HR Payroll Error Apology Letters to Employee

Writing an apology letter is considered a very crucial matter. Sometimes the apology letters give the impression that the employer is trying to avoid his responsibilities and trying to make the situation worse. It is therefore needed to be careful while writing an apology letter.

An apology letter should not refer to any sensitive personal matter as it may be read by people other than the employees. Sometimes these letters also become evidence against the company.

Many companies do mistakes while preparing payroll. An error in payroll causes a lot of problems for an employee. Due to this, the management of the company is often asked for an apology with a sorry note and ensure that the problem will be rectified as soon as possible.

Most companies use software that operates payroll without any error. However, this software is also subjected to errors when some changes are brought to the payroll. The error in payroll may pay less to the employee by adding some unnecessary leaves.

What is the purpose of writing the apology letter?

The purpose of writing the apology letter is to inform the employees about the error so that they can happily continue their work. The sample below is helpful for you to draft an apology letter for yourself. You may find this letter to be not in accordance with your situation. It also provides you the opportunity to edit it.

Sample letter:


Company name

Dear [Recipient Name]


This letter is being written in reference to the last payment made by our company. The invoice number that was issued last month was [X]. I lately came to know that we have made a serious mistake in paying our employees. The cheque that was paid to you on [DATE] date had the wrong payment-related information.

Please accept our serious apology for making you suffer from the inconvenience caused due to an error in payroll. We assure you that we will solve this problem as soon as possible and also ensure that this will not happen again.

Yours Sincerely


Preview and Details of Template

HR Payroll Error Apology Letter to Employee

File: Word (.docx) 2007+ and iPad 
Size 36 Kb


I am David Steward and writing this letter to ask for an apology due to an error in the payroll slip. We credit salaries to employees’ accounts on time but due to a technical error, you could not receive your last month’s salary. I seek pardon for the problem you faced due to this error. I have a copy of this email to the finance department and they will get the issue resolved within two working days. You will get an additional 10% extra salary as compensation from our side. You are requested to please visit the accounts office tomorrow to meet some official proceedings. I will be thankful to you for your cooperation.


This letter serves as an apology for the remonstrance you sent to our HR portal regarding an error in salary. I am sorry that you have to face this issue that disturbed you a lot. I ordered the concerned department to review the issue and they found that this happened on our side. I seek forgiveness for causing you disruption and assure you that the issue will be sorted down before [mention date].

I am thankful to you for showing beautiful patience during this time. Kindly let me know of any queries you have in this regard.


Dear employees, please note that due to the impairment of the system, there has been observed a fault in your pay slips. You will get your salaries delayed due to system maintenance. I feel sorry for you all for being a source of disruption to you. My team is trying its best to weed out the issue and you will be contacted soon.

I am thankful to you for your incessant support. I apologize once again for the aggravation you faced. The organization appreciates your continuous efforts in establishing the company. I am hopeful that this issue will not happen next time.


This letter serves as an apology for delaying your payment due to a technical error. You have to go through a lot for this nuisance. You do not need to worry as we are striving hard to resolve the issue on a priority basis. The accounts team is actively working on it as it will take three days to find a possible solution for it. I submit my sincere apologies again and please let me know your concerns you have in this regard. I appreciate the resilience and patience you exuberated during all this. Thank you for standing with us during tough times.


Dear employee, this is an apology message for the inconvenience you faced this month due to an error in salary. This has happened for the first time and I feel demeaned that we dissatisfied you. You all are very upset about this situation and I regard your concerns. I want to clear this thing up that all this has not been done intentionally but I still admit my mistake.

I assure you that the corrected salaries will be transferred to your account before [mention date]. You have always provided us with your full support and have participated actively in the company’s growth. You do not need to panic in this scenario as we are working hard to get this issue resolved.