How to Write an Application for Gratuity by an Employee in UAE (2025 Guide)

Leaving your job in the UAE? Your gratuity payment is a legal right, but you need to request it properly. This complete guide shows you exactly how to write an application for gratuity by an employee, when to submit it, and what documents you need to get paid on time.
Whether you resigned, were terminated, or completed your contract, understanding the gratuity claim process saves you from payment delays and unnecessary back-and-forth with HR.

Gratuity is an end-of-service benefit paid by employers to employees who complete at least one year of continuous service in the UAE. Under UAE Labour Law, every employee working under a limited or unlimited contract qualifies for this payment when they leave their job.

The gratuity amount depends on your basic salary, years of service, and employment contract type. Employees on unlimited contracts who resign before completing 5 years receive partial gratuity, while those who complete 5+ years or are terminated receive full benefits.
Before writing your application, use a gratuity calculator UAE to estimate your expected amount. This prevents confusion when HR processes your final settlement.

Many employees assume HR will automatically process their end-of-service benefits. While some companies do, submitting a formal gratuity request letter protects your rights and creates an official record.

A written application:

Think of it as your official claim. Without it, you’re relying entirely on your employer’s internal processes, which can lead to unnecessary delays.

Timing matters. Submit too early, and HR can’t process it yet. Wait too long, and you might face unnecessary delays in receiving your money.

After Resignation

Submit your application during your notice period (typically 30 days) or immediately after your last working day. Most employees send it 1-2 weeks before their final day so HR can prepare the calculation alongside other exit formalities.

After Termination

You can submit your gratuity application letter right after receiving your termination notice. Since you’re not serving a notice period, the payment should be processed faster—within 14 days from your last working day.

Contract Completion

If your limited contract ends naturally, submit the application on or before your last day. Your gratuity becomes due immediately since you fulfilled your contract obligations.

In Case of Employee Death

Legal heirs must submit the claim with a death certificate and proof of relationship. The employer must process payment to the rightful heirs as per inheritance laws.

Payment Delay Situation

If 14 days pass after your separation and you haven’t received payment, send a follow-up application. Reference your original request and politely ask for an update. If another week passes with no response, you have grounds to file a complaint with the Ministry of Human Resources and Emiratisation (MOHRE).

A proper gratuity application letter format includes specific details that help HR process your request without follow-up questions. Use this template and fill in your information.

Date: [DD/MM/YYYY]
From:
[Your Full Name]
[Employee ID]
[Your Designation]
[Contact Number]
[Email Address]
[Residential Address]
To:
[HR Manager Name / Head of Human Resources]
[Company Name]
[Company Address]
Subject: Request for Gratuity Payment Settlement
Dear Sir/Madam,
I am writing to formally request the release of my gratuity payment for the service period completed with [Company Name].
Employment Details:

I have completed all exit formalities, including handover of duties, company assets, and clearance procedures as per company policy and UAE labour law requirements.

For Gratuity Transfer:

Attached Documents:

I request you to process my end-of-service benefits at the earliest as per UAE Labour Law provisions.

Thank you for the professional experience and support during my tenure with the organization. Yours sincerely,
[Signature]
[Your Full Name]

Having trouble copying and pasting this format? No worries! Simply click the button below to download the gratuity request letter in Word format and edit it easily to suit your needs. You’ll thank me later.

Pro tip: Save this letter as both PDF and Word format. Some companies prefer digital submissions, while others need signed hard copies.

Missing information causes processing delays. Include these six elements in every gratuity withdrawal request:

Complete Personal Identification

Your full name (as per passport), employee ID, and designation remove any confusion, especially in large organizations with common names. Cross-check your employee ID with your labour card to ensure accuracy.

Exact Service Dates

State your joining date and last working day clearly. These dates determine your total service calculation. Even a one-day error can affect your gratuity amount, especially if you’re close to completing a full year.

Contract Type Specification

Mention whether you worked under a limited or unlimited contract. This affects your gratuity entitlement if you resigned before completing 5 years of service. Limited contract employees receive full gratuity regardless of resignation timing.

Current Contact Information

Provide an active phone number and personal email address. HR often needs to verify details or request additional documents. Using your company email won’t work after your access is revoked.

Accurate Bank Account Details

Double-check your bank name, account number, and IBAN. Payment errors due to wrong banking details can delay your gratuity by weeks. If you recently changed banks, confirm the new account is active.

Last Basic Salary Amount

Mention your final basic salary, which forms the calculation base. Don’t include allowances—gratuity is calculated only on basic pay. HR will verify this against payroll records.

A well-organised application gets processed faster. Follow this application structure to present your request clearly:

Start with Professional Formatting

Use a business letter format with your details at the top, followed by the recipient’s information. Include the date and a clear subject line that immediately states your purpose: “Request for Gratuity Payment Settlement.”

Open with a Direct Statement

Begin by clearly stating you’re requesting your gratuity payment. No need for long introductions—HR processes hundreds of such requests and appreciates directness.

Present Employment Information in a List

Format your service details as bullet points or a numbered list. This makes verification quick and reduces errors. Include joining date, last working day, service duration, contract type, and basic salary.

Confirm Completion of Exit Formalities

Mention that you’ve completed handover procedures and returned all company property. This reassures HR that no pending clearances will block your payment.

Provide Banking Details Clearly

Create a separate section for payment information. List bank name, account number, and IBAN on separate lines for easy copying by the finance team.

List Attached Documents

Number each attachment you’re including. This creates a checklist for HR and ensures nothing gets missed during review.

Close with Appreciation

End with a brief thank-you note for the opportunity and express willingness to assist with any clarifications. Keep it genuine but concise—one or two sentences maximum.

Required Documents for Gratuity Application

Supporting documents validate your claim and speed up verification. Attach these papers with your application:

Mandatory Documents:

• Copy of your approved resignation letter or termination notice
• Latest salary slip (last month worked)
• Emirates ID copy (both sides)
• Passport copy (bio page)

Additional Documents (if applicable):

• Final clearance form from all departments
• Visa cancellation confirmation
• Exit permit copy Labour card copy

For Digital Submissions:

Scan all documents in clear, readable quality. PDF format works best. Some companies accept e signature card UAE for digital authentication, eliminating the need for physical signatures.

For Legal Heir Claims:

Many employees email their direct manager instead of HR. While your manager might forward it, this adds unnecessary time. Always confirm the correct HR contact or payroll email address before sending.

If submitting on behalf of a deceased employee, include the death certificate, proof of relationship (marriage certificate or birth certificate), and legal heir identification documents.

Avoid these errors to get your payment faster:

Sending to the Wrong Department

Many employees email their direct manager instead of HR. While your manager might forward it, this adds unnecessary time. Always confirm the correct HR contact or payroll email address before sending.

Using Unclear Subject Lines

“Final Settlement” or “Payment Request” are too vague. Use specific subjects like “Gratuity Payment Request – [Your Name] – [Employee ID]” so your email doesn’t get overlooked in crowded inboxes.

Incorrect or Incomplete Dates

Mixing up your joining date or last working day creates confusion during calculation. Pull these dates from your offer letter and resignation acceptance email—don’t rely on memory.

Casual or Emotional Tone

Writing “I really need this money urgently” or “I hope you process this fast” sounds unprofessional. Stick to factual, respectful language. If you’re facing a genuine emergency, mention it briefly in a separate follow-up after submission.

Missing Bank Account Information

Forgetting to include your IBAN or providing an old account number forces HR to contact you again. This simple error can add a week to your payment timeline.

Not Calculating Expected Amount

Submitting without knowing your approximate entitlement leaves you unprepared. When HR mentions the calculated amount, you won’t know if it’s accurate. Use online gratuity calculators before applying.

Forgetting to Keep a Copy

Always save your submitted application and all attachments. If payment delays occur and you need to escalate to MOHRE, you’ll need proof of your original request with timestamps.

UAE law protects your gratuity rights. If your employer doesn’t pay within 14 days of your last working day, follow these steps:

Step 1: Send a Polite Follow-Up (Day 15-20)

Email HR and finance with your original application attached. Ask for an update on the processing status. Keep the tone professional—sometimes delays are administrative, not intentional.

Step 2: Submit a Formal Complaint to MOHRE (Day 21+)

If another week passes with no resolution, file an official complaint through the MOHRE website or their smartphone app. You’ll need:

To submit a complaint, you may also visit the UAE Government Portal.

Step 3: MOHRE Investigation

The ministry will contact your employer and request justification for the delay. Most cases resolve at this stage as employers prefer settling directly over legal procedures.

Step 4: Labour Court (if needed)

If MOHRE mediation fails, you can escalate to labour court. The court can order your employer to pay gratuity plus compensation for the delay period.
Important: Never accept partial payment or sign any “full and final settlement” documents until you receive your complete gratuity amount.

The submission method depends on your company’s procedures:

Email Submission (Most Common)

Modern companies prefer digital applications sent to the HR official email address. This creates an automatic timestamp and paper trail. Use the same professional format as a letter, but paste it in the email body rather than only sending an attachment. Attach supporting documents as PDFs.
Subject line example: “Gratuity Payment Request – [Your Name] – Employee ID: [Number] – Last Working Day: [Date]”

Hard Copy Submission

Some traditional organizations or government entities require physical letters. Print on white A4 paper, sign in blue ink, and submit to HR in person. Request a received stamp or acknowledgment copy for your records.

Company Portal/HRMS

Many large organisations use HR management systems with built-in gratuity request forms. Check your company intranet first. These systems often auto-fill your employment details, reducing errors.

Hybrid Approach

If unsure, do both: submit via email for timestamp documentation and deliver a hard copy for official filing. This ensures your request reaches the right person regardless of their preferred method.

Once you submit your application, here’s the typical timeline and process of gratuity release:

Days 1-3: Initial Review
HR receives your application and verifies your employment records against the information provided. They confirm your joining date, last working day, and contract type.

Days 4-7: Calculation and Approval
The payroll or finance team calculates your exact gratuity based on service duration and basic salary. Senior management or finance head approves the payment.

Days 8-12: Payment Processing
Finance prepares the bank transfer with your provided account details. Some companies process gratuity with your final salary payment.

Days 13-14: Payment Received
You should receive your gratuity by day 14 at the latest. Check your bank account and confirm receipt

If Delayed:
Contact HR immediately after day 14. If you don’t get a satisfactory response within 3-5 business days, proceed with the MOHRE complaint process outlined earlier.

Resignation During Probation Period:

If you resign during your probation (typically first 3-6 months), you don’t qualify for gratuity even if you submit an application. UAE law only grants gratuity after completing one full year of service.

Termination for Disciplinary Reasons:

If terminated for misconduct as per Article 120 of UAE Labour Law (theft, assault, fraud, etc.), you may lose your gratuity entitlement entirely. In such cases, submitting an application won’t guarantee payment—your employer has legal grounds to refuse.

Pregnancy and Maternity:

Female employees who resign during pregnancy or maternity leave still qualify for full gratuity. Mention your situation in the application if you’re concerned about any complications.

Job Transfer Within Company Group:

If you’re moving from one company to another within the same business group, clarify whether your service continues or resets. Some groups maintain continuity, affecting your gratuity calculation.

Absconding Cases:

Employees who absconded or left without proper resignation forfeit their gratuity rights. If you left incorrectly and want to regularize, you’ll need legal advice—a simple application won’t work.

Complete Exit Formalities First

Don’t submit your gratuity application until you’ve returned laptops, access cards, and completed handover. Pending clearances give HR a reason to delay payment.

Submit Before Your Last Day

Applying during your notice period (especially 1-2 weeks before leaving) gives HR time to prepare calculations and paperwork while you’re still accessible for questions.

Verify Your Bank Details Twice

A wrong digit in your account number or IBAN can bounce the payment, delaying it by another week. Copy-paste from your bank app rather than typing manually.

Keep Your HR Contact Active

Maintain communication with your HR representative even after leaving. They might need to clarify something quickly—being responsive speeds things up.

Follow Up Professionally

If you haven’t heard back by day 10, send a polite check-in email. Phrase it as “requesting an update” rather than complaining about delays.

Know Your Rights

Familiarise yourself with UAE Labour Law provisions on gratuity. When you understand the rules, you can spot incorrect calculations or unjustified delays immediately.

Writing an application for gratuity by an employee is a straightforward process when you follow the proper format and include all necessary details. Your gratuity is a legal right under UAE labour law, and a well-structured request ensures you receive this end-of-service benefit without unnecessary delays.

Use the provided template, attach the required documents, and submit during or immediately after your notice period for the fastest processing. If payment doesn’t arrive within 14 days, don’t hesitate to follow up and escalate to MOHRE if needed. Your gratuity represents years of service; claim it correctly and professionally.