How to Write a Letter Requesting a Salary Advance
A salary advance repayment is stated as a negative on your pay stub.
- 1 Request for a Responsibility Allowance Letter
- 2 Write a Letter Declining a Salary Increase
- 3 The Procedures for Docking a Salary
- 4 Ask for a Starting Salary Raise
You may be eligible to receive an advance on your salary to cover an emergency, such as an isolated and unexpected event. Many employers do not offer paycheck advances, but some do. Company rules and procedures vary. For example, if you are paid on an hourly basis, the advance is against your work hours. If you are a salaried employee, the advance is against your salary amount.
Follow Company Procedures
Some companies require employees to submit a form to the payroll or human resources department. If a form is unavailable, you may be asked to write a letter requesting an advance. Others companies require employees to start with a letter to their supervisor who decides whether to forward it up the chain of command. Next, your paycheck advance records will be reviewed. In many cases, you cannot receive more than one salary advance per year, and funds requested cannot exceed the amount of your next paycheck.
Provide Compelling Reasons
When crafting a salary advance letter, keep it brief, polite and to the point. Insert the date, and address your letter to the proper person, such as the department director or your supervisor. In the first paragraph, identify your reason for requesting a salary advance. Planned or recurring events usually do not qualify as an emergency. Therefore, describe dire circumstances, such as major home repairs due to storm damage, bereavement travel to a funeral, or repairs to a vehicle that is your sole means of transportation. Note that the hardship is a one-time event based on extraordinary circumstances.
Specify Requested Amount
In the second paragraph of the letter, state the amount that you are requesting. Carefully examine your situation so you ask for an appropriate amount. For example, for emergency vehicle repairs, request the amount needed and attach a written estimate from your mechanic. Also, explain how you will repay the money, such as by payroll deduction. If you can repay the total advance before your next paycheck, mention that in the letter. Include the date you will make the payment and the method, such as money order or personal check.
End the letter with an expression of gratitude for considering your request. Indicate your willingness to provide additional information upon request. Proofread the letter and correct mistakes, if necessary. If you are completing a standard request form instead of writing the letter, fill out the form completely, sign it and obtain the required signatures, if applicable.