay Amount] in wages for each of those weeks. However, my pay stubs for these periods reflect [Amount Received], which does not include payment for these overtime hours.
I kindly request that you review my timesheets and payroll records for the aforementioned dates. I would appreciate it if the outstanding overtime pay could be calculated and disbursed to me as soon as possible, along with any applicable penalties or interest as mandated by labor laws. Please let me know if you require any further information from my end to assist with this investigation.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
[Your Employee ID]
Underpayment Letter to Employer: Incorrect Hourly Rate
Subject: Underpayment of Wages - Incorrect Hourly Rate - [Your Name]
Dear [Manager's Name or HR Department],
I am writing to bring to your attention a potential error in my recent paychecks. After reviewing my pay stubs for the past few weeks, I have noticed that my hourly rate appears to have been calculated incorrectly.
My employment offer letter, dated [Date of Offer Letter], clearly states my starting hourly rate as [Agreed Hourly Rate]. However, my recent pay stubs consistently show my hourly rate as [Incorrect Hourly Rate]. This discrepancy has resulted in an underpayment of [Amount Underpaid per Hour] for every hour I have worked since [Date the incorrect rate started].
I kindly request that you investigate this matter and rectify my hourly rate to [Agreed Hourly Rate] moving forward. I would also appreciate it if a retroactive adjustment could be made to compensate me for the wages I have been underpaid due to this error. Please advise on the timeline for this correction.
Thank you for your understanding and assistance.
Sincerely,
[Your Name]
[Your Employee ID]
Underpayment Letter to Employer: Unpaid Commission or Bonuses
Subject: Underpayment of Wages - Unpaid Commission/Bonus - [Your Name]
Dear [Manager's Name or HR Department],
I am writing to address an issue concerning the non-payment of commission/bonus earned during the [Commission/Bonus Period, e.g., last quarter, sales period ending Date]. According to our agreed-upon commission/bonus structure outlined in [Reference to Agreement, e.g., my employment contract, the sales incentive plan document], I am due [Commission/Bonus Amount] based on [Reason for Commission/Bonus, e.g., my sales performance reaching X target, completion of Y project].
My most recent pay stub for the period ending [Date] does not reflect this earned commission/bonus. I have attached documentation supporting my claim, including [List of attached documents, e.g., sales reports, performance reviews].
I kindly request that you review my account and ensure that the outstanding commission/bonus of [Commission/Bonus Amount] is paid to me as soon as possible. Please let me know if you require any further information from my end.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
[Your Employee ID]
Underpayment Letter to Employer: Incorrect Deductions
Subject: Underpayment of Wages - Incorrect Deductions - [Your Name]
Dear [Manager's Name or HR Department],
I am writing to bring to your attention a discrepancy in my recent paychecks related to payroll deductions. Upon reviewing my pay stubs for the period ending [Date], I noticed that an incorrect deduction of [Amount of Incorrect Deduction] has been made.
The deduction is listed as [Description of Deduction, e.g., Health Insurance - incorrect amount, Retirement Plan - double deduction]. This deduction is not in line with the agreed-upon rates as per [Reference to Agreement, e.g., my benefits enrollment form, the company policy on deductions].
I kindly request that this incorrect deduction be reversed and that the amount of [Amount of Incorrect Deduction] be reimbursed to me. Please also ensure that future paychecks reflect the correct deductions going forward. Kindly let me know when I can expect this correction to be made.
Thank you for your assistance in resolving this matter.
Sincerely,
[Your Name]
[Your Employee ID]
Underpayment Letter to Employer: Miscalculation of Salary
Subject: Underpayment of Wages - Salary Miscalculation - [Your Name]
Dear [Manager's Name or HR Department],
I am writing to formally address an issue with the calculation of my salary for the pay period ending [Date]. I believe there has been a miscalculation, resulting in an underpayment of my wages.
My agreed-upon annual salary is [Agreed Annual Salary], which translates to a gross weekly/bi-weekly/monthly salary of [Calculated Gross Salary]. However, my recent pay stub shows a gross pay of [Amount Received], which is less than what is expected. The difference amounts to [Underpaid Amount].
I kindly request that you review my salary calculation for this pay period and correct any errors. I would appreciate it if the underpaid amount could be processed and added to my next paycheck. Please let me know if you need any further details to investigate this.
Thank you for your prompt attention to this important matter.
Sincerely,
[Your Name]
[Your Employee ID]
Underpayment Letter to Employer: Non-Payment of Agreed Raise
Subject: Underpayment of Wages - Unapplied Raise - [Your Name]
Dear [Manager's Name or HR Department],
I am writing to address an issue regarding my salary. As you know, I was informed of a salary increase effective [Date the Raise was to be effective]. My new annual salary was to be [Agreed New Annual Salary].
However, my recent pay stubs, starting from the pay period ending [Date the raise should have been reflected], have not reflected this increase. I am still being compensated at my previous rate of [Previous Annual Salary], which has resulted in an underpayment of approximately [Underpaid Amount per Pay Period] for each pay cycle.
I kindly request that you review my payroll information and ensure that the agreed-upon salary increase is applied retroactively from [Date the Raise was to be effective] and that all subsequent paychecks reflect the correct salary. Please let me know when I can expect this adjustment to be made.
Thank you for your prompt action on this.
Sincerely,
[Your Name]
[Your Employee ID]
Underpayment Letter to Employer: Incorrect Termination Pay
Subject: Underpayment of Wages - Incorrect Termination Pay - [Your Name]
Dear [Manager's Name or HR Department],
I am writing to you regarding my final paycheck received on [Date of Final Paycheck] following my departure from [Company Name] on [Last Day of Employment]. I have reviewed this paycheck and believe it to be incorrect, specifically regarding the calculation of my final pay.
My final paystub appears to have underpaid me for [Specific reason, e.g., unused vacation days, outstanding expenses to be reimbursed, prorated salary for the final week]. According to [Reference to Employment Agreement or Company Policy], I am entitled to [Amount or details of what you are owed]. The amount I received in my final paycheck does not reflect this.
I kindly request that you re-evaluate my termination pay and ensure that the correct amount, including [reiterate what you are owed], is disbursed to me as soon as possible. Please let me know if you require any further documentation to facilitate this review.
Thank you for your urgent attention to this matter.
Sincerely,
[Your Name]
[Your Employee ID]
Underpayment Letter to Employer: Minimum Wage Violation
Subject: Underpayment of Wages - Minimum Wage Violation - [Your Name]
Dear [Manager's Name or HR Department],
I am writing to you today with serious concern regarding my recent wages. After carefully reviewing my pay stubs for the periods ending [Date 1] and [Date 2], it appears that my hourly pay rate has fallen below the current minimum wage in our state/region, which is [Current Minimum Wage Amount].
My gross hourly rate, as indicated on my pay stubs, is [Your Hourly Rate]. When accounting for all hours worked, this rate is in violation of the [State/Region] minimum wage laws. This has resulted in a direct underpayment of my earnings.
I kindly request that you immediately review my payroll and ensure that my hourly rate is adjusted to at least [Current Minimum Wage Amount], and that I am compensated retroactively for any wages I have been underpaid due to this violation. I would appreciate a response outlining how this will be corrected.
Thank you for your prompt attention to this crucial legal matter.
Sincerely,
[Your Name]
[Your Employee ID]
Addressing underpayment of wages can feel daunting, but by using a well-written Underpayment Letter to Employer, you are taking a significant and necessary step. This document not only clarifies the issue for your employer but also serves as important evidence of your efforts to resolve the discrepancy. Remember to remain professional, gather all supporting documentation, and clearly state what you believe is owed. If you do not receive a satisfactory response, further steps may be necessary, but a clear and concise letter is always the best starting point.