Few things spike your heart rate like checking your bank app on payday and seeing… nothing. You’re angry, worried, and tempted to fire off a “Where’s my money?” email. Totally normal reaction. It’s also the moment when tone and timing matter most. Handle it well and payroll issues get fixed fast. Handle it poorly and you ignite defensiveness, stall the fix, or create new problems.

This guide walks you through a steady approach: confirm the facts, use language that gets help instead of heat, and know how to escalate if HR goes quiet. You’ll also pick up a simple prevention routine so this doesn’t become a monthly saga.

Start with facts, not frustration

Before you contact anyone, make sure you’re right on the numbers and the rules. Pay errors usually fall into a few buckets: incorrect hours, missing overtime, late direct deposit, or classification mix-ups that change what you’re owed. Spend ten quiet minutes lining up the basics—your timesheet, the pay period dates, expected deposit date, and the last pay stub or portal screenshot. When you open with specifics, HR can move immediately instead of guessing.

In California, certain items must appear on wage statements (hours, rates, pay period, legal entity, and more). If the issue is recurring or your pay stub seems off, read the state’s wage-statement requirements so you know what to ask for and what might be missing. See the statute for required items in wage statements: California Labor Code §226.

If the problem is late or missing final pay after a separation, timing isn’t a “nice to have”—it’s the law. California’s waiting time penalties are spelled out in Labor Code §203, which exists to discourage employers from dragging their feet when wages are due. Knowing these details helps you ask for the right fix and signals that your request is grounded, not emotional.

How to tell HR you haven’t been paid—wording that cools the temperature

The goal is clarity without accusation. Open with the facts, ask for a specific action, and set a polite follow-up window. Avoid labels like “stolen” or “illegal” on first contact unless the situation is extreme and documented. Calm language gets you a quicker resolution and a better paper trail if you do have to escalate.

Try this structure:

Start with the objective header.
Subject: Pay not received for [Pay Period: MM/DD–MM/DD]

Lead with the facts in one short paragraph:
“Hi [HR/Payroll Name], I’m writing to flag that I haven’t received my pay for the [MM/DD–MM/DD] period. My records show [X regular hours + Y overtime], with a usual deposit date of [Day/Date]. I’ve attached my timesheet PDF and a screenshot from the payroll portal.”

Ask for the fix and give a reasonable deadline:
“Could you confirm the status and advise on when the deposit will be made or if a manual check is needed? If there’s any discrepancy in hours or rate, I’m happy to review side-by-side today. I’d appreciate an update by [time/date] so I can plan accordingly.”

Close with appreciation:
“Thanks for your help—let me know what else you need from me.”

If you’re in California and the issue keeps happening or HR isn’t responding, it’s useful to know where formal help lives. If you ultimately need counsel or a clear next step, you can report unpaid wages in CA through a practitioner who handles wage disputes; even reading through their FAQs can help you frame the right questions for HR.

If you want to sharpen the tone, cadence, and empathy in your message before sending, skimming a conversation guide can help. This site’s communication resources are a useful tune-up when you’re writing under stress: check the speaking and message-craft tips at practical communication coaching.

Escalation without drama: follow the paper, set checkpoints

When HR is responsive, most payroll errors get fixed within a business day or two. If things stall, escalate methodically—don’t start a fight, start a record.

First, send a short same-thread follow-up. Reference your original email’s date and attach the same documents so HR doesn’t have to hunt. Keep the ask specific (“Could you confirm deposit timing or alternative payment today?”). If your manager controls time approvals, copy them once—politely—so they can nudge the queue. If your employer uses a ticketing system, open a ticket and include that number in your email; tickets create timestamps HR can’t ignore.

Second, set a firm, reasonable checkpoint. For example: “If we can’t resolve by [date/time], I’ll need to explore other options to ensure wages are paid.” That line is not a threat; it’s transparency. It helps HR triage you correctly. If you’re in California and the issue isn’t resolved, the state’s labor agency outlines how to file a wage claim in California and what documents you’ll need. That page also covers response timelines and what happens after you submit—useful context even if you’d rather not file.

Third, if your situation crosses state lines or involves federal wage-and-hour issues (like overtime under the FLSA), the U.S. Department of Labor explains the complaint process, what to bring, and how investigations work. A quick read will help you decide whether to go state, federal, or both for your facts: Wage and Hour Division complaint process.

One more note: retaliation for raising good-faith wage concerns is unlawful. Keep your emails factual and professional, and save everything (including read receipts or portal messages). If leadership tone changes after you report, document those incidents with dates and specifics. Clear, cool notes now are gold later.

What to say—in real words—when it’s underpayment, late pay, or misclassification

“Unpaid” isn’t the only headache. Underpayment, “missing” overtime, and misclassification (treated like a contractor when you’re really an employee) all change how you approach HR. The common denominator: keep it short and specific.

Underpayment (short paycheck):
“Hi [Name], my [MM/DD–MM/DD] pay appears short by [X hours/Y amount]. I’ve attached the approved timesheet and the portal screenshots showing [X overtime hours at 1.5x]. Could you review and advise on the correction timing? I’m available today to reconcile line-by-line if helpful.”

Late direct deposit:
“Hi [Name], my deposit for [period] hasn’t posted. My bank confirms no pending ACH. Could you verify whether the file was sent and, if not, whether a manual check can be issued today? I can stop by for pickup if needed.”

Possible misclassification:
“Hi [Name], I wanted to confirm my status for pay and benefits. I’ve been scheduled and supervised like employees on [Team], with set hours and manager approval. To ensure I’m paid correctly (including overtime if applicable), could we review whether my classification should be employee rather than contractor?”

If your message would benefit from a stronger delivery (calm tone, clear ask, firm close), sharpen it using a quick messaging checklist. The storytelling and delivery tips at speakawesomely are designed for tough conversations where you want compliance, not conflict.

The two-week plan: from first email to resolution

Think in 48-hour sprints. Day 0: send the initial note with attachments. Day 2: follow up on the same thread; add your manager if appropriate. Day 4 or 5: ask for a brief call to reconcile discrepancies live; calendar the meeting and send your list of questions ahead of time. Day 7–10: if there’s still no resolution and you’re in California, submit an online wage claim with the Division of Labor Standards Enforcement and include the exact documents HR keeps requesting; the state provides a step-by-step filing guide here: How to file a wage claim in California. If your facts implicate federal wage rules or cross-state work, review the federal pathway, too: U.S. DOL—How to file a complaint.

As you plan timing, remember: persistently late pay or sloppy wage statements aren’t just bad form. California law sets out penalties for late final wages and requires specific information on pay stubs. Reading the statutes keeps your emails precise and avoids misstatements that derail conversations. For reference, here are the statutory summaries again: Labor Code §203 (waiting-time penalties) and Labor Code §226 (wage-statement items).

If you do file, keep your tone steady internally. Your goal isn’t to “win” a fight; it’s to get paid and prevent repeat errors. Keep doing the job professionally, document any schedule or assignment changes that feel retaliatory, and save any internal messages related to your claim.

Prevent it next time: a short, repeatable system

A few habits eliminate most payroll drama. First, audit your pay stub as soon as it arrives. Confirm hours, rate, overtime, and balances. If your employer uses an app, screenshot the timecard right after you submit it and again after approval. Create a simple “Pay” folder in your personal cloud with subfolders by pay period; drop timesheets, approvals, and pay stubs there. It pays off—literally—when something goes sideways.

Second, be explicit about deposit timing with HR before it matters. Ask, “What’s our cutoff and deposit day?” and write it down. If you’re new, ask for the step-by-step: how hours are approved, what triggers delays, and who to contact on payroll days. That way, when something slips, you’re not guessing.

Third, practice the hard sentence ahead of time so it comes out calm: “I haven’t been paid for [period]; what’s the quickest way we can fix this today?” The delivery matters as much as the words. If you need a quick refresh on how to keep tone steady under stress, the conversation tools at Speak Awesomely’s blog are worth a five-minute skim.

Finally, if you’re leaving the company, ask HR (in writing) about the exact timing of your final pay and any accrued vacation payout. California’s waiting-time penalty rules exist for a reason. Knowing what triggers penalties keeps everyone honest on dates and prevents last-day drama.

Conclusion

You don’t have to choose between being paid and keeping the peace. Confirm the facts, tell HR you haven’t been paid in clear, neutral language, and use steady checkpoints to nudge resolution. If needed, escalate with the state or federal channels linked above. Do that—and build a simple prevention routine—and you’ll handle “how to tell HR you haven’t been paid” like a pro, without lighting a fuse.

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