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Unpaid Overtime Demand Letter to an Employer

Structured brief Has example

Request payment of unpaid overtime from an employer with a dated hours table, the pay slips and a clear date for a written reply.

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[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it.

Write a letter to my employer asking for payment of overtime hours that I worked and was not paid for. What I will tell you: employer [EMPLOYER_NAME], my role and rate [ROLE_AND_RATE], the pay periods affected [PAY_PERIODS], overtime hours worked and my records [OVERTIME_HOURS], what the pay slips show [PAYSLIP_DETAILS], who approved or knew about the extra hours [APPROVAL_DETAILS], what I ask [DESIRED_REMEDY].

The draft must include a short table of dates, hours worked, hours paid and the difference, calculate the amount owed with the arithmetic, quote any contract wording on overtime and ask for payment or a written calculation by a date.

Gather before drafting: My own log of hours, schedules, messages that show the work was requested, pay slips, the contract or handbook section on overtime and any timekeeping records. Remedies that are usually on the table: Payment of the amount, a corrected pay slip, a written explanation of the overtime policy and a named payroll contact. Expect a response like: Employers may say overtime needed prior approval; reply by pointing to the messages that requested the work and asking for the written policy, and check local wage rules with a labour agency [VERIFY].

Produce the letter for the unpaid overtime demand letter to an employer three ways: firm, neutral, and final notice, each 180 to 280 words with the facts held constant. Provide the letter itself plus a short cover note, around 50 words, then the steps to take for silence or refusal (ask payroll, then HR, then a senior manager, then a labour agency or advice service), plus a list of exhibits (hours log, schedules, messages, pay slips, contract clause). Email it as a PDF and paste the text into the message, and archive the sent message with its full headers and do not delete any reply.

Write as the person affected and nobody else, and do not present me as a lawyer or adviser. Keep it firm, factual and polite, without exaggeration, put the date from [DEADLINE] on any request, and say where an outcome is uncertain. Name no legal rule you cannot source from my input; use [JURISDICTION] and [RELEVANT_LAW_OR_POLICY_IF_KNOWN] only as I give them, and tell me to verify the exact law with a professional. This is drafting help, not legal advice.

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Dear Ms Grant,
Between 4 and 29 March I worked 14 hours beyond my contracted 37.5 hours a week, as shown in my log and in your emails of 6 and 13 March asking me to finish the stock count. My March payslip shows no overtime. At my overtime rate of 21.60 an hour, 14 hours comes to 302.40. Please pay this amount with the next payroll or send me a written calculation by 12 April and the overtime policy that applies. I would be happy to go through my log with payroll.
Yours sincerely, Tom Reyes

• wages