Steps to Write Application for Gratuity by an Employee 2026
Are you thinking about resigning from your job in the UAE? If yes, you need to secure your end-of-service benefits ASAP. Gratuity is one of the biggest parts of these benefits. It’s also known as “thank you” payment from your company for your longer service periods.
When leaving the job, a company may require a written application for gratuity by an employee. Many employees are unsure and don’t know how to claim or how to write the application. But before applying for the gratuity payment, you must know the estimated amount of your gratuity by using our online gratuity calculator UAE.
Don’t worry, I am here to help you. Writing a formal gratuity withdrawal request is easier than you think. I will provide you with clear formats, samples, and expert tips to ensure your request is professional, clear, polite, and processed quickly. Let’s go!
What is a Gratuity Application?
A gratuity application is simply a formal letter or could be an email that employees write to their employer to request to release of their end-of-service payment as per labour law. Think of it as an official ping to the HR department to let them know your employment tenure has ended.
This written request is very important. It acts as an official record and helps you avoid any misunderstandings.
Here are the core purposes of this gratuity request letter format;
Format of Application for Gratuity Claim
Using a professional gratuity letter format directly impacts the application process. The clearer the information you provide, the more quickly your gratuity application will be processed.
You can use the following template. Just copy it and replace the bracketed information [ ] with your original details.
[Date]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
To,
The Manager / Head of HR
[Company Name]
[Company Address]
Subject: Application for Release of Gratuity Payment
Dear Sir/Madam,
I am writing this letter to formally request the settlement of my end-of-service gratuity amount. I worked at [Company Name] as a [Your Designation], and my employee ID was [Your Employee ID].
My employment period was from [Your Date of Joining] to [Your Last Working Day] under [mention contract type], completing a total of [Number of Years] years of service with the company. My last basic salary was [last basic salary in AED].
I have completed all my exit formalities and handed over all company assets under UAE labour law rules. I have attached the following documents along with this application;
Personal ID
Approved Resignation/Termination Letter
Salary Slip
I kindly request you to process my final settlement, including the gratuity payment, at the earliest. For your convenience, my bank details for the transfer are provided below:
Bank Name: [Your Bank Name]
Account Number: [Your Account Number]
IBAN: [Your IBAN]
Thank you for the opportunities and support during my tenure. I look forward to your prompt action on this matter.
Sincerely,
[Your Signature (if sending a hard copy)]
[Your Typed Name]
Are you facing the issues while copying and pasting this format? No worries! By clicking the below button, you can download the request letter for gratuity payment in advance word format and edit it as per your requirements. You will want to thank me!
6 Key Elements of Application for Gratuity by an Employee
If you want to expedite the process of gratuity release, you must include some essential information in your gratuity application. Missing any of the following details can lead to a significant delay in the process.
Essential Information | Why It’s Important |
|---|---|
Your Full Name & Employee ID | Helps the HR department find your employee records in no time. |
Date of Joining & Last Day | These dates are crucial for HR to calculate the exact length of your service period. |
Clear Subject Line | A subject like “Application for Gratuity Payment” ensures your email gets to the right person in the company quickly. |
Direct Request | Clearly state that you are writing to request your gratuity. For example, “I am writing to request my gratuity settlement.” |
Your Contact Details | Provide your current phone number and personal email so HR can contact you if needed. |
Your Bank Account Details | Include your IBAN and account number to ensure the money is transferred to the correct account. |
Pro Tip: Always mention your employee ID in the gratuity application as it helps HR department to navigate your employee records. In order to know your employee ID, you can check your payslip or UAE labour card.
4 Benefits of Gratuity Application Letter Format
Using a professional gratuity application form can make a big difference. Here is why;
Ideal Structure of Gratuity Application
Is it your first job, and do you want to learn the application structure for gratuity withdrawal? Look no further, I’m here to guide you on how you can write an application for gratuity after resignation.
Here is a step-by-step guide to structuring your letter perfectly.
Start with a Polite Introduction
First impression is the last impression, and it’s true. A polite and direct introduction immediately in the application tells the reader what the application is about and what message the sender wants to convey.
Begin by stating your name, job title, employment type, and the purpose of the letter clearly. Knowing the art of how to politely ask for gratuity will enhance your image.
Example: Dear Sir/Madam, My name is [your name], working as a [your designation] at [company name] for the last [number of years]. I am writing to formally request the release of my end-of-service gratuity payment.
Provide Key Employment Details
Clearly mention your name, employee ID, designation, your first and last working day, employment contract type, and your last basic salary in that company. Without them, HR can’t even start the process.
Example: I worked as a Project Manager with the employee ID 7891. My service period was from February 01, 2018, to July 20, 2025, with a basic salary of 1500 AED under an unlimited contract.
Request to Release the Gratuity Payment
This is the main point of your letter. You should know how to ask for gratuity. Mention that you have completed all your exit formalities as per the labour law, and your gratuity amount should be calculated accordingly.
Example: I have completed all my final responsibilities and handed over company stuff such as SIM card, fuel card, vehicle, etc. I kindly request you to process my gratuity amount as per UAE labour law.
Attach Supporting Documents
Attaching documents like your employment contract, resignation/termination letter, Emirates ID, and salary slips can speed up the verification process. Since many of these forms are now submitted digitally using tools like the e signature card UAE, having everything in order shows you are organized and helps HR close your file faster
Here is a complete list of documents you must attach to the application for gratuity claim.
Document | Importance |
|---|---|
Resignation Letter | Serves as official proof of your last working day and the end of your service. |
Visa Cancellation Paper (optional) | Confirms that your employment visa has been officially cancelled. |
Emirates ID / Passport Copy | Used for identity verification to ensure the payment is going to the right person. |
Final Clearance Form | Shows that you have returned all company assets and have no outstanding dues. |
End with a Thank You Note
If your exit is good, the process of releasing your end-of-service benefits gratuity will be faster than normal. It’s a fact and it is reality. Ending on a positive note maintains a good relationship with your ex-employer.
Example: Thank you for your support and for paying attention to this matter promptly. Feel free to reach out to me if you need any additional information from my side. I wish [company name] may achieve more heights in the future!
Ideal Time to Write a Gratuity Application
Timing is key to ensuring you get your gratuity payment promptly. Submitting your application at the right moment can prevent unnecessary delays.
Here is a breakdown for different situations:
After Resignation
The best practice is to submit your application for gratuity just after the acceptance of your resignation. You don’t need to wait to complete the 30-day notice period. By doing this, it is more likely that you will get your final settlement along with your final salary.
After Termination
If your employment is terminated by the company, you should submit your gratuity application letter immediately on the same day. This officially starts the process for your final settlement.
In Case of Death of an Employee
If an employee passes away during service due to a tragic incident, UAE labour law instructs companies to pay the gratuity of late employees to their legal heirs. The nominee should contact the company’s HR department and submit an application along with the employee’s death certificate and proof of their own identity and relationship with the employee.
In Case of Payment Delay
According to UAE Labour Law, the employer must pay final settlement including gratuity payment, to employees within 14 days. If you don’t receive your payment in this period, send a polite follow-up email to HR.
Pro Tip: Before writing the application for gratuity by an employee, always check if your company has a specific gratuity withdrawal form or an online portal as many companies are adopting paperless environment.
If they don’t have a set process, using your own formal letter as provided above is the perfect way to officially start your claim.
7 Common Mistakes to Avoid
When you politely ask for gratuity, even small mistakes can cause delays. Here are some common mistakes that you should avoid while claiming your gratuity amount;
Common Mistake | Why It’s a Problem | How to Fix It |
|---|---|---|
Sending to the Wrong Person | Your application might get lost or ignored if sent to a general email or the wrong department. | Always send your application directly to the HR Manager or your direct reporting manager. If unsure, call HR and ask for the correct contact person. |
Writing an Unclear Subject Line | An unclear subject like “Question” can be easily overlooked or sent to spam in a mailbox. | Be specific. Use a subject like “Gratuity Application – [Your Name] – [Your Employee ID]” to make it instantly recognizable. |
Incorrect Dates or Employee ID | A wrong employee ID or incorrect joining/leaving dates will stop the process immediately for verification. | Double-check your offer letter or past payslips for your exact start date and employee ID before writing the letter. |
Using an Unprofessional Tone | Writing in an angry or demanding tone can create a bad impression and may slow down the response from HR. | Keep your language formal, polite, and to the point. Remember, you are making a professional request, not a demand. |
Forgetting Document Attachments | Mentioning attachments but forgetting to actually attach them is a common error that causes immediate delays. | Before hitting “send,” double-check that all mentioned files (like your visa cancellation or clearance form) are actually attached to the email. |
Not Knowing Your Gratuity Amount | If you don’t have an estimate of your gratuity, you won’t know if the final amount is correct. | Before applying, get a clear idea of your gratuity in salary. You can use an online Gratuity Calculator Dubai for an accurate estimate. |
Forgetting to Keep a Copy | Without a copy, you have no proof of when you sent the application if there’s a delay or dispute. | Always save a copy of the sent email or take a picture of the physical letter. This is your official record. |
Pro Tip: If your employer doesn’t pay your final settlement within 14 days as per UAE law, first send a polite follow-up email. If there’s still no response, you have the right to file an official complaint with the Ministry of Human Resources and Emiratisation (MOHRE).
Final Words
Writing your gratuity claim letter is a simple step to get your gratuity amount quickly. This article provides a guide on how to write an application for gratuity by an employee in a clear way. A polite and professional written gratuity application helps you get your gratuity amount without any stress.
Your end-of-service benefit is your right, and it’s good to know the UAE labour law rules to avoid any misunderstandings. Just stay professional, keep your records, and you will close this chapter of your job on a positive note. For any complaint, you can visit the UAE citizen portal.
