Sending reminder emails for full and final settlement is essential to ensure that all financial matters are resolved between an employer and an employee. Here are ten sample reminder email templates that you can use for different scenarios.
Initial Reminder for Pending Settlement
Subject: Reminder: Full and Final Settlement Pending
Dear [Employee’s Name],
I hope this email finds you well. This is a gentle reminder that your full and final settlement is pending since your resignation on [Date]. We kindly request you to settle these outstanding matters at your earliest convenience.
Please find attached a summary of the pending dues and instructions on how to proceed. If you have any questions or require further assistance, please do not hesitate to contact our HR department.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
2. Second Reminder:
Subject: Second Reminder: Full and Final Settlement Outstanding
Dear [Employee’s Name],
I hope you are doing well. We previously sent you a reminder regarding your full and final settlement, but it appears that the matter remains unresolved. We understand that you may have been busy, but we kindly request your immediate attention to this issue.
Attached to this email is the updated summary of pending dues. Please review and complete the settlement process as soon as possible. Should you require any assistance, please don’t hesitate to reach out to our HR team.
We appreciate your prompt action on this matter.
Best regards,
[Your Name]
[Company Name]
Format 1: Polite Reminder
Subject: Request for Full & Final Settlement
Dear [HR’s Name],
I hope you are well. I would like to kindly request the issuance of my full and final settlement. Could you please provide me with an update on the status and let me know when I can expect to receive it?
Your prompt attention to this matter is greatly appreciated.
Thank you,
[Your Name]
Format 2: Follow-Up Request
Subject: Full & Final Settlement Status Inquiry
Hi [HR’s Name],
I hope everything is going smoothly. I wanted to follow up on my request for the full and final settlement. Could you please update me on the progress and let me know when I can expect to receive it?
Thank you for your assistance.
Best regards,
[Your Name]
Format 3: Urgent Request
Subject: Urgent: Full & Final Settlement Needed
Hello [HR’s Name],
I hope this message finds you well. I urgently need my full and final settlement. Can you please expedite the process and provide me with an estimated date for when I can collect it?
Your immediate attention to this matter is crucial.
Thank you,
[Your Name]
Format 4: Gentle Reminder
Subject: Friendly Reminder: Full & Final Settlement
Hello [HR’s Name],
I hope you’re doing well. Just a friendly reminder regarding my full and final settlement. I appreciate your help in expediting the process and would like to know the expected timeline for its issuance.
Thank you for your assistance.
Warm regards,
[Your Name]
Format 5: Polite Follow-Up
Subject: Follow-Up: Full & Final Settlement
Hi [HR’s Name],
I trust you’re having a good day. I’m following up on my request for the full and final settlement. Could you please provide me with an update on its status and when I can anticipate receiving it?
Your attention to this matter is greatly appreciated.
Best regards,
[Your Name]
Top of Form
Final Reminder Before Escalation
Subject: Final Reminder: Urgent Full and Final Settlement Required
Dear [Employee’s Name],
I hope this message finds you in good health. This is our final reminder regarding your full and final settlement, which is now considerably overdue. Despite our previous attempts, it remains unresolved.
We value your contributions during your tenure with [Company Name], and we would like to resolve this matter amicably. However, if we do not receive confirmation of your settlement or any communication from you within [specify a reasonable deadline, e.g., five business days], we will be left with no choice but to escalate this issue.
Attached is the detailed summary of pending dues. Please take immediate action to settle this outstanding matter. If you have any concerns or need clarification, please contact our HR department.
We sincerely hope to avoid any further escalation and appreciate your prompt attention.
Kind regards,
[Your Name]
[Your Position] [Company Name]
Confirmation of Settlement Received
Subject: Confirmation of Full and Final Settlement Received
Dear [Employee’s Name],
I hope this email finds you well. We are pleased to inform you that we have received confirmation of your full and final settlement.
Your settlement has been processed successfully, and you should expect to receive the relevant documentation shortly. If you have any questions or require additional information, please do not hesitate to reach out.
Thank you for your cooperation throughout this process.
Best regards,
[Your Name]
Acknowledgment of Partial Settlement and Request for Balance
Subject: Partial Settlement Received: Balance Outstanding
Dear [Employee’s Name],
I trust this email finds you in good spirits. We have received a partial payment towards your full and final settlement. While we appreciate your effort to resolve this matter, there is still an outstanding balance of [amount] remaining.
Please find attached the updated summary of dues, including the outstanding balance. We kindly request you to settle this balance at your earliest convenience. If you have any questions or concerns, please get in touch with our HR department.
Thank you for your attention to this matter.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
Reminder for Return of Company Property
Subject: Reminder: Return of Company Property for Full and Final Settlement
Dear [Employee’s Name],
I hope this email finds you well. As part of your full and final settlement, we need to ensure the return of all company property, including [list of items]. Despite our previous reminders, these items are still pending.
Please arrange for the return of these items by [specify a deadline]. Failure to do so may affect the settlement process. If you have any difficulties or need assistance with the return process, please contact our HR department immediately.
Your prompt attention to this matter is appreciated.
Best regards,
[Your Name]
[Company Name]
Reminder for Pending Documents
Subject: Reminder: Pending Documents for Full and Final Settlement
Dear [Employee’s Name],
I hope this message finds you well. We are in the final stages of processing your full and final settlement, but we have not yet received some essential documents from your end.
To expedite the settlement process, we kindly request you to provide the following documents at your earliest convenience:
- [List of required documents]
Please submit these documents to our HR department or reply to this email with scanned copies. If you have any questions or concerns, do not hesitate to reach out.
Thank you for your cooperation.
Sincerely, [Your Name] [Your Position] [Company Name]
Final Reminder for Signature on Settlement Agreement
Subject: Final Reminder: Signature Required on Full and Final Settlement Agreement
Dear [Employee’s Name],
I hope you are well. We have almost completed your full and final settlement process, but we are still waiting for your signature on the settlement agreement.
Attached to this email is the settlement agreement for your review and signature. Kindly sign and return it to us by [specify a deadline]. Failure to do so may delay the settlement process.
If you have any questions or concerns about the agreement, please reach out to our HR department for clarification.
Thank you for your prompt attention to this matter.
Best regards,
[Your Name]
[Your Position]
[Company Name]
Reminder for Tax-related Documentation
Subject: Reminder: Tax-related Documents for Full and Final Settlement
Dear [Employee’s Name],
I hope you are doing well. To complete your full and final settlement, we require certain tax-related documents, including your PAN card, Form 16, and any investment-related declarations.
Please provide these documents to our HR department at your earliest convenience. Timely submission will help us ensure accurate tax deductions and a smooth settlement process.
If you have any questions or need assistance with these documents, please do not hesitate to reach out.
Thank you for your cooperation.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
Final Settlement Confirmation and Thanks
Subject: Full and Final Settlement Completed – Thank You
Dear [Employee’s Name],
I trust this email finds you well. I am pleased to inform you that your full and final settlement process has been successfully completed.
We appreciate your cooperation and promptness throughout this process, and we wish you all the best in your future endeavors. Should you ever require any references or assistance from us in the future, please do not hesitate to get in touch.
Once again, thank you for your contributions during your time with [Company Name], and we wish you every success in your future endeavors.
Warm regards,
[Your Name]
[Your Position]
[Company Name]