How to write an email from employer to employee for asking employee " time to submit the investment declaration proof for FY 22-23

Hi Team,

I want to write an email to employees to submit the investment declaration proof as they declared in the Investment Declaration format of IT.
Please guide me how to draft an email for the same. Kindly write the draft mail in detail (asking to employees, if fail to submit the IT decl proof on due date then what will be the consequences etc). Thanks

Regards
JK

Dear Jay Krishna,

The subject matter belongs to a routine correspondence that HR professionals are expected to do. Therefore, prepare the draft on your own. Some seniors like me will correct it. If you do not even attempt to write then how will you improve your drafting skill?

While some seniors may help you but it is tantamount to spoonfeeding. Please note that spoonfeeding does a disservice. It does not grow one's career.

You must have learnt how to write a letter in your school or college. It is an opportunity to use this knowledge.

All the best!

Dinesh Divekar

Hi,

These are routine communications which HR Team will do on yearly basis. There is no prescribed template or model. Was just wondering the same process you might had followed last year as well. I suggest you to try and develop such communications by your own. For sure many of us will help you. But unless otherwise you practice by your own, you will not be able to improve your writing skills.

Please refer the following draft. Fill appropriate dates in the space provided as per your Company requirement.

Draft


Sub : Submission of Detailed Investment Form & Proof of investment


Employees who have not submitted their “Detailed Investment Form” along with proofs of investment are required to submit the Form and proofs of investment on or before _______ WITHOUT FAIL.


Please note that Detailed Investment Form will not be accepted after ______. For employees who have not submitted Forms and proof, 100% Tax will be deducted from their ______month salary, irrespective of the investments projected in the Declaration Form, by them.


Employee who have already submitted the Detailed Investment Form are requested to submit their projected investment proofs on or before _____

Regards

Dear ---------------------------------------------------,
From current month, The calculation of your income tax liability will be based only on actual investment proofs. This means that previously submitted estimated declarations will not be taken into consideration.
You are therefore requested to upload your actual investment details along with the necessary proofs starting from -----------------
The final date for submitting actual declaration is ------------------------------------- Please avoid LAST-MINUTE-RUSH!!
Please go through following information carefully.

1. Declaration can be submitted only once and can be edited after submission before approval.
2. Your PF contribution is eligible for deduction under section 80C and will be automatically generated by the system.
3. All proofs should be pertaining to the current financial year only.
4. Investments without proofs will not be considered.
For each proof of entry, the person to whom the receipt is issued should either you or your family member. Therefore, before proceeding further, please ensure that your family member details are updated in the system.
Thanks !
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This is a sample draft for you. You can change wording/s according to your requirement/s

Regards,Prashant