Underpayment of wages: Step 2 and 3 letter

See our underpayment of wages guide for advice and information on when deductions can be lawfully made and what to do if it is an unlawful deduction.

You can use our  template letter to try to resolve the issue. Send this to your line manager and copy in Human Resources (HR) and your payroll department if possible. A full example is also below.

(Enter employer/agency name)
(Enter employer/agency address)

Dear (enter name),

I am writing to you because I am concerned that I have not received my correct pay.  

I (am/was employed/engaged) by you from (enter date) to the (enter date) as a (enter job title) on a (enter job type - full time, part time or agency/casual) basis.

I believe I have been underpaid on the (enter dates) by a total of £ (enter sum) as a result of: 

(Specify the full details of your claim and how it occurred -for example): 
• non-payment of wages 
• non-payment of annual leave 
• incorrect rates of pay  etc.

(Specify any monies incurred as a result of the underpayment- for example):
• bank charges (include proof)
• mortgage charges.

I am aware of the following guidance from the Royal College of Nursing (RCN) www.rcn.org.uk/get-help/rcn-advice/underpayment-of-wages. I understand that mistakes can happen but I hope we can resolve this as soon as possible without any further action.

Please could you respond to my claim and remedy this within a reasonable time. I wish to be paid the outstanding money owed to me within 5 working days of this letter (if you are in financial difficulty amend accordingly). 

Kind regards,

(Enter your name and contact number)
(Enter your address).

TBC Plc
21 Market Street
Bradford
BF12 9BT

2nd August 2021

Dear Mr Jones,

I am writing to you because I am concerned that I have not received my correct pay. As you know, I am employed by you as a Registered Nurse (RN) on a full time basis, but I work various shift patterns. I believe I have been underpaid by a total of £528 as a result of incorrect rates of pay. 

I have checked my June payslip and previous shift pattern. On May 1-4, 8-11, 15-18 and 25-28 2021, I was on night duty from 8pm-7am. I should have been paid £18.00 an hour. 

My June payslip shows that I have been paid £14.00 an hour for each of these date and not the normal nightly rate of £18.00 an hour. I have enclosed a copy of my payslip for your reference. 
As a result of the underpayment I have also incurred an overdraft bank charge of £20. I went over my overdraft limit on the 1st July (please see the enclosed proof). Taking the total underpayment to £548.

I am aware of the following guidance from the Royal College of Nursing (RCN) www.rcn.org.uk/get-help/rcn-advice/underpayment-of-wages. I understand that mistakes can happen but I am now in financial difficulty. I hope we can resolve this as soon as possible without any further action. 

I look forward to hearing from you.

A Brown 07412 564 5322
14 Grange Lane.