Payroll errors happen to the best of us. Whether you’re an employee who noticed a mistake in your paycheck or a payroll administrator trying to fix a system glitch that affected multiple workers, these situations require careful communication. The way you handle these conversations through email can make the difference between a smooth resolution and an escalated conflict.
Getting payroll wrong affects people’s livelihoods, and that makes these emails particularly sensitive. Your message needs to strike the right balance between professionalism and empathy, while also being clear about next steps and timelines. The good news is that with the right approach, these challenging conversations can actually strengthen trust and demonstrate your commitment to making things right.
These sample emails will show you exactly how to handle various payroll error scenarios with confidence and professionalism.
Email Samples on Payroll Error
Each email below addresses a different aspect of payroll error situations, from initial notifications to follow-up communications. You’ll find templates that work for both employees reporting issues and HR professionals responding to concerns.
1. Employee Reporting Underpayment
Subject: Payroll Discrepancy – [Employee ID/Name] – Pay Period Ending [Date]
Dear [Manager’s Name],
I hope this email finds you well. I’m writing to bring to your attention a discrepancy I noticed in my most recent paycheck dated [date].
After reviewing my pay stub against my timesheet records, I believe there may be an error in the calculation of my regular hours. According to my records, I worked 42 hours during the pay period ending [date], but my paycheck reflects only 38 hours. This represents a shortage of $[amount] based on my hourly rate of $[rate].
I’ve attached copies of my signed timesheets and the pay stub for your review. I understand that mistakes can happen, and I appreciate your time in looking into this matter. Could you please let me know the next steps for resolving this discrepancy?
I’m available to discuss this further at your convenience. Thank you for your attention to this matter.
Best regards,
[Your name and designation]
[Phone number]
[Email address]
2. HR Acknowledging Payroll Error
Subject: Re: Payroll Discrepancy – Immediate Action Being Taken
Hi [Employee Name],
Thank you for bringing this payroll discrepancy to our attention so promptly. You’re absolutely right, and I sincerely apologize for this error.
I’ve already begun investigating your case and can confirm that there was indeed a mistake in processing your timesheet data. The system failed to capture your overtime hours from [specific dates], which resulted in the underpayment you identified.
Here’s what happens next: I’m processing a supplemental payment today that will include the missing $[amount] plus any applicable taxes. You should see this correction in your bank account by [date]. Additionally, I’m adding a $25 inconvenience fee to compensate for any trouble this may have caused.
I’ve also flagged this issue with our payroll software vendor to prevent similar occurrences. Your attention to detail helped us catch a system bug that could have affected other employees.
Please don’t hesitate to reach out if you have any questions about this resolution or if you notice any other discrepancies.
Warm regards,
[Sender’s name and role]
Human Resources Department
[Company name]
[Direct phone line]
3. Mass Communication About System Error
Subject: Important: Payroll System Error – Immediate Correction in Progress
Dear Team,
I’m writing to inform you of a payroll processing error that affected approximately 30% of our employees in this week’s pay run. Due to a software malfunction during the overnight processing on [date], some paychecks were calculated using outdated tax withholding tables.
If you received less than expected in your paycheck dated [date], this issue likely affected you. The error primarily impacted employees in the following departments: Sales, Customer Service, and Marketing.
We’ve identified the root cause and are taking immediate action. Corrected payments will be processed as an emergency payroll run this afternoon, with funds available in your accounts by tomorrow morning. No action is required on your part.
For complete transparency, here’s our timeline: The error occurred at 2:47 AM during automated processing, was discovered at 8:15 AM by our payroll team, and correction began at 9:30 AM. We estimate all affected payments will be corrected within 24 hours.
We understand how concerning payroll errors can be, and we’re implementing additional system checks to prevent future occurrences. If you have any questions or concerns, please contact our payroll hotline at [phone number].
[Insert sender’s name and designation]
Chief Financial Officer
4. Employee Reporting Overpayment
Subject: Overpayment Notice – Pay Period [Date Range]
Dear Payroll Team,
I hope you’re having a good day. I’m reaching out because I believe there may have been an overpayment in my recent paycheck, and I wanted to report it promptly.
My paycheck dated [date] shows a gross pay of $[amount], but based on my calculations, it should have been $[amount]. The difference is $[amount]. I think this might be related to the overtime hours calculation, as it appears I was paid double-time instead of time-and-a-half for hours worked on [date].
I’ve always appreciated how our company handles these situations with integrity, so I wanted to follow that same standard. I have my timesheet records available if you need them for verification.
Could you please confirm the overpayment amount and let me know how you’d prefer to handle the repayment? I’m flexible with the timing and method that works best for the company.
Thanks for your time and professionalism in handling this matter.
Sincerely,
[Your name and title]
Employee ID: [number]
Department: [department name]
5. Payroll Team Requesting Information
Subject: Clarification Needed – Your Recent Payroll Inquiry
Hello [Employee Name],
Thank you for contacting us about the potential discrepancy in your [date] paycheck. We take all payroll concerns seriously and want to resolve this quickly.
To help us investigate thoroughly, could you please provide the following information:
Your employee ID number and the specific pay period dates in question. Also, if you have copies of your signed timesheets or punch card records, those would be extremely helpful. Finally, please let us know if you worked any holidays, overtime, or special shifts during that period.
We typically resolve payroll inquiries within 3-5 business days once we have all necessary documentation. In cases where an underpayment is confirmed, we process corrections within 24 hours.
You can send the requested information as email attachments or drop them off at the HR office during regular business hours (8 AM – 5 PM, Monday through Friday). If you prefer to discuss this over the phone, I’m available at [phone number] between 10 AM and 3 PM daily.
We appreciate your patience as we work through this together.
Best,
[Sender’s name and position]
Payroll Specialist
[Email address]
[Phone number]
6. Follow-up on Unresolved Issue
Subject: Follow-up: Payroll Discrepancy Still Pending Resolution
Dear [HR Manager’s Name],
I hope this message finds you well. I’m following up on the payroll discrepancy I reported on [date] regarding my paycheck from [pay period].
While I understand these matters take time to investigate, it’s been [number] days since my initial report, and I haven’t received an update on the status. The missing amount of $[amount] represents a significant portion of my expected pay, and the delay is creating some financial planning challenges for me.
In my original email, I provided my timesheets and identified the specific hours that appear to have been miscalculated. I’m wondering if there’s additional information you need from me to move this forward, or if there’s an expected timeline for resolution.
I’ve always had positive experiences with our HR team, so I’m confident we can work this out smoothly. Could you please provide an update on where things stand and what the next steps might be?
I’m available for a phone call if that would be more efficient than email exchanges.
Thank you for your attention to this matter.
Respectfully,
[Your name and job title]
[Contact information]
7. Explanation of Complex Payroll Error
Subject: Detailed Explanation – Recent Payroll Adjustment
Dear [Employee Name],
I wanted to personally explain the payroll adjustment that appeared in your recent paycheck, as I know the numbers might look confusing at first glance.
During our year-end payroll audit, we discovered that the automatic tax calculation system had been applying an incorrect state tax rate to your paychecks since [date]. Specifically, you were being taxed at [rate]% instead of the correct [rate]% based on your state of residence and filing status.
This error resulted in over-withholding of $[amount] across [number] pay periods. Rather than waiting for you to discover this during tax season, we’ve processed a corrective payment that appears as “Tax Adjustment – Refund” on your current pay stub.
The good news is that this correction actually increases your take-home pay going forward, and you’ve received a lump sum refund for the over-withholding. Your future paychecks will reflect the correct tax rate.
I’ve attached a detailed breakdown showing the calculations for each affected pay period. If you have questions about how this might impact your tax filing, I recommend consulting with a tax professional, though generally this type of correction simplifies rather than complicates your return.
Please let me know if you’d like to schedule a brief meeting to review these numbers in person.
[Insert sender’s name and role]
Senior Payroll Administrator
8. Apology for Delayed Payment
Subject: Sincere Apology – Delayed Payroll Correction
Dear [Employee Name],
I owe you a sincere apology. The payroll correction we promised to process within 24 hours has taken much longer than anticipated, and I know this delay has likely caused you inconvenience and stress.
Here’s what happened and where we stand now: The initial error was straightforward to identify, but when we tried to process your correction, we discovered that our payroll system requires supervisor approval for any supplemental payments over $[amount]. Your manager was traveling and unreachable for three days, which created the delay.
I should have communicated this complication to you immediately instead of leaving you wondering about the status. That was my mistake, and I take full responsibility.
The good news is that your correction has now been approved and processed. The payment of $[amount] will appear in your account tomorrow morning. Additionally, because of our delay, I’m including an additional $50 to help offset any fees or inconvenience you may have experienced.
I’ve also updated our procedures to prevent similar delays in the future by establishing backup approval processes for when supervisors are unavailable.
Thank you for your patience with us during this process.
[Sender’s name and designation]
Payroll Manager
9. Employee Questioning Deduction Error
Subject: Question About Unexpected Payroll Deduction
Hi [Payroll Contact],
Good morning! I hope you’re doing well. I have a quick question about my latest paycheck that I’m hoping you can help clarify.
Looking at my pay stub from [date], I noticed a deduction labeled “Insurance Premium Adjustment” for $[amount]. This is the first time I’ve seen this deduction, and I’m not sure what it refers to.
My health insurance elections haven’t changed recently, and I thought my premium was already being deducted correctly each pay period. Could this be related to the company’s recent insurance plan updates, or might there be an error in my account?
I’d appreciate any insight you can provide about what this deduction covers and whether it’s something that will continue in future paychecks. If there’s documentation I should review or forms I need to update, please let me know.
Thanks for taking the time to look into this. I know you handle a lot of these inquiries, and I appreciate your help.
Best wishes,
[Your name and department]
[Employee ID if applicable]
10. Correction for Overtime Miscalculation
Subject: Overtime Calculation Error – Immediate Correction Applied
Dear [Employee Name],
I’m reaching out regarding an error we discovered in the overtime calculations for several employees, including yourself, for the pay period ending [date].
Our payroll system incorrectly calculated your overtime rate during the week you worked [number] hours. Instead of applying the proper time-and-a-half rate of $[rate] for hours over 40, the system used your regular hourly rate for all hours worked. This resulted in an underpayment of $[amount].
We caught this error during our routine payroll audit and have already processed a correction. The additional $[amount] has been added to your next scheduled paycheck, along with appropriate tax adjustments.
This type of system error is rare, but we’re taking steps to prevent it from happening again. We’ve updated our overtime calculation protocols and added an additional verification step for any employee who works more than 45 hours in a single week.
The corrected amount will appear as a separate line item on your pay stub labeled “Overtime Adjustment – [Date].” If you have any questions about this correction or would like to review the calculations with me personally, please don’t hesitate to reach out.
We appreciate your hard work and apologize for any confusion this error may have caused.
Sincerely,
[Sender’s name and title]
Human Resources
[Direct contact information]
11. Holiday Pay Error Notification
Subject: Holiday Pay Correction – [Holiday Name] Payment
Hello [Employee Name],
I hope your week is going smoothly. I’m writing to address an issue with your holiday pay that we recently discovered and corrected.
For the [Holiday Name] holiday on [date], you should have received holiday pay equivalent to 8 hours at your regular rate since you were scheduled to work but the office was closed. Unfortunately, our payroll system failed to automatically apply this holiday pay to your timesheet.
We’ve now corrected this oversight. The missing holiday pay of $[amount] has been processed as a supplemental payment and should appear in your bank account by [date]. This payment includes the base holiday pay plus appropriate tax withholdings.
I want to assure you that this was an isolated incident related to how the new payroll system handles federal holidays that fall on weekends. We’ve since updated the system configuration to prevent similar issues with future holiday pay.
Going forward, if you ever notice that expected holiday pay is missing from your paycheck, please contact us immediately. Holiday pay should always appear as a separate line item on your pay stub when applicable.
If you have any questions about this correction or about our holiday pay policies in general, feel free to give me a call.
[Your name and position]
Payroll Coordinator
12. Benefits Deduction Error
Subject: Health Insurance Deduction Error – Refund Processed
Dear [Employee Name],
I’m contacting you about an error in your health insurance deductions that we recently identified and corrected.
When you updated your health insurance coverage during open enrollment to add your spouse, the system incorrectly applied both the individual and family premium rates to your paycheck. This resulted in an over-deduction of $[amount] per pay period for [number] pay periods, totaling $[total amount].
We discovered this error during a routine audit of benefit deductions and have immediately corrected it. You’ll receive a refund of the over-deducted amount ($[total]) in your next paycheck, and your future deductions will reflect the correct family coverage rate of $[amount] per pay period.
I’ve also verified that your insurance coverage was never affected by this billing error. Your family has had continuous, proper coverage throughout this period.
To prevent similar issues, we’re implementing a new verification process for all benefit changes that includes a secondary review of premium calculations before they’re applied to payroll.
Please review your next pay stub to confirm that both the refund appears correctly and that the ongoing deduction matches your expectations. If you have any questions about your coverage or the correction, I’m here to help.
Best regards,
[Insert sender’s name and role]
Benefits Administrator
13. Commission Calculation Error
Subject: Commission Payment Correction – Q[Quarter] Earnings
Hi [Employee Name],
I hope you’re having a great day. I need to discuss an error we found in your commission calculation for Q[Quarter] that requires immediate attention.
During our quarterly commission audit, we discovered that your sales total was incorrectly calculated due to a system error that failed to include three large accounts that closed in [month]. Your actual qualifying sales for the quarter were $[amount] rather than the $[amount] that was used for your commission payment.
This means you’re owed an additional $[amount] in commission earnings. We’re processing this correction immediately, and the additional payment will be included in your next regular paycheck on [date].
I want to explain exactly what happened so you understand how we prevent this in the future. The error occurred because these three accounts were entered into our CRM system with a different fiscal quarter end date, which caused them to be excluded from your Q[Quarter] sales report. We’ve now updated our reporting procedures to catch such discrepancies before commission calculations are finalized.
Your corrected commission statement is attached to this email for your records. This shows both the original calculation and the corrected figures.
Thanks for your patience with this process, and congratulations on exceeding your quarterly targets!
[Sender’s name and designation]
Sales Operations Manager
14. Expense Reimbursement Error
Subject: Travel Expense Reimbursement Correction
Dear [Employee Name],
Thank you for your patience regarding the travel expense reimbursement from your recent business trip to [location]. I’m writing to explain and correct an error in how your expenses were processed.
Your submitted expense report totaled $[amount], but you only received $[amount] in your last paycheck. The discrepancy occurred because your hotel receipt was accidentally categorized as a personal expense rather than a business expense, which excluded it from reimbursement.
I’ve reviewed your original expense report and supporting documentation, and the hotel charge of $[amount] is clearly a legitimate business expense. This amount, plus the applicable per-mile driving reimbursement that was also missed, brings your total correction to $[amount].
This corrected reimbursement will be processed with tomorrow’s payroll run and should appear in your account by [date]. The payment will show as “Expense Reimbursement – [Date]” on your pay stub.
I apologize for the confusion and any inconvenience this may have caused. We’re updating our expense processing procedures to include a double-check system that should prevent similar categorization errors.
If you have any questions about this correction or about our expense reimbursement policies, please let me know.
[Your name and role]
Accounting Department
15. Final Resolution Confirmation
Subject: Payroll Issue Resolved – Case Closed
Dear [Employee Name],
I wanted to send you a final update confirming that your payroll issue has been completely resolved.
To summarize what we accomplished: We identified the calculation error that caused your underpayment of $[amount], processed a correction payment that appeared in your account on [date], and implemented system changes to prevent similar errors from occurring.
Your payroll records have been updated to reflect the correct information, and all future paychecks should process normally. The correction also included proper tax adjustments, so there should be no impact on your year-end tax documents.
I want to thank you for bringing this issue to our attention promptly and for your patience throughout the resolution process. Your professionalism made it much easier for us to investigate and correct the problem quickly.
Moving forward, please don’t hesitate to contact our payroll team if you ever notice discrepancies or have questions about your pay. We’re always here to help, and we appreciate employees who stay engaged with their payroll details.
This case is now officially closed in our system. I hope we can count on the same great communication if any future issues arise.
Warmest regards,
[Sender’s name and designation]
Director of Human Resources
[Company contact information]
Conclusion
Payroll errors are inevitable in any organization, but how you communicate about them makes all the difference. These email templates show you that the key to success lies in being prompt, transparent, and solution-focused in your approach.
Whether you’re an employee reporting a discrepancy or an HR professional managing corrections, your emails should always balance professionalism with genuine concern for the people affected. Quick acknowledgment, clear explanations, and definitive timelines help maintain trust even when mistakes happen.
The most important lesson from these examples is that payroll errors become relationship-building opportunities when handled with care and transparency. Use these templates as starting points, but always personalize them to match your company culture and the specific situation at hand. Your commitment to making things right will be remembered long after the error itself is forgotten.