GratuityCalc
Free Letter Generator

Gratuity Request Letter to HR

Asking your employer for gratuity should not mean wrestling with a blank page. Fill in your details below and we will assemble a polished, professionally worded letter you can send to your HR department — copy it, download it, or save it as a PDF.

Rahul KumarRahul Kumar·Founder and Lead Researcher··Updated
HR Gratuity Request Letter

Gratuity Request Letter Generator

Fill in your details to instantly assemble a polite, professional letter requesting your gratuity payment from HR. Copy it, download it, or save as PDF.

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Used to auto-calculate your gratuity (15/26 formula).

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30 May 2026

To,
The HR Manager
[Company Name]

Subject: Request for Payment of Gratuity

Dear Sir/Madam,

I am writing to formally request the payment of my gratuity following the completion of my employment with [Company Name]. I served the organisation for the qualifying period, with my last working day being [Last Working Day].

Having completed the required years of continuous service, I am eligible for gratuity under the Payment of Gratuity Act, 1972.

I would be grateful if you could process the gratuity payment at the earliest, ideally within the 30-day statutory period from my last working day. Kindly let me know if any forms (such as Form I) or additional documents are required from my side to complete the formalities.

Thank you for your time and assistance. I look forward to your prompt response.

Yours sincerely,

[Your Name]

This tool assembles a template for your convenience and does not constitute legal advice. Review the wording and verify amounts before sending.

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No templates to download or reformat. Fill the form and your letter is done.

Correctly formatted

Proper subject line, salutation, statutory references, and signature block.

Gratuity auto-calculated

Your entitlement is worked out with the 15/26 formula and inserted for you.

When to Send a Gratuity Request Letter

Under the Payment of Gratuity Act, 1972, your employer must pay gratuity within 30 days of it becoming payable — usually your last working day. A clear, written request to HR does two things: it formally puts your claim on record and it starts the clock on that statutory deadline. Even when relations are cordial, a written request protects you if a dispute arises later.

What a Good Letter Includes

  • Your identification: full name, employee ID, designation, department.
  • Employment dates: date of joining and your last working day.
  • Eligibility statement: confirmation that you have completed the qualifying service period.
  • The request: a clear ask for payment within the 30-day window.
  • Contact details: so HR can reach you to complete formalities.

If Your Request Is Ignored

If HR does not respond or refuses payment beyond 30 days, escalate. Send a formal demand notice, then file Form N with the Controlling Authority (your regional Labour Commissioner). Our gratuity dispute guide walks through the full process and includes a demand notice generator.

Frequently Asked Questions

How do I write a gratuity request letter to HR?

Address it to your HR Manager, state your full name, employee ID, designation, and last working day. Mention that you have completed the qualifying service period (5 years for permanent staff, 1 year for fixed-term) and formally request your gratuity payment under the Payment of Gratuity Act, 1972. Ask for settlement within the 30-day statutory window. The generator on this page assembles all of this automatically.

When should I send the gratuity request letter?

Send it as soon as you have served your last working day, ideally alongside or just after submitting Form I. The employer is legally required to pay gratuity within 30 days of it becoming payable, so an early written request starts the clock and creates a paper trail.

Is a gratuity request letter the same as Form I?

No. Form I is the official statutory application prescribed under the Payment of Gratuity Act that you submit to claim gratuity. A request letter is a polite covering communication to HR. In practice, sending a clear request letter alongside Form I helps speed up processing and keeps a friendly record before any dispute arises.

What details do I need to include in the letter?

Your full name, employee ID, designation, department, company name and address, date of joining, last working day, completed years of service, and your contact details. Optionally include your calculated gratuity amount — the tool on this page works it out for you using the 15/26 formula.

What if HR ignores my gratuity request letter?

If your employer does not respond or refuses payment beyond 30 days, escalate with a formal demand notice and then file Form N with the Controlling Authority (the regional Labour Commissioner). See our gratuity dispute guide for the full step-by-step process and a demand notice generator.

Related Guides & Tools

How to Dispute Gratuity Non-PaymentGratuity Eligibility — Years RequiredIndia Gratuity Calculator 2026Gratuity Formula (15/26) Explained