Notification of salary changes. Sample and download form 2021

When necessary

It is important to understand that notification to an employee is a mandatory document when making adjustments to wages. Thus, only when the organizational basis of the enterprise’s activities or the technological process of labor changes, the manager has the right to adjust the employee’s salary downwards.

To do this, you must first provide your subordinate with a notice of changes in wages (a sample for 2021 will be later in the article). Such a document is drawn up in free form. It aims to achieve agreement on both sides.

Changes to the wage regulations

Issues of settlements with personnel are regulated not only by employment contracts, but also by local regulations of the enterprise. In this case, the nuances of wage calculation are displayed in detail in the instructions or regulations on remuneration, which the employee is introduced to before signing the employment contract.

The convenience of the provision is, first of all, that there is no need to spell out everything in the employment contract every time; it is enough to make references to the clauses of the main document. This saves time and resources. For example, it was necessary to rework the remuneration system by introducing new (or eliminating existing) criteria of efficiency, effectiveness, complexity, tension, or something else. The wording can be voluminous and include formulas, calculations, presentation procedures, etc. Writing this every time in each employee’s employment contract may not be entirely convenient: there is a lot of paper, and you can make mistakes if you retype it every time. And if you simply refer to the new point of the provision, then this saves both effort and nerves and minimizes possible errors.

It’s another matter when the question arises of how to formalize changes to the payment regulations. In this case, the administration makes an order to change the wage regulations. Is it necessary to warn employees about the amendments being made? Of course, because this issue is an essential condition of the employment contract.

How to make changes to your organization's benefit regulations

For example, salary payment dates change. In this case, an order is drawn up in free form, in which the following must be stated:

basis (what caused the changes);
timing (when the new rules come into force);
instructions to responsible persons for delivering notifications to employees about upcoming changes;
who will be responsible for carrying out the order itself.

Conditions for salary reduction

The amount of wages is an indispensable condition of the employment contract, which is approved by mutual consent of management and employee.

Meanwhile, the employer can make changes to working conditions due to modifications of technological or organizational issues. Thus, the basis for a reduction in payment may be:

replacement of equipment;
change in labor process technology;
changes in organizational structure.

Moreover, a salary reduction is impossible without amending the employment contract. And by changing the points of this document, the manager does not have the right to adjust the labor functions of the company’s employees.

Reductions in wages must be documented. And first, an employee of the enterprise must receive notification of a reduction in salary.

He must receive such documentary notice at least 2 months before the changes come into force. During this period, the company cannot make changes in terms of working conditions that worsen the employee’s situation.

Also see “How to reduce salary at the initiative of the employer and is it possible.”

In what situations does salary reduction most often occur?

Employee salaries may decrease due to both internal and external reasons.

Internal ones most often include financial problems of an enterprise caused by production difficulties - interruptions in the production of goods, a decrease in its volume, quality, etc. as well as ineffective management or unsuccessful reorganization of the company.

External reasons - loss of established contacts with suppliers of raw materials or distributors of finished products, also leading to a budget deficit for the company, changes in legislation, etc.

Regardless of the circumstances under which the administration decides to reduce wages, it must adhere to a certain procedure in this matter, which includes mandatory written notification to staff.

How to apply

The current legislation does not provide for a mandatory form of notification of changes in wages. The 2021 sample of this document is drawn up on the company’s letterhead in a free format. It must indicate:

polite address to the employee - with the first and patronymic (if any);
message about changes in salary;
the date of possible commencement of the new terms of labor relations;
information about the reason for the salary change;
confirmation of the employee’s consent to the new conditions (his signature is required);
date of notification;
manager's signature.

Keep in mind: in the document on behalf of the head of the organization, all these positions must be indicated.

Sample notice of salary change downward

The current legislation does not provide for a mandatory form of notification of salary changes. Therefore, it is compiled in free form, but preferably on the company’s letterhead. Below is a sample example:

NAME OF ORGANIZATION, ADDRESS, INN, KPP, TELEPHONE ____________ "__"__________ 20__
NOTICE No. ___________ about a downward change in salary
Dear ___________________________________!
Hereby LLC (CJSC/PJSC, etc.) “__________________________” notifies you of a change in the size of your official salary from _________ (amount in figures and words) rubles per month to _______________ (amount in figures and words) rubles per month starting from “__” _________20__. in accordance with the new staffing schedule. The new staffing table was approved by order of the General Director dated “__” ________20__. and comes into force from “__”________20__.
If you disagree, you can:
– within 2 calendar months from the date of familiarization with this notice, negotiate with management in order to come to a mutually acceptable agreement on wage conditions; – to be dismissed by “agreement of the parties” on the basis of paragraph 1 of part one of Art. 77 Labor Code of the Russian Federation; – to be dismissed for “the employee’s refusal to continue working due to a change in significant working conditions” on the basis of paragraph 7 of part one of Art. 77 of the Labor Code of the Russian Federation.
I have read the notice _____________________ and agree/disagree _____________________ (personal signature, date).
Date __________________________

Since the mandatory form of the document in question is not fixed by law, accordingly, there are no clear rules regarding what is indicated in the notice of salary change. However, the main three scenarios for the development of events (see sample) must be listed in it.

When there is no agreement to reduce salary

You can often encounter a situation where an employee refuses to accept an offer to reduce his pay. In such cases, the head of the enterprise is obliged to provide all available other vacancies that correspond to the professional characteristics of the employee.

If proposals for transfer do not satisfy the interests of the employee, then he is fired:

due to refusal of all work options provided that were suitable for him;
at your own request.

The notice is prepared separately for each employee. Other jobs may be offered under the same notice.

If an employee refuses the proposed job or there are no corresponding vacancies at the enterprise, then the employment contract is terminated in accordance with paragraph 7 of part one of Article 77 of the Labor Code of the Russian Federation.

Upon dismissal from office, the organization is obliged to pay:

earned salary at the time of termination of the employment contract;
compensation for unused vacation days;
severance pay corresponding to the average salary for 2 weeks.

The following shows an example of a notice of changes in wages for 2021:

Also see “Remuneration Regulations: What the 2021 Sample Should Be.”

More or less

Regardless of whether the employee’s salary is reduced or increased, the requirement to notify the employee of changes in payment is mandatory.

And if, even hypothetically, it is difficult to imagine that an increase in salary will cause objections from the employee, then a notice of a reduction in wages is quite capable of entailing the employee’s disagreement.

At the same time, the law strictly limits the possibility of salary reduction.

Yes, Art. 74 of the Labor Code of the Russian Federation states that organizational or technological modifications in working conditions give the employer the right to reduce employee salaries. At the same time, a reduction in payment is impossible if the technological and organizational conditions remain the same.

The specified technological and organizational changes mean:

modifications in technology;
introduction of new technology;
reorganization of production.

Regardless of the reasons, all changes must be formalized by an order introducing changes in working conditions with simultaneous notification of employees about the salary reduction.

How to change the form of payroll calculation at an enterprise?

To register the employment relationship, an employment agreement is concluded between the employer and employee. It must reflect the rules and technology for paying wages. When creating a document, you must be guided by Article 57 of the Labor Code of the Russian Federation.

Article 72 of the Labor Code of the Russian Federation states that any adjustments to an employment contract are made only by mutual consent of the parties who entered into it.

However, there are some exceptions, which are also mentioned in the Labor Legislation.

The circumstances on the basis of which the remuneration system may change are regulated by Article 74 of the Labor Code of the Russian Federation. They are mainly associated with changes in working conditions - technological and organizational.

More detailed situations are described in the regulatory act. For example, these could be:

change in production technology;
carrying out reorganization measures affecting the structure of the company.

The list of reasons, the occurrence of which gives the right to make adjustments to the established wage system, does not have clear restrictions. In this regard, in the process of changing the terms of calculation and payment of wages, a conflict may arise between the parties to the employment agreement. The reason for its occurrence is the disagreement of the employee.

In this case, the head of the company must prove that he is right.

If he does not find evidence confirming the validity of the actions taken, they may be considered unlawful.

If there are no compelling reasons for introducing changes, they can only be adopted with the consent of the employee.

Upon receipt of a refusal to accept new terms of remuneration, the employer must offer the employee to take another position.

The appeal must be submitted in writing. The vacancy is selected taking into account the health status of the working citizen. In the absence of such, the employment relationship may be terminated.

The terms of remuneration may be reflected not only in the labor and collective agreement, but also in the relevant Regulations. When changing the system, additional agreements must be concluded with employees. If there is a Regulation, its new version is published.

Registration at the initiative of the employer

It is possible to change the wage system only if there are objective grounds, which are provided for in Article 74 of the Labor Code of the Russian Federation.

Any adjustments must be made accordingly.

Making changes involves performing actions that must be performed in a certain sequence:

Sending a notification to employees about upcoming adjustments.
Receiving a response from an employed citizen.
Offer to take another position (if changes are refused).
Issuance of an order. Depending on the situation - about terminating the employment contract or changing its terms.

Each document must be drawn up in accordance with established rules.

Employee Notification Form

The notification is a document that, in this case, must reach the employee no later than 2 months before the planned date of entry into force of the changes. This period is considered minimal.

If possible, the manager should notify the employee of changes as early as possible.

If the employer is an individual, notice must be sent 2 weeks before the adjustments are made.

Leaders of religious institutions notify employees 7 days before implementing changes.

The notification is issued in free format. To write it, you can use the organization’s letterhead, if available.

The paper contains the following information:

information about the employer;
Title of the document;
initials and position of the worker;
justification for the need to make adjustments - a detailed indication of the reasons for making the changes;
date of implementation of the new remuneration system;
line to mark the employee’s decision;
date of document execution;
manager's signature.

notifications about changes in the form of remuneration - word.

Is written consent required from the employee?

Article 72 of the Labor Code of the Russian Federation reflects the moments upon the occurrence of which the employer has the right to make adjustments to the established wage system without the consent of the employee.

The remaining rules for documenting this process must be followed.

In the notification that the employer sends to the employee, there is a special field in which the working citizen puts a mark on his decision - whether he accepts or rejects changes in the terms of remuneration. Further management tactics depend on the employee’s response.

Sample order

Changes of this type come into force after the relevant order is issued. There is no unified form for its preparation; therefore, it is permissible to use a form developed by the enterprise.

The document must reflect the following information:

company information;
place and date of issue of the order;
name of the documentation;
text of the order:

— reference to Article 135 of the Labor Code of the Russian Federation, in accordance with which changes are being made;

— initials and position of the employee;

— the date from which the changes come into force;

— indication of the person responsible for concluding an additional agreement with the employee;

— indication of the person responsible for executing the order;

initials and signature of the general director of the enterprise.

If the company has a collective agreement, before issuing an order, it is necessary to change the general provisions regarding technology and wage conditions. The rules for making adjustments of this nature are reflected in Article 44 of the Labor Code of the Russian Federation.

order to change the wage system – word.

Technology for making adjustments to the Regulations

Before making changes to the Regulations, the intention to take this action must be communicated to the union employees.

The chairman of this body is notified in advance of upcoming adjustments to the document.

After this, a meeting takes place at which the head of the company voices the reasons for which the need to implement changes arose.

It is important that the new conditions should not be worse than the previous ones.

The next step is to develop a new Regulation. After its approval with the help of an order, the previous version is invalidated.

Procedure for notifying employees

All employees whose essential working conditions are subject to changes must be notified in writing. Labor legislation establishes minimum terms:

no later than two months before innovations for a legal entity;
no later than 14 calendar days for individuals;
no later than 7 calendar days for religious organizations.

The notification can be in the form of a written notice or an order for the organization, which is presented to employees against signature. The document necessarily reflects the reason and nature of the upcoming changes. It is still recommended to use separate notices to avoid labor disputes.

A two-month period is given to the employee so that he either agrees to the proposed new conditions or has the opportunity to find another job.

In what cases is it compiled?

It is the right of the employer to make changes to employment contracts in accordance with Art. 74 of the Labor Code, but in compliance with all organizational measures that entail these changes. The basis for drawing up a notification is:

changes in the technological production process in the organization;
activities related to staff reduction or optimization.

At the same time, the employee’s labor functions are preserved. Changes initiated by the employer require compliance with documentary and organizational procedures.

Changes to the employment contract can also occur at the initiative of the employee, for example, if he wants to move to another position or change his work schedule. In this case, a written application from the citizen addressed to the head of the organization will be required. If the employer does not object, then the notification will become only a formality that is required to be observed by law.

Document preparation - sample

The legislation does not establish a strict form of notification, but requires that it be in writing. The employer can independently develop the document, but in compliance with the required details. The document must contain:

information about the reasons for the changes;
the nature of the upcoming changes;
date of drawing up the document (from this moment the countdown will begin, after which the changes will come into force).

It is advisable to indicate in the notice the period given to the employee to make a decision about working under the new conditions.

The notice must contain:

name of the document (notification);
from whom and to whom the document is sent;
date and number;
the cause and nature of the changes;
the date from which the changes will take effect;
signature of the responsible person.

The employee may be offered a different job if he refuses the proposed changes. Any vacant position in the organization is required to be considered. The text of the notice also specifies the option of dismissal if the employee is not ready to continue working under the new conditions, or is not satisfied with the available vacancies.

Form of notification of changes in the terms of the employment contract: example 1 and example 2

Samples of notifications about changes in the terms of an employment contract:
about work schedule
about working hours

Regarding notification, the Labor Code does not insist on issuing a document against the employee’s signature, but practice shows that this is how the employer can prove that he notified the employee on time. Therefore, it is drawn up in two copies, one of which, signed by the citizen, is kept in the personnel department, and the second is in his hands.

If the employee refuses to put his signature on the notice, the employer can draw up a corresponding act, which will become evidence in the event of labor disputes.

What is the basis for notifying an employee about changes in wage conditions?

When studying this topic, you must first familiarize yourself with the contents of Article 74. Labor Code of the Russian Federation. Changes in wages in accordance with the Labor Code are allowed, and the employer can formalize the innovations directly on his own initiative. All that is required from management is compliance with the established procedure and the presence of acceptable grounds. The law names two main reasons:

production technology was changed;
the need for organizational measures.

Deciphering the above, you should turn to working practice. This decision is made most often due to a decline in production. For example, if there are no orders for a long time, management may introduce new wage rules.

However, to do this, directors must first issue a notice to employees. The employee has the right to refuse and resign. If an employee decides to leave the company, then after the dismissal order is issued, he will still have to be paid two weeks of average earnings.

How to properly issue a notification of changes in wage conditions?

To issue a notification, you can take a standard A4 piece of paper. There are no special forms for writing this message established by law. The legislation only specifies the requirements for the content of the document.

Firstly, it is recorded on the basis of which the decision was made to change the remuneration system. The employee’s right to refuse the changed conditions must be mentioned. Additionally, the notification should include a list of positions that are vacant for applicants who refuse to continue to perform direct duties in new circumstances. It is accepted that the employer simply may not have positions suitable for employees. In this case, the contract is terminated on the basis of Article 77. 7 p. TK.

In addition to the content, there are requirements for mandatory details:

name of company;
date of writing the message;
availability of signatures.

Until the employee signs that he agrees with the innovations, they cannot come into force.

By the way, the website contains material regarding filling out the notification form for termination of an employment contract with a foreigner (according to the 2021 law).

Deadlines for notification of changes in wages

When changes in wages are initiated by the employer, employees should have time. Therefore, from the date of receipt of the notification to the expected date of entry into force of the innovations there must be at least two months. It is possible that the message that the salary will change will be given to the employee earlier. A two-month period is provided in order to provide guarantees to employees who decide not to continue their labor cooperation. It is assumed that during this time employees will be able to find a new job. At the same time, for 2 months the dismissed person will receive the salary specified in the contract. After termination, he will additionally receive benefits in the amount of two weeks’ average earnings.

Sample notification of changes in wage conditions

In order to communicate about the new wage system, you can use the company letterhead. After the name of the document (“Notice…”), you need to contact the employee “Dear Full Name”. Next, a warning about upcoming changes to the terms of the contract is directly indicated.

It is necessary to mention the basis for the new conditions, and also refer to Article 74 of the Labor Code of the Russian Federation, where this right is spelled out for the employer. After this, the director puts his signature. A place must be provided for the worker's record confirming familiarization and his signature.