How Should I Draft a Letter for Issuing an Advance Salary Receipt to an Employee?

Hi, I am Vandana, and I am working as an HR professional. I am planning to issue an advance salary to an employee. What type of letter should I issue to provide them with a receipt?

Thank you.

I am Vandana, and I am working in HR. I am providing an advance salary to an employee. What type of letter should I issue to him? (Receipt)

Thank you.

Hi Vandana!

As per my view, first, you need to collect a request form from the employee titled "Request for Salary in advance."

Then, after approval, on the letterhead of the company, state the employee's name, designation, the amount of advance approved, the repayment process, etc., which has to be specified and signed by the Company and the employee (make two copies).

Additionally, some companies may require certain securities like educational certificates. If you trust, it's well and good.

I believe this should be sufficient.

Regards, Manoj Devda
Accounts and HR Manager

Dear Vandana,

Why do you want to issue him a letter? Whenever you are providing any kind of salary advance from your accounts department, it is their duty to deduct the amount from his salary. You only need to send them an email stating that the salary advance has been approved, deduct the amount from his salary, and give him the balance amount of his salary. There is no need to issue any kind of letter to him.

Regards,
Pradyumna
9820108821

Dear Vandana,

You are requested to prepare the Salary Advance Application forms, which should include the following elements:

- Name of the applicant, designation, and department
- Purpose of the advance
- Amount of the advance
- Eligibility criteria
- Surety for the advance
- Approval process for the advance
- Procedure for recovery of the advance
- Date of disbursement of the advance
- Number of installments
- Details of the last advance taken

I hope this information helps you in preparing the necessary forms.

Thank you.

Hello Vandana,

Pradyumna is right. You are giving the clearance to the Accounts Dept to make the payment physically - you are not actually paying the employee. Along with your clearance, you would need to instruct the F&A dept on the mode of repayment, of course, after the approvals from your boss or the concerned official. It's the F&A dept's process to decide the documentation - if the payment is being made through a cheque, maybe it doesn't really matter whether there's a receipt or not, but if it's being made through cash, then they usually do it through a Voucher - which should suffice. If it's felt necessary, Manoj Devda's good suggestion can be implemented - asking the employee to formally give 'in writing' his/her request for a salary advance - so that it's on record that the payment was done on 'HIS/HER REQUEST'.

Regards,

TS

Policy Requirement for Advance Salary

How can you do that without a policy? As I understand it, there should be a policy and authorization given, including the method of payment, return process, and the percentage of the salary to be deducted.

Hi Vandana,

We are also providing an advance facility to employees in our company. We have prepared a policy for the same, stating terms & conditions, i.e., eligibility, amount, mode of repayment, etc., for getting an advance. An employee who meets the eligibility criteria needs to submit an advance approval form 15 days in advance to the HR department. After approval from their HOD and an authorized person from the company, they receive the advance. Repayment is done as per the policy and as agreed upon by the employee.

Thanks & regards,
Roopa
Asst. Manager - HR

You can issue a Salary Advance Form to employees who want an advance. Then, you can send the data to the Accounts Department, and they can deduct the same from the employees' salary.

Here I am attaching the Salary Advance Form for your reference.

Regards

Hi all seniors,

I would like to share the Register of Advances (Form XXII) (See rule 78(1)(a)(ii)) format, which is compulsory to maintain through labor contractors as per labor act rules. You can easily find its format by searching on Google.

For easy reference, I am attaching a sample format of Form XXII.

Regards,
Parisa

Advance Salary for Employee

Dear Vandana, why do you want to issue him a letter? Whenever you are giving any kind of salary advance from your accounts department, it is their duty to deduct the amount from his salary. You only need to send them an email stating that the salary advance has been approved as of the present day, deduct the amount from his salary, and give him the balance amount of his salary. There is no need to issue any kind of letter to him.

Regards,
G.J. Panchal
[Email Removed For Privacy Reasons]

I am attaching the salary advance form. I think it will be useful for you.

Regards,

There is no requirement to issue a service letter to an employee, but if management insists on issuing one, the draft is attached.

Thanks & Regards,

Yogesh Kulkarni
Assistant Manager – HR & IR
Krishidhan Seeds Pvt. Ltd.
Contact No.: [Phone Number Removed For Privacy Reasons]
E-mail ID: [Email Removed For Privacy Reasons]

Hi, here is an attachment for the salary advance form.