[Sample] Letter for Unpaid Overtime Pay

In this article, I’ll guide you through the process of writing a well-structured letter for unpaid overtime, based on my extensive experience. I’ll provide a template and share personal tips that have proven effective in these scenarios.

Key Takeaways

  • Understanding Your Rights: Know your legal entitlements regarding overtime pay.
  • Effective Communication: Use clear and professional language in your letter.
  • Evidence Gathering: Collect all relevant work hours and pay records.
  • Template Usage: Adapt the provided template to fit your specific situation.
  • Follow-up Plan: Be prepared to follow up if necessary.

Understanding Your Rights

Before drafting your letter, it’s important to understand your legal rights regarding overtime pay. In many countries, laws clearly define overtime pay rates and conditions under which they apply.

Familiarize yourself with these regulations to ensure your letter is grounded in legal standards.

What to Include in Your Letter

  1. Personal Information: Start with your name, position, department, and contact details.
  2. Employment Details: Clearly state your employment start date and role.
  3. Hours Worked: Detail the dates and hours of the unpaid overtime.
  4. Calculations: Provide a calculation of the unpaid amount, based on your understanding of the overtime pay rate.
  5. Reference to Company Policy/Law: Mention any relevant company policies or legal statutes.
  6. Request for Action: Clearly state your request for the unpaid overtime to be paid.
  7. Documentation: Attach or reference any supporting documents.

The Importance of Clear Communication

Your letter should be clear, concise, and professional. Avoid emotional language and focus on presenting the facts and your request logically.

Structuring Your Letter

  1. Introduction: Briefly state the purpose of your letter.
  2. Body: Present the details of your unpaid overtime and any relevant calculations.
  3. Conclusion: Summarize your request and express your willingness to discuss the matter further.

Collecting Evidence

Support your letter with evidence. This might include timesheets, work schedules, and any relevant correspondence that backs up your claim.

Evidence Checklist

  • Timesheets or work logs
  • Emails or messages regarding working extra hours
  • Pay slips showing regular hours

Using the Template

Adapt the provided template to your situation. Replace placeholders with your specific details.

Letter for Unpaid Overtime Pay Template

[Your Name]
[Your Position]
[Your Department]

Dear [Supervisor/HR Representative’s Name],

I am writing to bring to your attention an issue regarding unpaid overtime. As per my records, I have not received compensation for overtime hours worked between [Start Date] and [End Date].

During this period, I worked a total of [Total Overtime Hours] overtime hours. Based on our company’s overtime policy and applicable labor laws, I believe that I am entitled to [Calculated Overtime Pay] in unpaid overtime compensation.

I have attached/enclosed relevant documentation supporting my claim. I trust that this matter will be looked into promptly, and I am open to discussing this further if needed.

Thank you for your attention to this matter.


[Your Name]


Be prepared to follow up if you don’t receive a response within a reasonable timeframe. A follow-up email or meeting request can be useful.

Follow-up Plan

  1. Timeline: Decide on a reasonable time to wait for a response.
  2. Reminder: Send a polite reminder if there’s no response.
  3. Meeting Request: Consider requesting a face-to-face meeting.


Writing a letter for unpaid overtime pay is an important step in asserting your rights as an employee. By following these guidelines, you can communicate your concerns effectively and professionally.

Tips for Writing Your Letter

  • Stay Professional: Keep the tone respectful and professional.
  • Be Specific: Provide specific dates and hours of your overtime work.
  • Know Your Rights: Understand the legalities of overtime pay in your region.
  • Keep Records: Maintain copies of all correspondence and documents.

Frequently Asked Questions (FAQs)

Q: How do I address the issue of unpaid overtime in my letter to HR?

Answer: In my letter to HR, I clearly outlined the specific instances of unpaid overtime, referencing my timesheets and company policy. I emphasized my commitment to the company while asserting my right to fair compensation, which fostered a constructive dialogue.

Q: What tone should I adopt when writing about my unpaid overtime?

Answer: When I wrote about my unpaid overtime, I maintained a professional and respectful tone. This approach helped me articulate my concerns without alienating the HR team, which was crucial in facilitating a positive outcome.

Q: How detailed should I be in my letter regarding the unpaid overtime?

Answer: In my letter, I was meticulously detailed about the unpaid overtime, providing exact dates and hours worked. This level of specificity made my case stronger and enabled HR to quickly verify and address my claims.

Q: Can I mention the emotional impact of unpaid overtime in my letter?

Answer: I chose to mention the emotional toll of unpaid overtime in my letter, sharing how it affected my morale and work-life balance. This personal touch added a human element to my case, prompting a more empathetic response from HR.

Q: Should I include a request for a meeting in my letter about unpaid overtime?

Answer: In my letter, I included a polite request for a meeting to discuss the issue further. This showed my willingness to engage in a dialogue and demonstrated my proactive approach to finding a resolution.

Q: How can I ensure my letter about unpaid overtime is taken seriously?

Answer: I ensured my letter was taken seriously by backing up my claims with evidence and adhering to a formal structure. By treating the matter with the seriousness it deserved, I communicated the urgency and importance of my concerns