Document text
Date: [DD MONTH YYYY]
Sent by [E-MAIL TO HR / COMPANY APP MESSAGE AND E-MAIL]
To:
[EMPLOYER'S NAME]
Attn: [HR MANAGER / SUPERVISOR'S NAME]
[COMPANY ADDRESS]
From:
[EMPLOYEE'S FULL NAME]
Employee No.: [NUMBER]
Job title: [JOB TITLE]
[PHONE] · [E-MAIL]
Subject: Request to refund salary deducted for lateness — salary for [MONTH YEAR]
Dear [NAME],
My salary for [MONTH YEAR], paid on [DATE], included a deduction of S$[AMOUNT] described as [“LATE PENALTY” / “LATENESS FINE” / DESCRIPTION ON THE PAYSLIP].
1. The deduction
Date I was late Minutes late Reason (if any) Amount deducted (S$) Salary for the minutes missed (S$)
[DATE] [MINUTES] [E.G. MRT DELAY — SEE ATTACHED NOTICE] [AMOUNT] [AMOUNT]
[DATE] [MINUTES] [REASON] [AMOUNT] [AMOUNT]
Total [TOTAL DEDUCTED] [TOTAL FOR TIME MISSED]
My gross salary for the month is S$[GROSS MONTHLY SALARY] for [NUMBER] hours of required work, so the salary for the time I missed is S$[AMOUNT] ([MINUTES MISSED] ÷ [TOTAL MINUTES REQUIRED IN THE MONTH] × gross salary).
2. Why I ask for a refund
Under section 26 of the Employment Act 1968, no deduction may be made from my salary unless it is authorised by the Act.
Section 27(1)(a) allows a deduction for absence from work, but under section 28(2) the deduction must not be larger, in proportion to my salary, than the time I was absent. The Ministry of Manpower explains that if an employee is 30 minutes late, only 30 minutes' salary can be deducted.
A fixed amount charged as a penalty or fine is not a deduction for absence. [I HAVE NOT GIVEN WRITTEN CONSENT TO SUCH A DEDUCTION.]
3. What I ask you to do
Please refund S$[TOTAL DEDUCTED − TOTAL FOR TIME MISSED] — the amount deducted above the salary for the time I actually missed — [in my next salary / by bank transfer] by [DATE — E.G. 7 DAYS FROM THIS LETTER], and confirm in writing that future deductions for lateness will follow the time actually missed.
If we cannot resolve this, I will submit a mediation request to the Tripartite Alliance for Dispute Management (TADM).
Yours sincerely,
______________________________
[EMPLOYEE'S FULL NAME]
Attachments:
1. Payslip(s) showing the deduction.
2. Attendance or clock-in records for the dates.
3. Proof of reasons for lateness (e.g. transport delay notice, medical note), if any.
4. Company policy on lateness (if given to me).
BEFORE SENDING — delete this part
Deadlines at TADM. If you still work there, a salary claim must be submitted within 1 year after the facts happened (the date of the deduction). If you have left, it must be submitted within 6 months after your last day of employment.
Only the extra part. Your employer may deduct salary for the time you actually missed. Ask for the difference, not the whole deduction.
Keep it calm and factual. Save copies of your payslips and clock-in records before you send the letter.
Written consent. The Act also allows deductions you agreed to in writing. If your contract or a form you signed says lateness will be charged at a fixed amount, get advice before relying on this letter.
Who is covered. This letter relies on the Employment Act. Check on the MOM website that the Act covers your job.
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