Practical guide
How to Document an Unpaid Salary Claim
A well-organised record turns a frustrating situation into a clear, checkable claim. Follow these seven steps to gather what you need — and to protect your privacy while you do it.
Step 1: Gather Employment Documents
Start with the documents that establish what you were promised: your offer letter, employment contract, any salary revision or promotion letters, and employment policies that deal with pay, allowances, or bonuses. These set the baseline against which payments are measured.
Step 2: Record Payments Received
Payslips show what the employer reports paying and deducting. Your bank statements show what actually arrived and when. Collect both for every period in question, and note any gaps or mismatches.
Step 3: Calculate the Claimed Amount
Work period by period. The example below is purely illustrative — the figures are hypothetical and do not relate to any actual Food Market Hub claim.
| Month (hypothetical) | Due (RM) | Received (RM) | Outstanding (RM) |
|---|---|---|---|
| Month A | 4,000 | 4,000 | 0 |
| Month B | 4,000 | 2,000 | 2,000 |
| Month C | 4,000 | 0 | 4,000 |
| Total | 6,000 |
Use net or gross figures consistently, and note which you used.
Step 4: Build a Written Chronology
List events in date order: when each payment was due, when you followed up, and whether — and how — anyone responded. Link each entry to a supporting document. A chronology makes it easy for a reviewer to understand the history at a glance.
Step 5: Keep Communications Organised
Save relevant emails and written messages, including any promises about payment dates. Export or screenshot messages with the date and sender visible. Store everything in one folder, named consistently (for example 2026-03-05_email_HR_reply.pdf).
Step 6: Protect Private Information
Before sharing documents with anyone, redact information that is not needed, such as:
- Full bank account numbers.
- MyKad, passport, or other identity numbers.
- Home addresses.
- Signatures.
- Unrelated personal information about you or other people.
Step 7: Prepare a Clear Written Request
Adapt this sample to your situation:
Subject: Request for reconciliation of outstanding salary — [Your name], [Employee ID if any] Dear [Name / HR Department], I am writing about salary I believe remains outstanding for the following period(s): [months]. Based on my employment terms dated [date] and my payslips and bank records, I calculate the outstanding amount as RM [amount]. A summary of my calculation is attached. I would be grateful if you could: 1. Confirm whether you agree with this amount, or explain any difference; 2. Tell me which records, if any, you need from me; and 3. Provide a written payment schedule with specific dates. I would appreciate a written reply by [date]. Please let me know who I should contact about this matter. Thank you, [Your name] [Contact details]
Before Anything Is Published
Records should be reviewed carefully before any allegation is made public. Unverified or inaccurate claims can harm the people making them as well as the people they concern. If you share an account with this website, it is reviewed under our editorial policy and nothing is published automatically.