Every employee working in a firm or for an individual receives a monthly paycheck. This payment is his salary, and it is his fundamental right to get this salary on the promised date. It is the responsibility of every company to pay the wages of all employees working for it on a specific date each month. In some sporadic cases, the company fails to pay its employees and instead holds their salaries for an undefined period.
What is the salary on hold email?
This is a piece of information that a company shares with its workers to inform them that they will not receive their salary on a specified date this time, as the company has decided not to release the salaries.
When to write the payroll holding email?
There are many circumstances when an organisation has to make a tough decision, such as holding the salaries of its workers. This occurs when the company is operating at a loss and fears it might need to make payments to prevent a complete collapse. Some companies also fail to pay their workers, fearing that they might face further losses if they run out of money.
Regardless of the situation, the company must inform its workers about this difficult decision, as an uninformed blockage of salary can exacerbate the problem.
How to write this email?
Knowing how to write an email to announce the holding of payroll is crucial because your correct choice of words and tone can prevent the situation from getting any worse. Since the purpose of this email is to encourage each employee to show patience, it requires accurate information to be placed in the proper locations. Follow the tips given below:
- Recognize employees for the work they have done for the company and let them feel that their efforts are being seen and appreciated.
- Inform them that their salary will be released, but a bit later than usual.
- Let them know why the company has taken this decision, and also inform them that the company itself is not happy with this decision. Therefore, we would like to apologize to everyone who has not received their due payroll.
- Please be assured that the salary will be released as soon as possible, and there is no need to worry.
The sample email is given below
Sample emails:
#1
This is to bring to your attention that the company is facing unexpected payment delays from our client. As a result, our cash flow has been temporarily affected. We regret to inform you that salary payments for April 2025 will be delayed until further notice.
We deeply regret the inconvenience. Please know that we are actively working to resolve the situation as soon as possible. We will keep you updated.
Your cooperation and patience will be highly appreciated.
#2
We are writing to inform you that your salary for May is currently on hold due to unapproved absences. You have been on unauthorized leave for the past five days, in violation of our leave policy.
During this time, you haven’t replied to our emails or returned our calls. This behavior is both unprofessional and careless. You must report to HR by June 3rd and provide a written explanation for your unprofessional behavior. Your salary will only be released if you comply with the terms. Failure to respond to this letter will result in further disciplinary action.
We expect your full cooperation in resolving the matter promptly.
#3
Re: Salary on hold for [X]
Respected staff,
I hope that this email finds you well.
First, I would like to express my gratitude to all of you for your commitment to ABC enterprises. I am pleased to say that the team at this company is powerful and works to its full potential. I am amazed by the performance of the past few months in the company. Some of you have done a tremendous job. The team is also reflecting on the outcomes. Some team members have not taken a single leave in the last few months. I am also fortunate to have such dedicated workers in the company who consistently demonstrate punctuality and regularity, and remain committed to their work.
Secondly, it is being announced that the company is compelled to hold the salaries of its employees for a few days due to some unprecedented circumstances. I understand the inconvenience it might cause to all of you. However, I apologize for the inconvenience. This decision has been made due to a sudden decline in the stock exchange market value.
I am feeling too sorry to inform you about this; however, I assure you that the company has no plans to hold salaries for an extended period and intends to release the salaries of every person as soon as possible. I am again apologizing to all of you for the problems this decision has caused you.
I want to express my gratitude to all of you for your patience during this testing period. Please be sure that the issue will be resolved very soon.
I appreciate your cooperation.
Regards,
Name of the sender.
Designation of the sender in the company.
File: Word (.docx) and iPad
Size 21 KB
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