Salary Structure Changes: Should We Send Individual Letters or Is a Mass Email Enough?

Our company, starting from this financial year, wants to restructure the salary heads of the employees. They have just sent a mass email to all employees. Is it necessary to issue separate letters to each employee clearly stating the revised structure, or would this mass email be sufficient?

Hi,

Salary is always a crucial and important issue for an organization. Although mass mailing is done for information, ideally, you should give a separate letter to all the employees and take their signature as an acknowledgment or consent for the same.

Ruchi

Yes, that is very correct. Either you need to send an individual email to each employee with the new salary breakdown, or provide them with a hard copy of it. One copy should be signed and kept for the record with the HR department.

Dear,

I agree with the above-given suggestion because you can't disclose salary revisions to another person. There are some aspects that should be kept within the department. Therefore, issue separate letters to the employees and ensure to take acknowledgment of the same.

Regards,
Vipin8-)

Hi,

The nature of the information should be taken into consideration so that an IOC with the required details can be circulated.

Dear Kalpana Rawat,

Mass mail is just for employees' information. You must have something for your records with the details of the employee's consent (including signature and date). This will keep you always in a safe position.

Regards, Kalpana Rawat.

Mass mailing salary information will not be correct as salary is supposed to be kept confidential.

It is always essential to keep a signed hard copy of the salary revision letters with HR. Separate emails could be sent to employees also along with the hard copy.

Mass mailing is fine to inform everyone about a change in the salary structure, but please ensure that specific letters are issued to each individual employee, clearly stating the exact changes in their salary or its structure. Obtain an acknowledgment from each employee and file it in their personal records.

Please note that any matters such as salary adjustments, promotions, demotions, warnings, terminations, offer letters, or acceptances must be confirmed by the employee in writing before the instructions can be implemented. This protocol is essential to prevent any disputes in the future.

Following this practice is not only a good HR practice but also ensures clarity and transparency for all parties involved. Thank you.

Each person may have different information regarding their salary, so it would be wise to send individual letters to them.

A separate letter with a congratulatory note will go well with the employee. As you have already sent an email once the revised salary details are mentioned in the salary slip, it will hold good.