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Template · Client
Payroll Monthly Changes Request Template (UK, Free)
Ensure your monthly payroll runs are accurate by capturing all changes in one go.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 23 September 2026
Quick answer
A payroll monthly changes request is sent to employers to gather updates like overtime, bonuses, unpaid leave, or staff departures. Using a structured request prevents late adjustments and ensures employees are paid correctly and on time.
Who is this sent to, and when?
- Sent to
- Client
- When to send it
- Monthly, at least 5 working days before the payroll run
What changes should you ask for?
Any variation from the standard monthly salary needs to be captured.
Routine requests should cover all variable pay elements and status changes.
- Overtime hours and rates
- Bonuses or commissions
- Unpaid leave or sickness (SSP)
- Maternity/Paternity pay (SMP/SPP)
- Details of any staff leaving the business
- Changes to employee home addresses
Preview the template
Check the current process on GOV.UK before sending — many requests are now made online.
Payroll Monthly Changes Request Template (UK, Free)
Subject: Payroll Changes for [Month/Year] - Action Required
Dear [Client Name],
It is time to process the payroll for [Month/Year]. To ensure all staff are paid correctly, please provide details of any changes or adjustments by [Date].
Please include:
Overtime hours worked.
Any bonuses, commissions, or one-off payments.
Details of any sickness or unpaid leave.
Information on any
Preview shows the opening and key sections. The full editable file is free to download below.
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Send this from Remindoo
Save it once in Remindoo and send it from there. Store the wording as an email template, then use tokens so client names, company numbers and dates fill in automatically. Send it to one client or to a filtered group with bulk client emails. For requests that repeat, pair it with automated reminders and a recurring task so it goes out every period without anyone remembering.
What are the common mistakes?
- Missing the cut-off date
- Forgetting to report leavers
- Incorrect overtime calculations
- Not recording unpaid leave
- Processing without client confirmation
“Managing deadlines and tasks is much easier.”
Frequently asked questions
When should I send this?
Usually 5-7 days before your processing deadline.
What if there are no changes?
Always get a positive confirmation that nothing has changed.
How should they report overtime?
A simple spreadsheet or a clear list in the portal works best.
What about SSP?
Ensure they provide dates of sickness to calculate SSP accurately.
Can I automate the reminder?
Yes, Remindoo’s recurring tasks are perfect for this monthly cycle.
Do I need to ask about leavers?
Yes, so you can issue P45s and stop payments immediately.
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Sources
Last updated 23 September 2026. General guidance, not regulatory advice.
Why recording every task matters in an accountancy practice
Accounting firms run on deadlines: VAT returns, payroll, confirmation statements, accounts and Self Assessment. Recording every job as a task, with an owner and a date, is the simplest way to make sure nothing is missed.
Avoid penalties
HMRC and Companies House charge penalties for late filing. A task for every deadline, with an internal date before it, gives the team a buffer.
Nothing depends on memory
Recorded tasks mean work continues when someone is off sick, on leave or has left the firm.
Consistent quality
Subtask checklists make every job follow the same steps and reviews, whoever does the work.
Visibility for managers
Filters by owner, status and deadline show at a glance what is late, what is due and who needs help.
Practical tips from UK practice
- Set an internal deadline two to four weeks before every statutory deadline.
- Use recurring tasks for repeat work such as VAT, payroll and bookkeeping.
- Break larger jobs into subtasks, including a review step.
- Comment on the task instead of by email, so the history stays with the work.
Related Remindoo features
Written and reviewed by Waqas Sagar ACA FCCA FMAAT, Chartered Accountant with 18+ years in practice. Founder and MD of Accotax, an ICAEW, ACCA and AAT regulated London practice that has served over 5,000 clients, and founder of Remindoo. Guidance is general; check current GOV.UK and professional body guidance for your firm.
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