Request for Overtime Pay Letter (Sample, Example & How to Write?)May 15, 2023

As an employee, you work hard to fulfil your job responsibilities and meet your employer’s expectations. However, there may be times when you work additional hours beyond your regular schedule to complete a project or meet a deadline. In such cases, you may be entitled to receive overtime pay, which compensates you for the extra time and effort you put in. If you believe you are eligible for overtime pay and want to request it from your employer, you can write a letter to them.

In this blog post, we will provide you with a sample letter, explain how to write an overtime pay letter, and offer some tips for making your request.

What is Overtime Pay Letter?

An overtime pay letter is a formal written request by an employee to their employer to receive additional compensation for the extra time they have worked beyond their regular work hours. In most cases, overtime pay is calculated as one and a half times the employee’s regular hourly wage.

The letter typically outlines the specific dates and hours worked, explains why the additional time was necessary, and cites the relevant company policies or employment laws that support the employee’s request for overtime pay. The overtime pay letter is an important tool for employees to ensure they receive fair compensation for the extra time and effort they put into their job duties.

Sample of Overtime Pay Letter

Sample 1:

[Your Name] [Your Address] [City, State ZIP Code] [Your Phone Number] [Your Email] [Date] [Employer Name] [Employer Address] [City, State ZIP Code] Dear [Employer Name], I am writing to request overtime pay for the extra hours I worked on [Date(s)] to [Date(s)]. As you know, I was assigned to work on [Project/Task Name] during that time, which required me to work beyond my regular schedule. I worked additional hours for [Number of Hours] during that period, which makes me eligible for overtime pay. I understand that the company policy states that overtime pay is only available for non-exempt employees who work more than 40 hours in a workweek. As an exempt employee, I cannot receive overtime pay under normal circumstances. However, I would like to bring to your attention the Fair Labor Standards Act (FLSA), which stipulates that exempt employees may be entitled to overtime pay if they work more than 40 hours in a workweek and perform non-exempt duties. In my case, I believe that the work I performed during the period above qualifies as non-exempt duties as it required me to perform manual labor, which is not a part of my regular job duties. Therefore, I request that you consider my request for overtime pay for the hours I worked from [Date(s)] to [Date(s)]. I have attached a detailed record of the hours I worked during that period. Thank you for your attention to this matter. If you have any questions or need further information, please do not hesitate to contact me. Sincerely, [Your Name]

Sample 2:

[Date] [Employer Name] [Company Name] [Company Address] [City, State ZIP Code] Dear [Employer Name], I am writing to request overtime pay for the additional hours I worked beyond my regular hours. As you may be aware, I worked [insert number of hours] of overtime from [insert start date] to [insert end date]. I understand that overtime pay is only granted when authorized by the company. I want to assure you that my overtime was necessary to meet a deadline for an important project. I have attached a copy of my timesheet for your reference. The additional pay I am requesting is [insert amount] for the [insert number of hours] of overtime worked. I will work with the company to pay in instalments if necessary. I thank the company for understanding this matter and assure you that I remain fully committed to my job and [Company Name]. I am confident we can work together to find a fair and reasonable solution for the company and myself. Thank you for your time and consideration. Sincerely, [Your Name] [Your Title, if applicable] [Department, if applicable] [Employee ID, if applicable]

How to Write a Request for Overtime Pay Letter?

When writing a request for overtime pay letter, you should keep a few things in mind to ensure your letter is clear, concise, and effective. Here are some tips for writing your letter:

Use a Professional Tone

Your letter should be written professionally, as it is an official communication with your employer. Use proper salutations and sign-offs, and avoid using slang or casual language.

State Your Reason for Requesting Overtime Pay

Clearly state why you are requesting overtime pay. Explain the circumstances that led you to work beyond your regular schedule and how many hours you worked.

Reference Relevant Policies or Laws

If your employer has specific policies related to overtime pay, make sure you reference them in your letter. You may also want to mention any applicable laws or regulations supporting your request.

Provide Supporting Evidence

Support your claim by providing supporting evidence, such as timesheets or work logs. This will help your employer evaluate your request and determine whether you are eligible for overtime pay.

End with a Polite Request

End your letter with a polite request for your employer to consider your request for overtime pay. Make it clear that you are willing to provide additional information or answer any questions they may have.

Tips for Making a Request for Overtime Pay

In addition to the tips for writing a letter, here are some additional tips to help you make a successful request for overtime pay:

Understand your employer’s policies and regulations regarding overtime pay

Before requesting overtime pay, familiarize yourself with your employer’s policies and regulations. If you are unsure whether you are eligible for overtime pay, review your employment contract or employee handbook, or speak with your HR representative.

Keep a record of your work hours

It’s important to keep track of your work hours, especially if you anticipate working additional hours that may qualify for overtime pay. Use a timesheet or work log to keep track of your hours and the tasks you performed during that time.

Communicate with your employer

If you believe you are eligible for overtime pay, communicate with your employer. Ask about their policies and regulations, and provide evidence of your work hours and tasks.

Be persistent but polite

If your employer denies your request for overtime pay, be persistent but polite. Ask for an explanation of their decision and provide additional evidence if necessary. However, avoid becoming confrontational or aggressive, which may damage your professional relationship with your employer.

Seek legal advice if necessary

If your employer continues to deny your request for overtime pay and you believe you are entitled to it, seek legal advice. You may be able to file a complaint with the Department of Labor or consult with a labour law attorney to explore your legal options.

Conclusion

As an employee, you have the right to receive fair compensation for your work, including overtime pay for additional hours worked beyond your regular schedule. When requesting overtime pay, it’s important to be clear and concise and provide supporting evidence to support your claim.

Understanding your employer’s policies and regulations, keeping a record of your work hours, communicating effectively, being persistent but polite, and seeking legal advice if necessary can help you make a successful request for overtime pay.

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