Salary Request Letter (Format & Sample)

A Salary Request Letter is a letter written by an employee who has not been paid on time, requesting the salary that is past due. When a contract employee or other employee is not paid when they should be according to a prior arrangement, this employee can write a salary request letter. This letter should indicate when the salary was due to be paid, the amount that is past due, and when the employee expects the payment due. This letter provides a written record of contact with the employer in an attempt to be paid.

It is the responsibility of your employer to pay you on time. Occasionally, an employer cannot do this for some reason. Generally, companies notify employees in advance if there is new accounting software or another issue that might slightly delay their payroll obligation. That being said, you should always be paid on time. Writing a letter or email to your employer requesting your salary is the appropriate way to handle the situation if your request for payment has gone unanswered.

This letter is a formal, professional document, and it will serve as proof that you have contacted your employer to request your outstanding salary due. Write in a professional format and use a polite tone. However, if your salary is overdue, you can be firm about clearly requesting the salary and when you expect to receive it.

Address your letter to the person you would ordinarily contact about your salary. This maybe your contract employer or the accounting and payroll department at your workplace. Send a copy to your manager, so they are made aware of the problem. If the non-payment is continued, you may want to seek other employment while you continue to request payment.

What to Include in a Salary Request Letter

A salary request letter should contain some specific information. Here is what to include:

  • The date(s) you expected your salary to be paid
  • The amount of salary due on each date
  • The total amount of salary overdue
  • The consequences of not being paid
  • Request for payment
  • The date you expect payment
  • A list of attachments

Important: If you are a contract worker, attach copies of the invoices you sent when you originally billed the company for your work. Also, send copies of proof that you completed the work. If you are an employee of a company, attach copies of your attendance records. If you write an email, put your contact information after your name rather than at the top left.

Salary Request Letter (Format)

Here is the basic format of a salary request letter.

{your name}

{your address}

{your phone number}

{you email address}

{date}

{recipient name}

{recipient title}

{recipient company name}

{recipient address}

Dear {recipient}:

I am {your name}, and I {(recently sent an invoice) or (work in the {department} department of {company name}}. I have not received my expected salary on {date(s)} for the amount(s) of {amount(s)}. If you have already sent payment, please disregard this letter.

I cannot meet my living expenses without being paid for the work I accomplish. Please pay the total amount of {amount} by {date}. {Add here how the employer can pay you just in case the invoice or arrangement was misplaced.}

Thank you for your time and consideration to this matter.

{your signature}

{your name}

cc: {your manager’s name}

Enclosures: {(Invoice No. {number}) or {Attendance Records)}

Sample Salary Request Letter

This is a sample letter based on the format above.

Jack Nelson

2068 South 102 Street

Cather, MO 58667

(756) 398-7767

nelsonjack@email.com

April 20, 2044

Mrs. Jane Hillman

Payroll Manager

Ellora Machining

2068 West 9 Street

Cather, MO 58678

Dear Mrs. Hillman:

I am Jack Nelson, and I work in the shipping and receiving department of Ellora Machining. I have not received my expected salary on April 1, 2044, and April 15, 2044, for the amounts of $1,500 each pre-tax. If you have already sent payment, please disregard this letter.

I cannot meet my living expenses without being paid for the work I accomplish. Please pay the total amount of $3,000 pre-tax by April 30, 2044. I have previously received my salary by direct deposit. Please deposit the total in my account as set forth by this prior arrangement.

Thank you for your time and consideration to this matter.

Jack Nelson

Jack Nelson

cc: William Burns, Materials Manager

Enclosures: Attendance Records for March 15, 2044 – April 1, 2044

Salary Request Letter (Word Template)

Conclusion

When you are faced with a delay in receiving your salary and your payment request is not met with an immediate response, writing a salary request letter is a good way to make your point. The letter provides documentation of your effort to get paid. The sample letter above demonstrates how you can modify the basic format to write your salary request letter. Feel free to use the format we have provided.