Dear HR Manager,
I hope this letter finds you well. I am writing to bring to your attention a deduction from my salary for the month of [month]. I would like to explain the circumstances and request your assistance in resolving this issue.
On [date], I received a text message from my bank confirming that my salary had been deposited into my account. When I checked the payment a day or so later, I was surprised to find that [$X] had been deducted from my monthly salary. After speaking with the accounts officer, Mr. [Name], I was told that you had instructed him to deduct this amount because I had taken leave without prior notification.
However, I had already explained the circumstances behind my absence to the relevant department. When I submitted my application and apology, I was assured that they had been accepted by the office concerned. I understand the importance of punctuality and regular attendance, especially during important commitments such as client meetings, and I sincerely apologize for any inconvenience my absence caused the team or the organization.
My absence during the period in question occurred because I became seriously ill with heatstroke after visiting the beach over the weekend. I also experienced an upset stomach and nausea for two days. This was an unexpected situation. I live alone in a private apartment, so there was no one to look after me.
After my condition improved slightly, I immediately sent a voice message via WhatsApp to the Assistant Manager of the Employee Affairs Department. The assistant manager acknowledged the message and asked me to submit evidence of my illness along with a leave application. I was unable to do so at that time because I was still unwell.
I understand that the salary deduction was made in accordance with the company’s rules and regulations, as outlined in the employee handbook. Nonetheless, I respectfully request that you consider making an exception in light of the unexpected circumstances surrounding my absence.
I am committed to my work and have consistently maintained a high standard of responsibility and professionalism. I acknowledge that my leave from [date] to [date] was not formally authorized in advance. However, this incident does not reflect my usual conduct or work ethic.
I would welcome the opportunity to discuss this matter and clarify any details in my application. I am willing to provide my medical reports or any additional hospital documentation to support my request. I am also available to answer any questions you may have.
I value my role in the organization and appreciate the opportunities for professional development it provides. I remain fully committed to my responsibilities and will continue to do my best to contribute to the success of the team and the organization.
Thank you for your understanding and consideration. I respectfully request that you review my case and consider reimbursing the amount deducted from my salary. I look forward to your response.
Warm regards,
[Name]
[Designation]
[Company’s Name]
