How to Issue a Salary Certificate?

salary certificate

The salary certificate is a highly important document for both employers and employees. This is because it contains all the information about the compensation of a worker based on the latest payroll.

In this article, you are going to learn more about how to issue a salary certificate, reject it, and how input details and information. Furthermore, you will see the different processes in which the salary certificate can be useful.

How to Reject Issuing a Salary Certificate?

salary certificate

First of all, a salary certificate is a document that contains all the details about an employee’s monthly pay. This document is commonly used for several purposes such as the following:

  • Proof of employment
  • Loan application
  • A document to verify an employee’s income
  • Visa application
  • Renting

As such, employees have the right to a salary certificate request letter. So, even those who earn minimum wage in Saudi Arabia can request this document from their employers.

The policies for requesting a salary certificate will vary from company to company. Nonetheless, the process is almost the same. This is because the employee first has to write a letter requesting the document.

This letter has to be for the HR department, addressed to the HR manager or officer in charge. Thus, in this letter, it is advisable for the employee to include all of their personal information and even details about what the certificate is for.

Once HR has received the letter, they proceed to issue it and obtain the necessary signatures. After that, the employee can receive their document.

But what happens if there is a mistake and you need to reject issuing it? In case you use a dedicated payroll management system, you should look for how to reject issuing a salary certificate.

Generally, the steps are the following:

  • Enter the payroll software and go to the Salary Certificates service page
  • Look for the employee’s name
  • Look for the reject button
  • Provide the reason why the certificate is being rejected.

It is highly important to point out that employers cannot deny a salary certificate to their employees. So, the reasons to reject it have to be related to an error in the information or perhaps the employee is requesting to cancel it as they do not need it anymore.

How to Input Contract Details for Generating a Salary Certificate?

Even though the certificates may vary from company to company due to obvious reasons, all of them must include the same basic information about the employee and employer.

Thus, the salary certificate must contain the following:

  • Name of the company
  • Job occupation
  • Joining date
  • Contract type and end date
  • Basic monthly salary
  • Allowances, if any. For instance, housing or transportation allowance
  • Additional benefits
  • Deductions
  • Gross salary
  • Net salary (in numbers and words)

Keep in mind the following considerations when entering details in the salary certificate format KSA:

  • The certificate should be brief and straightforward. Thus, you cannot include more information than what is really needed. Moreover, it has to be written clearly and concisely. This is to make it an easy read.
  • Make sure to include all the basic information about the company.
  • It is important to include the employee’s entire professional information, such as department, branch, designation, and others that could be relevant.
  • The information contained in the certificate has to be valid, and it cannot have any errors. Since some employees attest to this document, it should have trustworthy information.

Given that writing manually a certificate for each employee can be challenging, some companies opt for implementing software that can help them relieve this burden.

For this reason, businesses look to know what is payroll software, as it can enhance their HR and Payroll management.

How to Sort and Manage Salary Certificate Requests?

One of the main reasons for switching to cloud HR management is to have a better organization of your employee’s documentation. This is particularly helpful if you have many employees.

In the case of companies that have a large workforce, it may be even more difficult to manage the salary certificate for each employee. This is because the HR team already has too much work and handling these documents manually can be time-consuming.

Therefore, the best way is to implement software that can streamline the process. Even employees can access it and request their documents quickly to avoid handling a lot of paperwork.

Nonetheless, in the case of small or medium-sized companies that still cannot use software to manage their documentation, it is important to look for other options.

For example, they could start by sorting the requests for an employee salary certificate from employees into the following:

  • Status: classify and organize the requests according to their status. So, you will have pending, approved, and rejected certificates. This will help you manage them better.
  • Type: if your HR department issues different types of salary certificates, then you have to sort them also accordingly. For instance, sort those that contain total salary on one pile, and those without salary details into another.

By classifying and organizing your documentation within your HR department, you would be able to have better management of your workforce.

In addition, it is advisable to develop and implement policies for the request of these certificates. Thus, everyone will follow the same process and everything can go smoothly.


salary certificate

Understanding how to manage HR & Payroll in Saudi Arabia can be a challenge. There are many factors you have to take into account to do it accurately and timely. Moreover, when it comes to the salary certificate, it can also be difficult to manage if you do not know the salary certificate format.

Managing all the paperwork of your employees involves also providing them with what they request. For instance, if they request a salary certificate letter, then you need to issue it taking into consideration the proper way to do it.

But there are also more documents you have to manage regarding your workforce. Therefore, you need to know how to create an efficient document management system to avoid issues.

So, if you want to have a successful business that knows how to handle every payroll and HR aspect of your staff, then you need to have experts backing you. Contact us to learn how to improve your corporation, including the management of the salary certificate.

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