Communicating payroll details to your team should be one of the smoothest parts of your workflow.
Using a template takes the guesswork out of what to write, ensuring your communication is always clear, complete, and professional. Here are five essential payroll email templates you can use to streamline your process.
Subject: Reminder: Submit Your Timesheet for [Pay Period]
Hi [Employee Name],
This is a friendly reminder to submit your timesheet for the upcoming pay period, [Pay Period Dates]. To ensure you are paid on time, please submit all your hours by [Date and Time].
Please log in to [Payroll System Name or Link] to complete and submit your timesheet. If you have already submitted your hours, you can disregard this email.
Submitting your timesheet after the deadline may result in a delay in your payment, so please take a moment to get it done now.
If you have any questions or run into any issues, please let us know.
Thanks,
[Your Name]
[Your Position]
[Company Name]
Subject: Update Regarding Your Compensation
Hi [Employee Name],
This email is to formally confirm an update to your salary. Effective [Effective Date], your new annual salary will be [New Salary Amount].
This adjustment is a result of your [e.g., recent promotion, performance review] and reflects your valuable contributions to the team. You will see this change reflected in your paycheck for the pay period beginning [Pay Period Start Date].
We are excited about your continued growth at the company. If you have any questions regarding this update, please don’t hesitate to reach out.
Best,
[Your Name]
[Your Position]
[Company Name]
Subject: Important: Your [Tax Year] Tax Documents Are Now Available
Hi [Employee Name],
Your [Tax Form, e.g., W-2] for the [Tax Year] tax season is now available for you to view and download. You can access it through our payroll portal at [Link to Payroll System].
Please take a moment to review your form and ensure all personal information, including your name, address, and Social Security number, is correct. If you find any discrepancies, please contact us immediately at [HR/Payroll Contact Email or Phone Number] so we can make the necessary corrections.
This document is essential for filing your annual income tax returns. We recommend storing a copy for your records.
If you have any questions about accessing your form, please let us know.
Best,
[Your Name]
[Your Position]
[Company Name]
Subject: Your Paystub for [Pay Period] Is Available
Hi [Employee Name],
Your paystub for the [Pay Period Dates] pay period is now available. Your payment was deposited on [Pay Date] and should be reflected in your account.
You can view and download your detailed paystub by logging into our payroll system here: [Link to Payroll System].
Your paystub includes a full breakdown of your gross earnings, all tax withholdings and deductions, and your final net pay. We encourage you to review it for your records.
If you have any questions about your paystub, please don’t hesitate to reach out to us at [HR/Payroll Contact Information].
Best,
[Your Name]
[Your Position]
[Company Name]
Subject: Action Required: Set Up Your Direct Deposit
Hi [Employee Name],
To get you paid faster and more securely, we use direct deposit for all payments. This email will guide you through the simple setup process to ensure your pay goes directly into your bank account.
Please log in to our payroll system here: [Link to Payroll System or Form] to enter your banking information. To complete the setup, you will need your bank’s routing number and your account number, which can be found on a check or through your online banking portal.
To ensure your next paycheck is deposited directly, please complete this step by [Deadline]. If we do not receive your information by then, your payment will be issued as a paper check and mailed to you.
If you have any questions, please feel free to reach out to us at [HR/Payroll Contact Information].
Best,
[Your Name]
[Your Position]
[Company Name]
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Clear payroll communication builds trust and keeps your operations running smoothly. Using a consistent template ensures your team always gets the information they need without confusion.
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