How Do I Write a Letter Confirming Deductions for Short Notice and Leave Balance?

Dear All, In our organization, one employee resigned and left. He had completed his notice period, but during his Full and Final settlement, we have deducted his short notice period amount. Now, this individual requires a letter on company letterhead stating that we had deducted a certain amount against the short notice period as well as deducted the leave balance amount. I need to prepare this letter, but I am not familiar with the format. If anyone has it, please provide me with it.

Regards, Pradyumna

Please find attached the various letter formats which were posted by one of our members in CiteHR. It will assist you in the near future. On pages 19 and 28, you will find similar formats as per your request.

Thanks,

Certification of Employment and Settlement

This is to certify that Mr. ABC was an employee of XYZ Limited until the close of business hours on 1st January 2011. As per the separation policy, there was a shortfall in the notice period of 29 days, which has been adjusted against his Privilege Leave of 29 days in the full and final settlement. The amount for the same is Rs. 11,258/-.

This letter is being issued at the request of the employee.

Thank you.

For XYZ Limited,
Authorized Signatory

Dear Pradyumna,

If the employee has served his notice period in full as you mentioned, and you claim that he completed the notice period, what have you deducted? You also mentioned that you deducted his earned leaves.

This does not seem right. Please ensure that you are following the correct HR practices.

Thank you.

Dear Kamalkant, We have a 3-month notice period policy in our organization. The employee gave his resignation on 17th March 2011, and we have calculated his 90-day notice period. The date we calculated is May 14, 2011. However, the employee wants to leave the organization on 20th April 2011. Therefore, we will deduct the shortfall in the notice period amount from his Full and Final settlement.

Regards, Pradyumna

Dear Pradyumna, If you have mentioned this in his appointment letter, then just refer to the appointment letter clause number and state that you resigned on 17th March 2011. According to the appointment letter, you were supposed to serve a notice period of three months. You requested to be relieved earlier, so the shortfall in the notice period has been adjusted against your leaves and the salary balance. Simply provide him with the calculation and everything else will be fine.

Best of luck.