Need Help Drafting an Email to Remind Employees About Submitting Investment Declarations?

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 on how to draft an email for the same. Kindly provide a detailed draft email, including asking employees what the consequences will be if they fail to submit the IT declaration proof by the due date.

Thanks.

Regards, JK

Dear Jay Krishna, The subject matter belongs to a routine correspondence that HR professionals are expected to handle. 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 skills? While some seniors may help you, it is tantamount to spoon-feeding. Please note that spoon-feeding does a disservice. It does not grow one's career. You must have learned 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 that the HR Team will conduct on a yearly basis. There is no prescribed template or model. I was just wondering if you followed the same process last year as well. I suggest you try to develop such communications on your own. Many of us will help you, for sure. However, unless you practice on your own, you will not be able to improve your writing skills.

Please refer to the following draft. Fill in the appropriate dates in the spaces provided as per your company's requirements.

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 the 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.

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

Regards

Dear [Recipient], From the 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 [date]. The final date for submitting the actual declaration is [final date]. Please avoid last-minute rush!

Please go through the 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 pertain 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 be either you or your family member. Therefore, before proceeding further, please ensure that your family member details are updated in the system.

Thanks!

This is a sample draft for you. You can change the wording according to your requirements.

Regards, Prashant