Full and Final Settlement Request Letter — Free Templates, Email & Generator
If you've resigned, retired, or completed a contract and your dues haven't come through yet, a clear full and final settlement request letter is the right first step — not a legal threat, just a polite, professional ask. This page gives you a ready-to-use request letter for full and final settlement, a settlement request email template, a reminder email if HR goes quiet, and a free generator that fills in your details and produces a downloadable Word or PDF letter in minutes.
✓ Employee-side, no legal jargon✓ Copy-paste request letter & email✓ Reminder & follow-up templates included✓ Free Word & PDF download✓ Cites the current 2-working-day rule
Last updated: June 2026Reviewed by: OfficeDraft HR Documentation TeamTemplate version: v2.1
Key facts
Wages payment deadline2 working days*
Gratuity payment deadline30 days
Suggested response window7–10 days
Generator priceFree
Download formatsWord & PDF
*Under Section 17(2), Code on Wages, 2019 — see Timelines section below
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Need to escalate instead of request? If you've already sent a request and it's been ignored, you may want our FnF demand letter generator instead, which cites specific legal provisions and sets a firm deadline. Otherwise, scroll down to generate your request letter now.
What Is a Full and Final Settlement Request Letter?
A full and final settlement request letter is a written communication — by email or formal letter — that an employee sends to HR or their employer asking for the remaining dues to be processed after resignation, retirement, contract completion, or termination. It typically lists what's pending (salary, leave encashment, gratuity, bonus, reimbursements), confirms the last working day, and asks for a clear timeline and a written breakup of the final amount.
It's worth being clear about what this letter is not. It is not a legal notice, and it doesn't need to cite any law to be effective. Most of the time, a delay in F&F settlement is an administrative backlog, not a deliberate withholding — and a polite, specific request resolves it faster than an aggressive one. If a request like this goes unanswered after a fair amount of time, that's when firmer language and statutory references become useful — see the follow-up letter template further down this page.
When Should Employees Send a Settlement Request?
There's no single "right moment" — it depends on where you are in the exit process. Here are the five most common situations employees write to OfficeDraft about.
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Right after your resignation is accepted
The moment HR confirms your last working day in writing is the right time to send a short, friendly note asking what the F&F process looks like and what documents they need from you. This isn't a complaint — it's good practice that gets you on record early.
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On or just after your last working day
Once you've completed exit formalities (asset return, knowledge transfer, clearance), send the formal request letter or email listing what you expect to receive.
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If nothing has moved after a reasonable wait
Wages-related dues are now required by law to be settled within two working days of your exit. If a week or two has passed with no payment and no communication, a polite, slightly firmer reminder is appropriate.
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After retirement or contract completion
The same request format works for retirement and fixed-term contract completion — just adjust the reason for separation in the opening line.
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When the settlement amount looks incomplete
If you receive a partial settlement that seems to be missing gratuity, leave encashment, or bonus, a request for a detailed breakup statement is the right next step before assuming anything was deliberately withheld.
What Information Should Be Included?
A request letter that includes these eight details rarely needs a clarification email back from HR — it gives them everything needed to action it on the first read.
What to Include
Why It Matters
Full name & employee ID
Lets HR/payroll pull up your file instantly without back-and-forth.
Department & designation
Useful for larger companies routing the request to the right HR business partner.
Date of resignation / retirement / contract end
Anchors the timeline and confirms which exit type applies.
Last working day
This is the date from which statutory payment timelines for wages are counted.
List of pending dues
Salary, leave encashment, gratuity (if eligible), bonus, reimbursements — be specific rather than just saying "my dues."
Request for a settlement statement
Asking for a written breakup protects you if you need to verify the calculation later.
A specific, reasonable response date
A concrete date (e.g. "within 7 days") is more effective than an open-ended request.
Your contact details & bank info reference
Confirms where the payment should go, especially if your bank details changed recently.
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Request Letter for Full and Final Settlement — Template
Use this as a formal letter (printed or attached as a PDF) when you want something more official than a quick email — for example, if HR has asked for a signed written request.
To,
The HR Manager
[Company Name]
[Company Address]
Date: [DD/MM/YYYY]
Subject: Request for Full and Final Settlement — [Your Full Name], Employee ID [XXXX]
Dear [HR Manager's Name / HR Team],
I am writing to follow up on my full and final settlement following my
[resignation / retirement / completion of contract], effective from
[Last Working Day].
I served my notice period and completed the exit formalities, including
[asset handover / knowledge transfer / clearance], as required. As per my
records, the following dues are pending:
1. Salary up to my last working day
2. Leave encashment for [X] days of unused leave
3. Gratuity (if applicable, based on [X] years of service)
4. Any pending bonus, incentive, or reimbursement
I would be grateful if you could process the settlement and share a
detailed statement showing the breakup of the final amount. It would help
me to receive this within [7–10] working days, i.e. by [date].
Please let me know if any further information or documentation is needed
from my end to complete this process.
Thank you for your assistance.
Warm regards,
[Your Full Name]
[Contact Number]
[Personal Email Address]
[Employee ID]
This is a starting template. Use the generator above to auto-fill your name, dates, and dues, and download it as a formatted Word document or PDF.
Professional Settlement Request Email Template
Most employees find email faster and easier to track than a printed letter. This shorter version works well as a direct email to HR.
Subject: Request for Full and Final Settlement — [Your Name], Emp ID [XXXX]
Hi [HR Contact Name],
I hope you're doing well. I'm writing regarding my full and final
settlement after my last working day on [date].
Could you please confirm the status of the settlement and let me know
when I can expect:
- Pending salary
- Leave encashment
- Gratuity (if applicable)
- Any other pending dues
It would help a lot if you could also share a breakup statement once
it's ready. I'd appreciate a response by [date, e.g. 7 days from today].
Thank you for your help — happy to share any additional details if
needed.
Best regards,
[Your Name]
[Phone Number]
F&F Reminder Email Template
If your first request hasn't gotten a reply after a week or two, a short, friendly reminder — not yet a firm follow-up — usually does the trick. Keep it brief.
Subject: Re: Request for Full and Final Settlement — [Your Name]
Hi [HR Contact Name],
Just following up on my email from [date] regarding my full and final
settlement. I haven't heard back yet and wanted to check on the status.
Could you please let me know where this stands, or if there's anything
pending from my side?
I'd appreciate an update by [date].
Thanks so much,
[Your Name]
Follow-Up Letter After No Response
If a polite request and a friendly reminder have both been ignored, it's reasonable to be more direct — while still staying professional. This version references the current statutory timeline without turning into a legal threat.
Subject: Second Follow-Up — Full and Final Settlement Pending — [Your Name]
Dear [HR Manager's Name],
I'm following up again on my full and final settlement, which remains
unpaid since my last working day on [date]. I had written on [date of
first request] and again on [date of reminder], but I haven't received
a response or payment yet.
I'd like to flag that wage-related dues are required to be settled
within two working days of an employee's exit under Section 17(2) of
the Code on Wages, 2019. It has now been [X] days since my exit.
I would appreciate it if this could be resolved by [date]. Please let
me know if there's a specific reason for the delay so I can understand
the situation better.
Regards,
[Your Name]
[Phone Number]
[Employee ID]
If this also goes unanswered
The next step is typically a formal demand letter that cites the relevant law more firmly and sets a final deadline before escalation to the Labour Commissioner. Our FnF demand letter generator is built for exactly this stage.
How Long Should You Wait Before Following Up?
This is the part most online guides get wrong or leave outdated. The actual statutory timelines differ by what's being paid, and they changed significantly with the Labour Codes that took effect on 21 November 2025.
Salary, leave encashment, statutory bonus
2 working days from last working day
Code on Wages, 2019 — Section 17(2)
In force nationwide since 21 November 2025. Applies to resignation, dismissal, retrenchment, and closure alike.
Gratuity (if eligible — 5+ years service)
30 days from the date it becomes due
Payment of Gratuity Act, 1972 — Section 7(3)
Employer must also issue Form L (notice of the calculated amount) within 15 days. Delay attracts statutory interest.
Provident Fund withdrawal/transfer
Typically processed via EPFO online claim, separate from employer F&F
EPF Act, 1952 (continues in force separately)
Not part of the employer's direct settlement — filed by the employee through the EPFO portal/UAN.
Internal company processing norms
Many companies still quote 30–45 days
Company policy / HR practice
This is a legacy operational habit, not a current legal minimum for wage components — useful to know when deciding how long to wait before following up.
A practical note on timelines vs. communication
The statutory deadline tells you what your employer is legally required to do — it doesn't dictate when you should send a request letter. A good rhythm for most employees is: send the initial request around your last working day, a friendly reminder after about a week of silence, and a firmer follow-up referencing the law if two or more weeks pass with no payment or explanation. Company policies, state-specific Shops & Establishments Act provisions, and your specific employment contract can also affect exact timelines, so treat the figures above as the general statutory floor rather than a universal guarantee.
Common Mistakes Employees Make
These are the patterns OfficeDraft sees most often in requests that don't get a fast response — and how to avoid each one.
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Opening with frustration instead of facts
Even if you're annoyed about the delay, an angry opening line makes HR defensive before they've even read your request. Lead with the facts — your exit date and what's pending — and save any firmness for a follow-up if needed.
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Being vague about what's actually owed
Writing "please clear my dues" gives HR nothing to act on quickly. Spell out each component you're expecting — salary, leave encashment, gratuity, bonus — so the request can be processed without a clarification email back to you.
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Sending it to the wrong person or only verbally
A verbal request to your old manager often goes nowhere once you've left the team. Send a written request directly to HR (and CC Finance if you know the contact), so there's a dated, trackable record.
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Not keeping a copy or read receipt
If you ever need to send a reminder, a follow-up, or escalate, having your original dated request is what makes the next letter credible. Save the sent email or a scan of the signed letter.
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Waiting too long before following up
Many employees wait 60–90 days assuming "that's just how it works." It isn't — wage components have a 2-working-day statutory timeline. A polite reminder after 1–2 weeks of silence is reasonable, not pushy.
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Signing the settlement before checking the breakup
Some companies ask you to sign an acceptance form before releasing payment. Request the detailed statement first, verify the numbers against your own calculation, and only then sign.
Best Practices for Communicating With HR
A request that's easy for HR to act on quickly is also the request most likely to get you paid quickly. These habits make the biggest difference.
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Stay professional, even if you're frustrated
You may need a reference or rehire option from this employer someday. A calm, factual tone protects that relationship without giving up your right to follow up firmly later.
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Put everything in writing
Phone calls and chat messages are easy to forget or deny. Email creates a timestamped record that strengthens your position if you need to escalate.
👥
CC the right people
Adding your reporting manager or the Finance/Payroll contact (if known) on the email often speeds up internal routing without needing to sound confrontational.
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Attach supporting documents
Include your resignation acceptance, relieving letter, or last payslip if you have them — it saves HR a step and shows you've done your part.
🗓️
Give a specific, fair deadline
"At your earliest convenience" gets deprioritised. "By [date], which is 7 working days from today" is easy to act on and easy to follow up against.
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Always ask for a settlement statement
A written breakup of salary, leave encashment, gratuity, and deductions lets you verify the amount is correct — and is essential if you ever need to dispute it.
This page reflects the payment timelines currently in force under the Code on Wages, 2019 (effective 21 November 2025) and the Payment of Gratuity Act, 1972, and distinguishes recommended communication practice from statutory legal rights.
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Written for employees, not HR
Unlike most F&F content online, which is written from the employer's side, every template and recommendation here is built around what helps an employee get a faster, clearer response.
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Educational only
This content is for information and education and does not constitute legal advice. For disputes that don't resolve through written requests, consult a qualified employment lawyer or the Ministry of Labour & Employment.
Methodology
Templates on this page were drafted from common HR request-letter conventions used across Indian companies, then checked against the Code on Wages, 2019, the Payment of Gratuity Act, 1972, and current Ministry of Labour & Employment guidance to ensure stated timelines and legal references are accurate as of the last update date above. The generator tool produces a personalized version of these templates using the details you provide; it does not collect or store sensitive employment data beyond what's needed to generate your document.
Frequently Asked Questions — Full and Final Settlement Request Letter
How do I write a request letter for full and final settlement?▾
Address it to HR, state your employee ID, last working day, and the reason for separation. List the dues you're expecting — pending salary, leave encashment, gratuity, and bonus if applicable — and ask for the settlement and a settlement statement. Keep the tone polite and factual, attach your resignation acceptance or relieving letter if you have it, and request a response by a reasonable date such as 7 to 10 days.
How long does an employer have to pay full and final settlement in India?▾
Under Section 17(2) of the Code on Wages, 2019, in force nationwide since 21 November 2025, wages payable on resignation, removal, dismissal, retrenchment, or closure must be paid within two working days. This covers salary, leave encashment, and statutory bonus. Gratuity follows a separate 30-day timeline under the Payment of Gratuity Act, 1972. Many companies still quote 30–45 days out of habit, but that is no longer the statutory minimum for wage components.
What should I include in an email to HR requesting final settlement?▾
Include your full name, employee ID, department, last working day, and the date your exit was accepted. List exactly what you're expecting — salary up to your last day, leave encashment, gratuity if eligible, and any pending reimbursements or bonus. Politely ask for the settlement amount and a breakup statement, and mention a specific date by which you'd appreciate a response.
Is a full and final settlement request letter legally required?▾
No — your right to your dues exists independently of whether you ask in writing. But a written request creates a clear, dated record that you asked, which becomes important if the employer delays beyond the statutory timeline and you need to send a follow-up, reminder, or eventually a formal demand letter.
What is the difference between a settlement request letter and a demand letter?▾
A request letter is a polite, first-contact communication asking HR to process your dues — it assumes good faith and a normal administrative delay. A demand letter is firmer, often cites specific statutory provisions, and is used after a request has been ignored. Start with a request letter; move to a demand letter only after a reasonable follow-up period with no response.
How do I follow up if HR does not respond to my settlement request?▾
Send a brief, polite reminder email referencing your original request and its date, restate what's pending, and ask for an updated timeline. If there's still no response after a second reminder, a more formal follow-up letter referencing the statutory payment timeline under the Code on Wages, 2019 is appropriate. If that is also ignored, the next step is typically a formal demand letter or a Labour Commissioner complaint.
This page is provided for educational and informational purposes only and does not constitute legal advice. It summarises payment timelines and recommended employee communication practices applicable in India as at June 2026, primarily under the Code on Wages, 2019 (in force since 21 November 2025, with Central Rules notified 8 May 2026) and the Payment of Gratuity Act, 1972. Exact timelines may also be affected by your specific employment contract, company policy, and applicable state-level Shops & Establishments Act provisions. It may not reflect subsequent legislative, regulatory, or judicial changes.
Reviewed by the OfficeDraft HR Documentation Team — last updated June 2026, template version v2.1. OfficeDraft is not a law firm and does not provide regulated legal services. For disputes that don't resolve through written requests, consult a qualified employment lawyer or the Ministry of Labour & Employment, India.
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