Document text
BY E-MAIL AND REGISTERED POST A.D. / SPEED POST
Date: [DD/MM/YYYY]
From:
[YOUR FULL NAME]
Former [DESIGNATION], Employee ID [EMPLOYEE ID]
[ADDRESS]
[MOBILE] · [E-MAIL]
To:
[NAME OF EMPLOYER / COMPANY]
Attn: [HR HEAD / DIRECTOR / PROPRIETOR — NAME]
[REGISTERED OR BRANCH ADDRESS]
[HR E-MAIL]
Subject: Demand for full and final settlement — wages and dues not paid within two working days of my [RESIGNATION / REMOVAL / DISMISSAL / RETRENCHMENT / UNEMPLOYMENT DUE TO CLOSURE]
Dear Sir/Madam,
1. I was employed with you as [DESIGNATION] at [LOCATION] from [DATE OF JOINING] under [APPOINTMENT LETTER / CONTRACT] dated [DD/MM/YYYY].
2. My employment ended on [LAST WORKING DAY / DATE OF SEPARATION] on account of [my resignation dated DD/MM/YYYY, accepted on DD/MM/YYYY / removal / dismissal / retrenchment / closure of the establishment]. [IF RESIGNATION: I served the notice period of [NUMBER] days as required by my appointment letter / my notice period was waived by e-mail dated DD/MM/YYYY.]
3. Under Section 17(2) of the Code on Wages, 2019, in force from 21 November 2025, the wages payable to an employee who has resigned, or has been removed, dismissed or retrenched, or has become unemployed due to closure of the establishment, must be paid within two working days of that event. That period expired on [DD/MM/YYYY]. As on the date of this letter, the following amounts remain unpaid:
# Item Period / basis Amount (₹)
1 Salary for days worked [FROM — TO] [AMOUNT]
2 Leave encashment for [NUMBER] days of unavailed earned leave [AS PER LEAVE POLICY / APPOINTMENT LETTER] [AMOUNT]
3 Bonus / incentive / variable pay [ACCOUNTING YEAR / POLICY] [AMOUNT]
4 Reimbursements due [CLAIMS SUBMITTED ON DD/MM/YYYY] [AMOUNT]
5 Notice pay / retrenchment compensation (if applicable) [BASIS] [AMOUNT]
6 Gratuity (if eligible — see paragraph 4) [YEARS OF SERVICE] × 15 days' wages [AMOUNT]
Total [TOTAL AMOUNT]
[IF THE EMPLOYER HAS PROPOSED DEDUCTIONS: I do not accept the deduction of ₹[AMOUNT] towards [REASON], as no such deduction is authorised under the Code on Wages, 2019 (Section 18) or my terms of employment. Please provide a written break-up of every deduction.]
4. Gratuity. [I have rendered [NUMBER] years of continuous service. / I was engaged on fixed term employment that ended on DD/MM/YYYY.] Under Section 53 of the Code on Social Security, 2020, gratuity is payable to me, and under Section 56(3) it must be paid within thirty days from the date it becomes payable, failing which simple interest is payable under Section 56(4). [DELETE THIS PARAGRAPH IF NOT ELIGIBLE.]
5. I also request that you:
a) issue my relieving letter and experience / service certificate;
b) issue the full and final settlement statement with a break-up of each amount and deduction;
c) complete the exit formalities for my provident fund and ESI accounts [UAN: [UAN NUMBER]] and issue Form 16 for the current financial year;
d) return the original documents held by you: [CERTIFICATES / OTHER DOCUMENTS — IF ANY].
6. You are requested to pay the total amount of ₹[TOTAL AMOUNT] (Rupees [AMOUNT IN WORDS] only) and to issue the documents listed above within 7 (seven) days of receipt of this letter, by transfer to my account:
Account holder: [NAME] · Account No.: [ACCOUNT NUMBER] · IFSC: [IFSC] · Bank: [BANK AND BRANCH]
7. If the dues are not paid within that time, I shall be constrained, without further notice, to file a claim under Section 45 of the Code on Wages, 2019 before the authority appointed to hear and determine claims, which may also order compensation of up to ten times the claim determined, and to approach the Inspector-cum-Facilitator and the competent authority under the Code on Social Security, 2020 for the gratuity, entirely at your risk as to costs and consequences.
8. All my rights and remedies are reserved. Nothing in this letter is a waiver of any amount due to me.
Yours faithfully,
______________________________
[YOUR FULL NAME]
Enclosures (copies):
1. Appointment letter dated [DD/MM/YYYY]
2. Resignation letter / termination letter dated [DD/MM/YYYY] and acceptance e-mail
3. Last salary slip ([MONTH YEAR]) and leave balance statement
4. [NO-DUES / HANDOVER CONFIRMATION, IF ANY]
NOTES BEFORE SENDING — delete this part
Two working days run from your resignation, removal, dismissal or retrenchment (Section 17(2)). The State Government may set a different time limit (Section 17(3)), so check if your State has notified one.
"Wages" in the Code are mainly basic pay, dearness allowance and retaining allowance (Section 2(y)); bonus, gratuity and retrenchment compensation are covered by their own rules. List everything owed anyway — the settlement statement should account for all of it.
Gratuity: payable after 5 years of continuous service, except on death, disablement or expiry of fixed term employment (then pro rata) — Section 53 of the Code on Social Security, 2020. Payment within 30 days of becoming payable (Section 56(3)).
Claim limit: a claim under Section 45 may be filed within three years from the date the claim arises; later only with sufficient cause for the delay (Section 45(6)). You, your registered trade union or the Inspector-cum-Facilitator can file it (Section 45(4)).
Send by e-mail to HR and by registered post or speed post; keep the tracking report.
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