Email Templates for Failed Funding Communications with Employers
Communicate effectively with employers about failed funding using these actionable email templates.
Below are a few templates for communicating with employers in the case of a failed funding. You can leverage these templates as you put together a process for communicating with employers to inform them of failed fundings and action items required from them.
4-Day ACH Comms to Employer:
Initially send a reminder email every other business day if a wire is not received. *Minimum 3 touchpoints*
- You are most likely to recoup funds within 5 business days.
- If a wire is not received by the check date, the payroll may be voided. The employer can then create a new off-cycle to reflect the manually paid employees and a debit or wire will be necessary to fund the taxes.
- Please notify Check if the employer would like the payroll voided or switched to Manual.
Subject: ‘Partner Name’ Payroll, Returned Employer Debit - ‘Employer Name’ [ACTION NEEDED]
Body:
Hello,
Please note that (Employer) (com_ID) funding failed due to (return reason). Our partner, Check Technologies attempted to draw $XX.XX from the account on (Debit Date). Due to this return, the direct deposits have not been processed. As a result, the following actions have been taken:
1) We have locked the account of (Employer) from additional payrolls until we receive a wire in the amount of $XX.XX.
2) Until the payroll is funded, Check Technologies will not pay the employer's tax liabilities or file tax returns on their behalf. Depending on the filing period, this could include both quarterly and annual returns. Should the employer fund the payroll, we will resume processing for them, including filing untimely returns and remitting tax liabilities. Any late filing penalties will be the company's responsibility to pay. If the payroll remains unfunded after 30 days, Check reserves the right to pursue all available remedies to collect these funds.
Note: Subsequent funding failure(s) by (Employer) may result in termination of all payroll services for the employer. Please reference this Knowledge Base article for more information on the downgrade and exit processes.
Please advise us on the company's plan to fund the payroll, and please visit our Knowledge Base article for more information on funding options. Thank you for your prompt action.
Regards,
{{Partner}}
Follow up Email:
To be sent when it’s been a few days and the funds have not yet been recovered
Subject: ‘Partner Name’ Payroll, Returned Employer Debit - ‘Employer Name’ [ACTION NEEDED]
Body:
Hello,
This is a reminder that the debit was returned for your payroll funding due to (Reason Code).
Due to this return, all direct deposits and tax payments are on hold until the funds have been received.
Please note that a failure to fund this payroll can lead to adverse consequences for your business, and will be considered a breach of contract, thus nullifying our obligation to pay and file tax returns on your company’s behalf.
Please provide a wire as soon as possible to avoid further escalation.
Thank you,
{{Partner}}
2-Day ACH Comms to Employer:
Initially send a reminder email every business day if a wire is not received.
- You are most likely to recoup funds within 5 business days.
- If the employer does not respond within 1 week, attempt to call the employer for an urgent response.
- If the payroll is not funded within 90 days, we may offboard the employer at our discretion.
Subject: ‘Partner Name’ Payroll, Returned Employer Debit - ‘Employer Name’ [ACTION NEEDED]
Body:
Hello,
Please note that (Employer) (com_ID) funding failed due to (return reason). Our partner, Check Technologies attempted to draw $XX.XX from the account on (Debit Date). As a result, the following actions have been taken:
1) Funds were deposited in employees' bank accounts. We have locked the account of (Employer) from additional payrolls until we receive a wire in the amount of $XX.XX.
2) (Employer) has now been placed on a four-day payroll timeline moving forward.
3) Until the payroll is funded, Check will not pay the employer's tax liabilities or file tax returns on their behalf. Depending on the filing period, this could include both quarterly and annual returns. Should the employer fund the payroll, we will resume processing for them, including filing untimely returns and remitting tax liabilities. Any late filing penalties will be the company's responsibility to pay. If the payroll remains unfunded after 30 days, Check reserves the right to pursue all available remedies to collect these funds.
To make up for the funds we sent to your employees but did not receive from you and to ensure you have no delays in being able to pay your employees and file your taxes in a timely manner, you need to wire $$$ by 5:00 PM Eastern Time TODAY. This will ensure you have no delays in running your next payroll and we can file your taxes timely.
Note: Subsequent funding failure(s) by (Employer) may result in termination of all payroll services for the employer. Please reference this Knowledge Base article for more information on the downgrade and exit processes.
Regards,
{{Partner}}
Follow up Email:
To be sent daily if the funds have not yet been recovered
Subject: URGENT: ‘Partner Name’ Payroll, Returned Employer Debit - ‘Employer Name’ [ACTION NEEDED]
Body:
Hello,
We still have not received funds from you to make up for your failed payroll funding. Please note that a failure to fund this payroll can lead to adverse consequences for your business, and will be considered a breach of contract, thus nullifying our obligation to pay and file tax returns on your company’s behalf.
The longer you delay funding this payroll, the later your payroll tax payment will be. Delaying a tax payment can lead to penalties or tax liens in some cases, and resolving any ensuing penalties and liens will be your responsibility.
Let us know if you have any questions.
Thank you.
{{Partner}}
Last updated on January 31, 2025