Letter templates for employees

Six short letters that put a workplace concern in writing, which is the first step in almost every complaint. Fill in the parts in [square brackets], keep a copy, and note the date you sent it.

Tips for every letter: keep it polite and factual; send it by email or get a signed, dated copy back if you hand it in; keep copies of everything.

[Date]

Dear [Manager's name],

I started work with [Company name] on [start date] as a [job title]. I have not yet received my terms of employment in writing.

Please could you give me a written contract or letter of appointment setting out my pay, hours of work, overtime, vacation and sick leave, probation and notice period.

Thank you. I look forward to receiving it by [date, about two weeks from now].

Yours sincerely,
[Your name]
[Phone or email]

[Date]

Dear [Manager's name],

My pay for [pay period] was TT$[amount received]. Based on my [salary / hourly rate of TT$__ and __ hours worked, including __ overtime hours], I believe I should have received TT$[amount expected].

Please could you check this and pay the difference of TT$[difference], or explain how my pay was calculated, by [date].

I have attached a copy of my payslip [and my record of hours].

Yours sincerely,
[Your name]

[Date]

Dear [HR or manager's name],

Formal grievance

I am raising a formal grievance under the company's grievance procedure about [short description of the problem].

What happened: [dates, what was said or done, and by whom].

I have tried to resolve this informally by [what you did and when], without success.

To resolve this, I am asking for [what you want to happen].

Please let me know when the grievance meeting will take place. I would like [name of co-worker or union representative] to accompany me.

Yours sincerely,
[Your name]

[Date]

Dear [Manager's name],

Please accept this letter as notice of my resignation from my position as [job title]. In line with my contract, I am giving [notice period] notice, so my last working day will be [date].

Please confirm my final pay, including wages to my last day and payment for my [number] days of unused vacation, and when I will receive my TD4.

Thank you for the opportunity to work with [Company name].

Yours sincerely,
[Your name]

[Date]

Dear [Manager's name],

On [date], I was told by [name] that my employment was ending. I have not received the decision or the reasons in writing.

Please confirm in writing:
1. the date my employment ends;
2. the reasons for the decision; and
3. a breakdown of my final pay, including wages, unused vacation and any notice pay [and severance].

I would be grateful for your reply by [date, about one week from now].

Yours sincerely,
[Your name]

[Date]

Dear [HR or payroll contact],

My payslips show NIS deductions of TT$[amount] each [week / month]. Please confirm that these contributions, and the employer's share, have been paid to the National Insurance Board for [period], and give me a copy of the remittance records for my contributions.

Please also let me have a copy of the personal information the company holds about me in my personnel file.

Yours sincerely,
[Your name]
[NIS number]

You can also check your NIS record directly with the NIBTT using its online contribution statement request. If contributions are missing, submit an NI 99 complaint form to the NIBTT with copies of your payslips.