Getting paid the right amount for your work stands as a basic right every professional deserves. Many people face the awkward situation of receiving less than the agreed amount. Speaking up about money takes courage, but staying silent could hurt your finances and professional relationships.
These email templates will help you address payment shortfalls professionally while maintaining good business relationships. Each template offers a different approach to fit various scenarios and communication styles.
Underpayment Email Samples
These email templates will guide you through addressing payment discrepancies professionally and effectively.
1. Basic Payment Discrepancy Notice
Subject: Payment Received – Amount Discrepancy Notice
Dear Mr. Thompson,
Thank you for processing the payment for invoice #2024-03-15. Upon checking my records, the payment received ($2,850) differs from the invoiced amount ($3,500). This creates a shortfall of $650.
Please review the original invoice attached to this email. The agreed rate for the website development project was $70 per hour for 50 hours of work, totaling $3,500. Would you kindly check your records and process the remaining balance?
Looking forward to resolving this matter soon.
Best regards,
Sarah Chen
2. Friendly Follow-up on Missing Overtime Pay
Subject: Quick Question About Last Week’s Paycheck
Hi Lisa,
Hope you’re having a good day. Just wanted to check something about my latest paycheck dated March 15th. Looking at my pay stub, the overtime hours from last Tuesday and Wednesday (total 6 hours) don’t seem to be included.
Based on my calculations, with the overtime rate of $45 per hour, there should be an additional $270 in my pay. Could you please take a look and let me know if you spot anything different in your records?
Thanks for your help with this.
Warm regards,
Michael
3. Contract Rate Discrepancy Resolution
Subject: Rate Discrepancy in Recent Payment – Project #PRJ-2024-089
Dear Ms. Rodriguez,
Thank you for the recent payment for the marketing consulting services. While reviewing the transaction, noticed the hourly rate applied was $75 instead of our contracted rate of $95 per hour.
The difference amounts to $400 for the 20 hours of service provided. Attaching both the signed contract and the original invoice for reference. Could we please address this difference to align with our agreed terms?
Thank you for your attention to this matter.
Best regards,
David Parker
4. Missing Project Milestone Payment
Subject: Outstanding Balance – Phase 2 Milestone Payment
Dear Mr. Lee,
Hope this email finds you well. The payment received yesterday covered only Phase 1 of our ongoing web development project ($3,000), but missed the Phase 2 completion payment ($2,500) that was due upon delivery of the user authentication system.
Both phases have been successfully completed and approved by your team on March 10th. Attaching the project timeline document showing the completed milestones and associated payments for your reference.
Would appreciate your help in processing the remaining payment.
Kind regards,
Rachel Watson
5. Commission Calculation Error
Subject: Commission Adjustment Request – March Sales
Dear Paula,
Thanks for processing this month’s commission payment. After checking the sales figures against my records, noticed some differences in the calculation.
The March report shows total sales of $85,000, which at our 5% commission rate should equal $4,250. However, the commission payment received was $3,800. Could you please review the calculation to ensure all sales have been included?
Happy to provide my sales records if needed.
Best regards,
Thomas Chen
6. Project Scope Extension Payment
Subject: Additional Payment Request – Extended Project Scope
Dear Ms. Anderson,
Thank you for your continued trust in my services. While the base project payment has been received, the additional features requested on March 5th (mobile responsiveness and social media integration) were not included in the payment.
As discussed in our email thread dated March 5th, these additions amount to $800. Would you please process this outstanding amount to complete the payment for the entire project scope?
Thank you for your understanding.
Best wishes, James Wilson
7. Rate Increase Implementation
Subject: Payment Adjustment Needed – Updated Service Rate
Dear Mr. Brown,
Thank you for the recent payment for March services. Noticed that the payment reflects our previous rate of $65/hour rather than the new rate of $75/hour, which took effect March 1st, as per our agreement dated February 15th.
For the 40 hours of service provided, this creates a difference of $400. Attaching our rate update agreement for reference. Please let me know when can expect the adjustment.
Thank you for your time.
Regards, Emma Thompson
8. Holiday Pay Rate Correction
Subject: Holiday Rate Adjustment Required – Presidents’ Day Shift
Dear HR Team,
Thank you for processing last week’s payroll. Noticed that my Presidents’ Day shift (February 19th) was paid at the regular rate instead of the holiday rate of 1.5x normal pay.
For my 8-hour shift at $30/hour, this should be an additional $120 in holiday premium pay. Could you please review and process the adjustment?
Thank you for your help.
Best regards, Robert Martinez
9. Partial Payment Follow-up
Subject: Outstanding Balance Request – Invoice #INV-2024-156
Dear Mrs. Williams,
Thank you for the partial payment of $1,500 received on March 15th. As per our invoice #INV-2024-156, the total amount due for the branding project is $3,000.
Could you please advise when to expect the remaining balance of $1,500? Happy to provide another copy of the invoice if needed.
Looking forward to your response.
Kind regards, Sophie Taylor
10. Bonus Payment Correction
Subject: Q1 Performance Bonus Calculation Review
Dear Mr. Johnson,
Thank you for processing the Q1 performance bonus. After reviewing the calculation against the bonus structure document, noticed that two successful project completions from March weren’t included.
With these projects included, the bonus should total $2,500 rather than the $1,800 received. Attaching the project completion certificates for your reference.
Please let me know if you need any additional information.
Best regards, Daniel Kim
11. Freelance Package Rate Correction
Subject: Package Rate Adjustment Request
Dear Ms. Clark,
Thanks for your prompt payment for the content creation package. noticed that the payment received reflects the basic package rate ($500) rather than the premium package ($750) that was delivered, which included SEO optimization and social media copies.
Could you please process the remaining $250 to match the premium package rate we agreed upon? Attaching our email thread confirming the premium package selection.
Thank you for addressing this matter.
Warm regards, Laura Martinez
12. Regular Hours Miscalculation
Subject: Payroll Hours Review Request – Week of March 11
Dear Payroll Team,
Hope you’re doing well. The recent paycheck seems to show 35 hours worked for the week of March 11th, but my time cards show 40 regular hours worked.
Could you please review the time cards and adjust the payment to reflect all hours worked? The difference amounts to 5 hours at $25 per hour ($125 total).
Thank you for looking into this.
Best wishes, Mark Johnson
13. Project Rush Fee Missing
Subject: Rush Fee Payment Request – Project #RF-2024-078
Dear Mr. Davidson,
Thank you for processing the base project payment of $2,000. As discussed during our planning meeting, the 48-hour turnaround time included a rush fee of $500, which seems to be missing from the payment.
Attaching our project agreement highlighting the rush fee clause. Would appreciate your help in processing this additional amount.
Thank you for your attention to this detail.
Best regards, Nina Patel
14. Team Lead Differential Pay
Subject: Team Lead Pay Differential Missing – March Payment
Dear Ms. Thompson,
Thank you for processing March’s salary. noticed that the team lead differential of $200 monthly, which started when taking on the role on March 1st, wasn’t included in the payment.
Could you please review and process this additional amount? Attaching the team lead appointment letter for reference.
Thanks for your help.
Kind regards, Chris Anderson
15. Special Project Rate Adjustment
Subject: Special Project Rate Correction Request
Dear Mr. Garcia,
Thank you for the payment for the database migration project. The amount received reflects our standard rate of $85/hour rather than the special project rate of $100/hour agreed upon due to the technical complexity.
For the 30 hours worked, this creates a difference of $450. Attaching our project agreement showing the special rate. Please process this remaining amount at your earliest convenience.
Best regards, Kevin Zhang
16. Training Session Payment Update
Subject: Corporate Training Session Payment Review
Dear Finance Team,
Thank you for processing the payment for last week’s corporate training sessions. The payment received covers two sessions, but records show three sessions were conducted on March 12th, 13th, and 14th.
Each session is billed at $400, making the total due $1,200 rather than the $800 received. Could you please process the remaining $400?
Thank you for your time.
Best wishes, Patricia Reynolds
17. Weekend Work Rate Correction
Subject: Weekend Rate Adjustment Request – March 16-17
Dear Ms. Baker,
Thank you for processing this week’s payment. The weekend shifts worked on March 16th and 17th (total 16 hours) were processed at the regular rate instead of the weekend rate of 1.25x regular pay.
At my regular rate of $28/hour, this creates a shortfall of $112 in premium pay. Could you please review and process this adjustment?
Thanks for your help with this matter.
Regards, Samuel Lee
18. Consulting Hours Adjustment
Subject: Consulting Hours Payment Review Request
Dear Mr. Roberts,
Thank you for the recent consulting fee payment. While reviewing the hours breakdown, noticed that two virtual consulting sessions from March 8th (2 hours total) weren’t included in the calculation.
At our agreed rate of $150 per hour, this amounts to an additional $300. Attaching the meeting logs for reference. Please let me know when to expect this adjustment.
Best regards, Victoria Chen
19. Travel Expense Reimbursement
Subject: Missing Travel Expense Reimbursement – Client Visit March 5
Dear Accounts Team,
Thank you for processing the March expense reports. While checking the reimbursements, noticed that the travel expenses for the client visit to Boston on March 5th ($285 for flight and taxi) weren’t included.
Attaching all receipts again for your review. Could you please process this outstanding amount?
Thank you for your attention to this matter.
Best wishes, Alex Morgan
20. Performance Incentive Correction
Subject: Q1 Sales Incentive Calculation Review
Dear Ms. Wilson,
Thank you for processing the Q1 sales incentives. After reviewing the calculation, noticed that the March online sales figures ($45,000) weren’t included in the total sales volume.
This additional amount would add $900 to the incentive payment at our 2% rate. Attaching the March online sales report for reference. Please review and process this adjustment.
Thank you for your help.
Kind regards, Ryan Cooper
Final Thoughts: Professional Emails for Payment Issues
Each situation needs a specific approach, but staying professional and clear makes the difference. Use these templates as starting points and adjust them to match your needs. Your goals should stay simple – state the payment issue clearly, add helpful details, and ask for specific actions while keeping everything professional and friendly.