10 Effective Overtime Pay Email Sample Templates to Secure Your Righteous Claims

If you’re an employer, you know how important it is to pay your employees for their hard work. And if you’re an employee, you know how important it is to get compensated for every minute you spend working overtime. However, sending an overtime pay email to your employer can be tricky. You want to come across as professional, but you also want to make it clear that you deserve to be paid fairly.

The good news is that you don’t have to start from scratch. There are plenty of overtime pay email samples that you can find online and edit as needed. By using these samples as a starting point, you can save time and ensure that you’re using the right tone and language for your message.

So, if you’re ready to get the compensation you deserve, take a look at some of the overtime pay email samples available online. With a little editing and personalization, you can ensure that your message is clear, professional, and effective.

The Best Structure for Writing an Overtime Pay Request Email

As an employee, it’s important to be compensated for the time spent working overtime. Writing an email requesting overtime pay is not always a smooth process, but with a well-structured email, it can be stress-free. In this article, we will explain the best structure for writing an overtime pay request email that will increase your chances of getting paid for the extra hours you worked.


Begin the email with a short and polite introduction. Address the recipient by their name and indicate your position in the company. Also, mention that the email is regarding your overtime pay.

Explain the Purpose of the Email

In this section, explain why you are requesting overtime pay in detail. Provide information such as the date(s) you worked overtime and indicate the number of extra hours worked. Also, mention whether the company has a formal overtime policy to follow.

Provide Supporting Documentation

To support your claim, it’s always good to attach any relevant documentation such as timesheets or work logs to the email. This will add credibility to your request and prevent any unnecessary back and forth email communication between you and the employer.

Request for Action

In this section, make a direct and clear request for your overtime pay. Indicate the amount you should be paid and your preferred payment method, such as a check or direct deposit. Also, indicate when you expect payment to be made.

Show Appreciation

Keep the tone of your email polite and professional. Thank the recipient for their time and consideration. This will leave a positive impression and make it easier for future requests related to overtime pay.


In conclusion, having a well-structured overtime pay email will demonstrate your professionalism and position for a quicker response. The structure provided shows the required elements and creates a polite and clear request for action.

Overtime Pay Email Sample

Extra Hours Due to Urgent Project

Greetings Team,

I am pleased to inform you that due to your hard work and dedication, we have successfully completed a project that was critical for our company. As a result of your outstanding performance, I have approved overtime pay for all the team members who have worked extra hours during the project. Rest assured that your efforts are highly appreciated, and we value your commitment to the company’s goals. Thank you for your excellent work!

Best regards,

[Your Name]

Overtime Pay for Weekend Shifts

Dear Team Members,

I want to acknowledge the extra time and effort that many of you put in during our weekend shifts. Your extra work has been critical to our company’s success, and I want to express my appreciation for that. Therefore, we will pay overtime to those who worked more than 40 hours per week, including these weekend shifts. We hope this recognition shows how much we value your hard work and dedication to the company’s goals. Keep up the good work!


[Your Name]

Overtime Pay for Emergency Work

Dear {{Employee Name}},

Thank you for your recent efforts in completing your tasks on {{Time}}. Due to the urgency of the situation, you were required to work extra hours. This resulted in your total hours exceeding the standard 40 hours. We appreciate your hard work and dedication to this company, which is why we will compensate you for the additional hours worked. Please see the Human Resources department for the overtime pay process. We hope your commitment to the company’s goals continues to grow this year.

Best Regards,

[Your Name]

Overtime Pay for Holiday Work

Dear {{Employee Name}},

I want to thank you for demonstrating your dedication and commitment to our company by working during the holiday shift. Employee contributions like that are what makes our company stand out, and I would like to inform you that we will compensate you for the additional hours worked. Please see the human resources department for the overtime pay process. I appreciate your hard work and loyalty to our company. Let’s make the next year even better.

Kind Regards,

[Your Name]

Overtime Pay for Employee Training

Dear {{Employee Name}},

I am happy to approve overtime pay for the hours you have worked for company training. We know that attending training sessions outside of regular working hours can be overwhelming at times. However, the skills and knowledge gained from such training sessions are essential in ensuring that our company offers the best services to our clients. We appreciate your time and effort in attending these training sessions, and rest assured that we value your continuous development and progression with the company.

Best Wishes,

[Your Name]

Overtime Pay for Meeting Deadlines

Greetings Team,

I was thrilled to receive the good news that our team had met our primary deadline for an important project. This is a testament to our hard work and dedication to achieve the company’s goals. Therefore, as a token of gratitude, I am pleased to award overtime pay for all the team members who worked extra hours to meet this deadline. Your efforts are valuable to this company, and we appreciate your commitment to hard work and exemplary teamwork. Keep up the good work, team!


[Your Name]

Overtime Pay for Working on Weekends

Dear {{Employee Name}},

I wanted to acknowledge the extra time and effort you put in during our weekend shifts. We know that working during the weekends can sometimes be challenging, but your contributions have been critical to our company’s success. Therefore, we are happy to announce that we will pay overtime for those who have worked more than 40 hours per week, including weekends. This recognition demonstrates our acknowledgment of your significant efforts, and we hope that it motivates you to work at your best in the future.

Best Regards,

[Your Name]

Related Tips for an Overtime Pay Email Sample

It’s essential to follow proper etiquette when requesting overtime pay from your supervisor or employer. The following tips may help you make a successful request and avoid any confusion or misunderstandings.

1. Make your intentions clear from the outset

Miscommunication or vagueness can lead to unnecessary delays and stress. When you send an email requesting overtime pay, be sure to state your intentions clearly and precisely. Explain why you believe you’re eligible for overtime pay, and make it clear that you’re submitting a formal request.

2. Highlight your Value

If you’ve worked overtime, you presumably believe that your contribution to the project or company’s overall success warrants extra compensation. Emphasize your value to the company when requesting overtime pay. Point out any accomplishments you’ve achieved during the overtime work, and explain how this has benefited the company’s bottom line.

3. Use Precise Language

The language you use in your email can impact how your request is perceived. Use precise language and ensure that your email is free from typos or errors. Be polite and professional in your tone and avoid any language that could be misinterpreted as rude or confrontational.

4. Attach Relevant Documentation

When you send your overtime pay email, you should attach any relevant documentation that supports your case. This could include time sheets, receipts, or any other documents that demonstrate your work and its duration. This will help build your case for overtime pay.

5. Follow up with your supervisor or employer

Sending an email requesting overtime pay is just the first step. Be sure to follow up with your supervisor or employer regularly, so you don’t fall through the cracks. Keep track of any responses you receive, and be proactive in following up if you don’t receive any. You’ll show that you’re serious about your request, and it will increase the likelihood of a positive outcome.

In summary, the above tips can help you successfully navigate the process of requesting overtime pay. By being clear, professional, and well-organized, you’ll make a strong case for receiving overtime pay, making it more likely that your request will be approved.

FAQs about Overtime Pay Email Sample

What is overtime pay?

Overtime pay refers to the extra compensation that employees receive for working additional hours beyond their regular work schedule, usually over 40 hours per week.

Who is eligible for overtime pay?

Most hourly workers and some salaried employees are eligible for overtime pay as per the Fair Labor Standards Act (FLSA) guidelines.

What is the overtime pay rate for hourly workers?

The overtime pay rate for hourly workers is usually 1.5 times their regular hourly rate of pay.

How is overtime pay calculated for salaried employees?

Overtime pay for salaried employees is calculated based on an hourly pay rate, which is determined by dividing the weekly salary by 40 hours.

Are there any exceptions to overtime pay?

Some employees are exempt from overtime pay, such as executives, administrative, and professional employees, as determined by FLSA regulations.

What should an overtime pay email sample include?

An overtime pay email sample should include the employee’s name, the number of overtime hours worked, the hourly pay rate, and the total overtime pay amount.

When should employees expect to receive their overtime pay?

Employees should expect to receive their overtime pay in the same paycheck as their regular pay, typically on the next scheduled payday after the overtime hours were worked.

What should employees do if they do not receive their overtime pay?

Employees should contact their employer’s HR department or payroll administrator to inquire about their missing overtime pay.

Can employers require employees to work overtime?

Yes, employers can require employees to work overtime, but they must comply with FLSA guidelines in compensating employees for their extra hours worked.

Thanks for checking out our overtime pay email sample!

We hope this guide has been helpful in crafting your own personalized email requesting overtime pay. Remember to always be professional and clear in your communications with your employer. And if you need any more tips or advice, be sure to check back with us again soon! Thanks for reading and happy writing!