Navigating the complexities of employment development department (EDD) regulations can sometimes feel like a maze, and encountering penalties is a possibility for any business. When this happens, knowing how to request a penalty waiver is crucial. This article will guide you through understanding and utilizing an EDD Penalty Waiver Letter Sample, providing clarity and practical examples to help you communicate effectively with the EDD.
What is an EDD Penalty Waiver Letter Sample and Why is it Important?
An EDD Penalty Waiver Letter Sample is essentially a template or example of a letter you can send to the Employment Development Department (EDD) to ask them to forgive a penalty you've been assessed. These penalties can arise from various situations, such as late filings, errors in reporting, or not providing required information on time. The primary goal of this letter is to explain your situation and convince the EDD that you have a good reason for the mistake and that it shouldn't cost you extra money.
The importance of a well-written penalty waiver request cannot be overstated. A clear, honest, and well-documented letter significantly increases your chances of having the penalty waived. It shows the EDD that you are taking responsibility, understand the rules, and are committed to complying in the future. Simply ignoring a penalty or not responding properly can lead to further complications and increased costs.
When you're preparing your request, think about what information the EDD will need. You'll generally want to include:
- Your business's name and account number.
- The specific penalty you are requesting a waiver for (including dates and amounts).
- A clear and concise explanation of why the penalty occurred.
- Evidence or documentation to support your explanation.
- A statement of your commitment to future compliance.
Here's a quick look at common reasons for penalties:
| Reason | Possible Penalty |
|---|---|
| Late Wage Report | Late Filing Penalty |
| Incorrect Information Provided | Reporting Penalty |
| Failure to Respond to EDD Notice | Failure to Respond Penalty |
Letter Example: First-Time Offense and Unintentional Error
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing to respectfully request a waiver for the penalty assessed on the wage report due on [Original Due Date of Report]. Our EDD account number is [Your EDD Account Number]. The penalty amount is $[Penalty Amount] as indicated on the notice we received dated [Date of Notice].
This is our first instance of a penalty, and it was due to an unintentional oversight. [Briefly explain the unintentional error. For example: "Our payroll processor experienced a temporary technical issue on the deadline date, which unfortunately resulted in the late submission of our quarterly wage report. We have since corrected the issue with our processor and ensured that all future submissions will be on time."] We take our reporting responsibilities very seriously and have implemented new procedures to prevent this from happening again, including [mention new procedure, e.g., "setting up automated reminders and conducting a pre-submission review"].
We have attached [mention any supporting documents, e.g., "a confirmation email from our payroll processor detailing the technical issue" or "a screenshot of the error message encountered"]. We have already submitted the corrected wage report on [Date of Correction].
We sincerely apologize for any inconvenience this may have caused. We are committed to full compliance with all EDD regulations moving forward. Thank you for your time and consideration of this request.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Natural Disaster or Unforeseen Circumstance
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver due to Natural Disaster - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing to request a waiver for the penalty of $[Penalty Amount] assessed on [Date of Penalty Notice] for our EDD account number [Your EDD Account Number]. This penalty relates to [briefly state reason for penalty, e.g., "the late submission of our quarterly wage report"].
Our business, located in [Your City/Region], was significantly impacted by the recent [Name of Natural Disaster, e.g., "wildfires," "flooding"] that occurred on [Date of Disaster]. As a direct result of this unforeseen event, our office was [explain impact, e.g., "inaccessible," "without power," "our employees were displaced"] for an extended period, making it impossible to meet our usual reporting deadlines.
We are providing [mention supporting documents, e.g., "news reports detailing the disaster and its impact on our area," or "a letter from our local emergency management agency"] as proof of the extraordinary circumstances we faced. Despite these challenges, we have now resumed operations and have submitted the required documentation on [Date of Submission].
We have always strived to be a compliant employer, and this situation was beyond our control. We kindly ask for your understanding and to waive this penalty. Thank you for your consideration.
Sincerely,
[Your Name]
[Your Title]
Letter Example: System Outage or Technical Failure
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - System Outage - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing on behalf of [Your Company Name] to request a waiver for the penalty of $[Penalty Amount] assessed on our EDD account, number [Your EDD Account Number]. The penalty notice received was dated [Date of Notice] and pertains to [briefly state reason, e.g., "the delay in submitting our quarterly payroll tax return"].
The reason for the delay was an unexpected and significant system outage experienced by our primary payroll software provider, [Name of Payroll Software Provider]. This outage occurred from [Start Date of Outage] to [End Date of Outage] and prevented us from accessing the necessary data and submitting our report on time. We have attached [mention supporting documents, e.g., "a statement from [Name of Payroll Software Provider] confirming the outage and its duration"] for your review.
We were diligent in attempting to resolve this issue and submitted our report as soon as our system became operational again on [Date of Submission]. We understand the importance of timely reporting and regret any inconvenience caused by this technical failure.
We respectfully request that you waive this penalty due to these extenuating technical circumstances. Thank you for your understanding and consideration.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Change in Key Personnel or Staff Turnover
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Staff Turnover - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
We are writing to request a waiver for the penalty of $[Penalty Amount] issued on [Date of Notice] concerning our EDD account number [Your EDD Account Number]. This penalty is related to [briefly state reason, e.g., "a delay in processing and submitting our employer contributions"].
The delay was primarily caused by an unexpected and significant turnover in our accounting department during the period leading up to the filing deadline. Our previous [Title of Departing Employee, e.g., "Payroll Manager"] unexpectedly resigned on [Date of Resignation], and their replacement, [Name of New Employee], was hired on [Date of New Employee Hire] and required time to familiarize themselves with our company's specific processes and EDD reporting procedures.
We have provided [mention supporting documents, e.g., "a list of recent personnel changes in our accounting department"] to illustrate the disruption. We have now ensured that [Name of New Employee] is fully trained and has established new protocols to prevent future delays.
We apologize for any inconvenience caused by this temporary staffing challenge. We value our relationship with the EDD and are committed to ensuring accurate and timely compliance moving forward. We would greatly appreciate your consideration in waiving this penalty.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Misunderstanding of EDD Regulations
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Misunderstanding of Regulations - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing to request a waiver for the penalty of $[Penalty Amount] that was assessed on [Date of Notice] for our EDD account, number [Your EDD Account Number]. The penalty pertains to [briefly state reason, e.g., "an incorrect classification of worker status"].
We sincerely regret the error in [briefly explain the misunderstanding, e.g., "how we classified our contract workers"]. We have reviewed the EDD's guidelines on worker classification and now have a clearer understanding of the requirements. We have since [describe corrective action, e.g., "reclassified the affected workers and corrected our reporting accordingly"].
We have attached [mention supporting documents, e.g., "a summary of our revised classification policies"] to demonstrate our commitment to understanding and adhering to EDD regulations. We have always aimed for compliance and assure you that we have taken steps to prevent similar misunderstandings in the future through [mention future prevention, e.g., "additional training for our HR team"].
We would be very grateful if you would consider waiving this penalty. Thank you for your understanding and assistance.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Correction of a Minor Reporting Error
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Minor Reporting Error Correction - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing to respectfully request a waiver for the penalty of $[Penalty Amount] levied on our EDD account, [Your EDD Account Number]. The penalty notice was dated [Date of Notice] and is in relation to [briefly state reason, e.g., "a small discrepancy in the reported wage amount for the quarter ending [Quarter End Date]"].
Upon reviewing our records and the penalty notice, we identified a minor clerical error in the total wages reported for one employee. This was an unintentional mistake that we have since corrected. We have already submitted an amended report on [Date of Amended Report] with the accurate wage information, which is $[Corrected Amount].
We have included [mention supporting documents, e.g., "a copy of our original report, the amended report, and the specific payroll record that was corrected"] as evidence. We are committed to accuracy in all our filings and have implemented a double-check system to catch any such minor errors before submission in the future.
We believe this was an honest mistake that has been promptly rectified. We kindly request that you waive this penalty given the minimal nature of the error and our swift correction. Thank you for your consideration.
Sincerely,
[Your Name]
[Your Title]
In conclusion, dealing with EDD penalties is a part of business ownership, but it doesn't have to be a stressful experience. By understanding the purpose of an EDD Penalty Waiver Letter Sample and using the examples provided, you can craft a compelling request that clearly explains your situation. Remember to be honest, provide supporting documentation, and always demonstrate your commitment to future compliance. Taking these steps will help you navigate these challenges more smoothly and maintain a positive relationship with the EDD.
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing to respectfully request a waiver for the penalty assessed on the wage report due on [Original Due Date of Report]. Our EDD account number is [Your EDD Account Number]. The penalty amount is $[Penalty Amount] as indicated on the notice we received dated [Date of Notice].
This is our first instance of a penalty, and it was due to an unintentional oversight. [Briefly explain the unintentional error. For example: "Our payroll processor experienced a temporary technical issue on the deadline date, which unfortunately resulted in the late submission of our quarterly wage report. We have since corrected the issue with our processor and ensured that all future submissions will be on time."] We take our reporting responsibilities very seriously and have implemented new procedures to prevent this from happening again, including [mention new procedure, e.g., "setting up automated reminders and conducting a pre-submission review"].
We have attached [mention any supporting documents, e.g., "a confirmation email from our payroll processor detailing the technical issue" or "a screenshot of the error message encountered"]. We have already submitted the corrected wage report on [Date of Correction].
We sincerely apologize for any inconvenience this may have caused. We are committed to full compliance with all EDD regulations moving forward. Thank you for your time and consideration of this request.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Natural Disaster or Unforeseen Circumstance
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver due to Natural Disaster - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing to request a waiver for the penalty of $[Penalty Amount] assessed on [Date of Penalty Notice] for our EDD account number [Your EDD Account Number]. This penalty relates to [briefly state reason for penalty, e.g., "the late submission of our quarterly wage report"].
Our business, located in [Your City/Region], was significantly impacted by the recent [Name of Natural Disaster, e.g., "wildfires," "flooding"] that occurred on [Date of Disaster]. As a direct result of this unforeseen event, our office was [explain impact, e.g., "inaccessible," "without power," "our employees were displaced"] for an extended period, making it impossible to meet our usual reporting deadlines.
We are providing [mention supporting documents, e.g., "news reports detailing the disaster and its impact on our area," or "a letter from our local emergency management agency"] as proof of the extraordinary circumstances we faced. Despite these challenges, we have now resumed operations and have submitted the required documentation on [Date of Submission].
We have always strived to be a compliant employer, and this situation was beyond our control. We kindly ask for your understanding and to waive this penalty. Thank you for your consideration.
Sincerely,
[Your Name]
[Your Title]
Letter Example: System Outage or Technical Failure
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - System Outage - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing on behalf of [Your Company Name] to request a waiver for the penalty of $[Penalty Amount] assessed on our EDD account, number [Your EDD Account Number]. The penalty notice received was dated [Date of Notice] and pertains to [briefly state reason, e.g., "the delay in submitting our quarterly payroll tax return"].
The reason for the delay was an unexpected and significant system outage experienced by our primary payroll software provider, [Name of Payroll Software Provider]. This outage occurred from [Start Date of Outage] to [End Date of Outage] and prevented us from accessing the necessary data and submitting our report on time. We have attached [mention supporting documents, e.g., "a statement from [Name of Payroll Software Provider] confirming the outage and its duration"] for your review.
We were diligent in attempting to resolve this issue and submitted our report as soon as our system became operational again on [Date of Submission]. We understand the importance of timely reporting and regret any inconvenience caused by this technical failure.
We respectfully request that you waive this penalty due to these extenuating technical circumstances. Thank you for your understanding and consideration.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Change in Key Personnel or Staff Turnover
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Staff Turnover - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
We are writing to request a waiver for the penalty of $[Penalty Amount] issued on [Date of Notice] concerning our EDD account number [Your EDD Account Number]. This penalty is related to [briefly state reason, e.g., "a delay in processing and submitting our employer contributions"].
The delay was primarily caused by an unexpected and significant turnover in our accounting department during the period leading up to the filing deadline. Our previous [Title of Departing Employee, e.g., "Payroll Manager"] unexpectedly resigned on [Date of Resignation], and their replacement, [Name of New Employee], was hired on [Date of New Employee Hire] and required time to familiarize themselves with our company's specific processes and EDD reporting procedures.
We have provided [mention supporting documents, e.g., "a list of recent personnel changes in our accounting department"] to illustrate the disruption. We have now ensured that [Name of New Employee] is fully trained and has established new protocols to prevent future delays.
We apologize for any inconvenience caused by this temporary staffing challenge. We value our relationship with the EDD and are committed to ensuring accurate and timely compliance moving forward. We would greatly appreciate your consideration in waiving this penalty.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Misunderstanding of EDD Regulations
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Misunderstanding of Regulations - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing to request a waiver for the penalty of $[Penalty Amount] that was assessed on [Date of Notice] for our EDD account, number [Your EDD Account Number]. The penalty pertains to [briefly state reason, e.g., "an incorrect classification of worker status"].
We sincerely regret the error in [briefly explain the misunderstanding, e.g., "how we classified our contract workers"]. We have reviewed the EDD's guidelines on worker classification and now have a clearer understanding of the requirements. We have since [describe corrective action, e.g., "reclassified the affected workers and corrected our reporting accordingly"].
We have attached [mention supporting documents, e.g., "a summary of our revised classification policies"] to demonstrate our commitment to understanding and adhering to EDD regulations. We have always aimed for compliance and assure you that we have taken steps to prevent similar misunderstandings in the future through [mention future prevention, e.g., "additional training for our HR team"].
We would be very grateful if you would consider waiving this penalty. Thank you for your understanding and assistance.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Correction of a Minor Reporting Error
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Minor Reporting Error Correction - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing to respectfully request a waiver for the penalty of $[Penalty Amount] levied on our EDD account, [Your EDD Account Number]. The penalty notice was dated [Date of Notice] and is in relation to [briefly state reason, e.g., "a small discrepancy in the reported wage amount for the quarter ending [Quarter End Date]"].
Upon reviewing our records and the penalty notice, we identified a minor clerical error in the total wages reported for one employee. This was an unintentional mistake that we have since corrected. We have already submitted an amended report on [Date of Amended Report] with the accurate wage information, which is $[Corrected Amount].
We have included [mention supporting documents, e.g., "a copy of our original report, the amended report, and the specific payroll record that was corrected"] as evidence. We are committed to accuracy in all our filings and have implemented a double-check system to catch any such minor errors before submission in the future.
We believe this was an honest mistake that has been promptly rectified. We kindly request that you waive this penalty given the minimal nature of the error and our swift correction. Thank you for your consideration.
Sincerely,
[Your Name]
[Your Title]
In conclusion, dealing with EDD penalties is a part of business ownership, but it doesn't have to be a stressful experience. By understanding the purpose of an EDD Penalty Waiver Letter Sample and using the examples provided, you can craft a compelling request that clearly explains your situation. Remember to be honest, provide supporting documentation, and always demonstrate your commitment to future compliance. Taking these steps will help you navigate these challenges more smoothly and maintain a positive relationship with the EDD.
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver due to Natural Disaster - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing to request a waiver for the penalty of $[Penalty Amount] assessed on [Date of Penalty Notice] for our EDD account number [Your EDD Account Number]. This penalty relates to [briefly state reason for penalty, e.g., "the late submission of our quarterly wage report"].
Our business, located in [Your City/Region], was significantly impacted by the recent [Name of Natural Disaster, e.g., "wildfires," "flooding"] that occurred on [Date of Disaster]. As a direct result of this unforeseen event, our office was [explain impact, e.g., "inaccessible," "without power," "our employees were displaced"] for an extended period, making it impossible to meet our usual reporting deadlines.
We are providing [mention supporting documents, e.g., "news reports detailing the disaster and its impact on our area," or "a letter from our local emergency management agency"] as proof of the extraordinary circumstances we faced. Despite these challenges, we have now resumed operations and have submitted the required documentation on [Date of Submission].
We have always strived to be a compliant employer, and this situation was beyond our control. We kindly ask for your understanding and to waive this penalty. Thank you for your consideration.
Sincerely,
[Your Name]
[Your Title]
Letter Example: System Outage or Technical Failure
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - System Outage - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing on behalf of [Your Company Name] to request a waiver for the penalty of $[Penalty Amount] assessed on our EDD account, number [Your EDD Account Number]. The penalty notice received was dated [Date of Notice] and pertains to [briefly state reason, e.g., "the delay in submitting our quarterly payroll tax return"].
The reason for the delay was an unexpected and significant system outage experienced by our primary payroll software provider, [Name of Payroll Software Provider]. This outage occurred from [Start Date of Outage] to [End Date of Outage] and prevented us from accessing the necessary data and submitting our report on time. We have attached [mention supporting documents, e.g., "a statement from [Name of Payroll Software Provider] confirming the outage and its duration"] for your review.
We were diligent in attempting to resolve this issue and submitted our report as soon as our system became operational again on [Date of Submission]. We understand the importance of timely reporting and regret any inconvenience caused by this technical failure.
We respectfully request that you waive this penalty due to these extenuating technical circumstances. Thank you for your understanding and consideration.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Change in Key Personnel or Staff Turnover
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Staff Turnover - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
We are writing to request a waiver for the penalty of $[Penalty Amount] issued on [Date of Notice] concerning our EDD account number [Your EDD Account Number]. This penalty is related to [briefly state reason, e.g., "a delay in processing and submitting our employer contributions"].
The delay was primarily caused by an unexpected and significant turnover in our accounting department during the period leading up to the filing deadline. Our previous [Title of Departing Employee, e.g., "Payroll Manager"] unexpectedly resigned on [Date of Resignation], and their replacement, [Name of New Employee], was hired on [Date of New Employee Hire] and required time to familiarize themselves with our company's specific processes and EDD reporting procedures.
We have provided [mention supporting documents, e.g., "a list of recent personnel changes in our accounting department"] to illustrate the disruption. We have now ensured that [Name of New Employee] is fully trained and has established new protocols to prevent future delays.
We apologize for any inconvenience caused by this temporary staffing challenge. We value our relationship with the EDD and are committed to ensuring accurate and timely compliance moving forward. We would greatly appreciate your consideration in waiving this penalty.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Misunderstanding of EDD Regulations
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Misunderstanding of Regulations - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing to request a waiver for the penalty of $[Penalty Amount] that was assessed on [Date of Notice] for our EDD account, number [Your EDD Account Number]. The penalty pertains to [briefly state reason, e.g., "an incorrect classification of worker status"].
We sincerely regret the error in [briefly explain the misunderstanding, e.g., "how we classified our contract workers"]. We have reviewed the EDD's guidelines on worker classification and now have a clearer understanding of the requirements. We have since [describe corrective action, e.g., "reclassified the affected workers and corrected our reporting accordingly"].
We have attached [mention supporting documents, e.g., "a summary of our revised classification policies"] to demonstrate our commitment to understanding and adhering to EDD regulations. We have always aimed for compliance and assure you that we have taken steps to prevent similar misunderstandings in the future through [mention future prevention, e.g., "additional training for our HR team"].
We would be very grateful if you would consider waiving this penalty. Thank you for your understanding and assistance.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Correction of a Minor Reporting Error
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Minor Reporting Error Correction - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing to respectfully request a waiver for the penalty of $[Penalty Amount] levied on our EDD account, [Your EDD Account Number]. The penalty notice was dated [Date of Notice] and is in relation to [briefly state reason, e.g., "a small discrepancy in the reported wage amount for the quarter ending [Quarter End Date]"].
Upon reviewing our records and the penalty notice, we identified a minor clerical error in the total wages reported for one employee. This was an unintentional mistake that we have since corrected. We have already submitted an amended report on [Date of Amended Report] with the accurate wage information, which is $[Corrected Amount].
We have included [mention supporting documents, e.g., "a copy of our original report, the amended report, and the specific payroll record that was corrected"] as evidence. We are committed to accuracy in all our filings and have implemented a double-check system to catch any such minor errors before submission in the future.
We believe this was an honest mistake that has been promptly rectified. We kindly request that you waive this penalty given the minimal nature of the error and our swift correction. Thank you for your consideration.
Sincerely,
[Your Name]
[Your Title]
In conclusion, dealing with EDD penalties is a part of business ownership, but it doesn't have to be a stressful experience. By understanding the purpose of an EDD Penalty Waiver Letter Sample and using the examples provided, you can craft a compelling request that clearly explains your situation. Remember to be honest, provide supporting documentation, and always demonstrate your commitment to future compliance. Taking these steps will help you navigate these challenges more smoothly and maintain a positive relationship with the EDD.
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - System Outage - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing on behalf of [Your Company Name] to request a waiver for the penalty of $[Penalty Amount] assessed on our EDD account, number [Your EDD Account Number]. The penalty notice received was dated [Date of Notice] and pertains to [briefly state reason, e.g., "the delay in submitting our quarterly payroll tax return"].
The reason for the delay was an unexpected and significant system outage experienced by our primary payroll software provider, [Name of Payroll Software Provider]. This outage occurred from [Start Date of Outage] to [End Date of Outage] and prevented us from accessing the necessary data and submitting our report on time. We have attached [mention supporting documents, e.g., "a statement from [Name of Payroll Software Provider] confirming the outage and its duration"] for your review.
We were diligent in attempting to resolve this issue and submitted our report as soon as our system became operational again on [Date of Submission]. We understand the importance of timely reporting and regret any inconvenience caused by this technical failure.
We respectfully request that you waive this penalty due to these extenuating technical circumstances. Thank you for your understanding and consideration.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Change in Key Personnel or Staff Turnover
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Staff Turnover - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
We are writing to request a waiver for the penalty of $[Penalty Amount] issued on [Date of Notice] concerning our EDD account number [Your EDD Account Number]. This penalty is related to [briefly state reason, e.g., "a delay in processing and submitting our employer contributions"].
The delay was primarily caused by an unexpected and significant turnover in our accounting department during the period leading up to the filing deadline. Our previous [Title of Departing Employee, e.g., "Payroll Manager"] unexpectedly resigned on [Date of Resignation], and their replacement, [Name of New Employee], was hired on [Date of New Employee Hire] and required time to familiarize themselves with our company's specific processes and EDD reporting procedures.
We have provided [mention supporting documents, e.g., "a list of recent personnel changes in our accounting department"] to illustrate the disruption. We have now ensured that [Name of New Employee] is fully trained and has established new protocols to prevent future delays.
We apologize for any inconvenience caused by this temporary staffing challenge. We value our relationship with the EDD and are committed to ensuring accurate and timely compliance moving forward. We would greatly appreciate your consideration in waiving this penalty.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Misunderstanding of EDD Regulations
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Misunderstanding of Regulations - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing to request a waiver for the penalty of $[Penalty Amount] that was assessed on [Date of Notice] for our EDD account, number [Your EDD Account Number]. The penalty pertains to [briefly state reason, e.g., "an incorrect classification of worker status"].
We sincerely regret the error in [briefly explain the misunderstanding, e.g., "how we classified our contract workers"]. We have reviewed the EDD's guidelines on worker classification and now have a clearer understanding of the requirements. We have since [describe corrective action, e.g., "reclassified the affected workers and corrected our reporting accordingly"].
We have attached [mention supporting documents, e.g., "a summary of our revised classification policies"] to demonstrate our commitment to understanding and adhering to EDD regulations. We have always aimed for compliance and assure you that we have taken steps to prevent similar misunderstandings in the future through [mention future prevention, e.g., "additional training for our HR team"].
We would be very grateful if you would consider waiving this penalty. Thank you for your understanding and assistance.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Correction of a Minor Reporting Error
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Minor Reporting Error Correction - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing to respectfully request a waiver for the penalty of $[Penalty Amount] levied on our EDD account, [Your EDD Account Number]. The penalty notice was dated [Date of Notice] and is in relation to [briefly state reason, e.g., "a small discrepancy in the reported wage amount for the quarter ending [Quarter End Date]"].
Upon reviewing our records and the penalty notice, we identified a minor clerical error in the total wages reported for one employee. This was an unintentional mistake that we have since corrected. We have already submitted an amended report on [Date of Amended Report] with the accurate wage information, which is $[Corrected Amount].
We have included [mention supporting documents, e.g., "a copy of our original report, the amended report, and the specific payroll record that was corrected"] as evidence. We are committed to accuracy in all our filings and have implemented a double-check system to catch any such minor errors before submission in the future.
We believe this was an honest mistake that has been promptly rectified. We kindly request that you waive this penalty given the minimal nature of the error and our swift correction. Thank you for your consideration.
Sincerely,
[Your Name]
[Your Title]
In conclusion, dealing with EDD penalties is a part of business ownership, but it doesn't have to be a stressful experience. By understanding the purpose of an EDD Penalty Waiver Letter Sample and using the examples provided, you can craft a compelling request that clearly explains your situation. Remember to be honest, provide supporting documentation, and always demonstrate your commitment to future compliance. Taking these steps will help you navigate these challenges more smoothly and maintain a positive relationship with the EDD.
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Staff Turnover - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
We are writing to request a waiver for the penalty of $[Penalty Amount] issued on [Date of Notice] concerning our EDD account number [Your EDD Account Number]. This penalty is related to [briefly state reason, e.g., "a delay in processing and submitting our employer contributions"].
The delay was primarily caused by an unexpected and significant turnover in our accounting department during the period leading up to the filing deadline. Our previous [Title of Departing Employee, e.g., "Payroll Manager"] unexpectedly resigned on [Date of Resignation], and their replacement, [Name of New Employee], was hired on [Date of New Employee Hire] and required time to familiarize themselves with our company's specific processes and EDD reporting procedures.
We have provided [mention supporting documents, e.g., "a list of recent personnel changes in our accounting department"] to illustrate the disruption. We have now ensured that [Name of New Employee] is fully trained and has established new protocols to prevent future delays.
We apologize for any inconvenience caused by this temporary staffing challenge. We value our relationship with the EDD and are committed to ensuring accurate and timely compliance moving forward. We would greatly appreciate your consideration in waiving this penalty.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Misunderstanding of EDD Regulations
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Misunderstanding of Regulations - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing to request a waiver for the penalty of $[Penalty Amount] that was assessed on [Date of Notice] for our EDD account, number [Your EDD Account Number]. The penalty pertains to [briefly state reason, e.g., "an incorrect classification of worker status"].
We sincerely regret the error in [briefly explain the misunderstanding, e.g., "how we classified our contract workers"]. We have reviewed the EDD's guidelines on worker classification and now have a clearer understanding of the requirements. We have since [describe corrective action, e.g., "reclassified the affected workers and corrected our reporting accordingly"].
We have attached [mention supporting documents, e.g., "a summary of our revised classification policies"] to demonstrate our commitment to understanding and adhering to EDD regulations. We have always aimed for compliance and assure you that we have taken steps to prevent similar misunderstandings in the future through [mention future prevention, e.g., "additional training for our HR team"].
We would be very grateful if you would consider waiving this penalty. Thank you for your understanding and assistance.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Correction of a Minor Reporting Error
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Minor Reporting Error Correction - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing to respectfully request a waiver for the penalty of $[Penalty Amount] levied on our EDD account, [Your EDD Account Number]. The penalty notice was dated [Date of Notice] and is in relation to [briefly state reason, e.g., "a small discrepancy in the reported wage amount for the quarter ending [Quarter End Date]"].
Upon reviewing our records and the penalty notice, we identified a minor clerical error in the total wages reported for one employee. This was an unintentional mistake that we have since corrected. We have already submitted an amended report on [Date of Amended Report] with the accurate wage information, which is $[Corrected Amount].
We have included [mention supporting documents, e.g., "a copy of our original report, the amended report, and the specific payroll record that was corrected"] as evidence. We are committed to accuracy in all our filings and have implemented a double-check system to catch any such minor errors before submission in the future.
We believe this was an honest mistake that has been promptly rectified. We kindly request that you waive this penalty given the minimal nature of the error and our swift correction. Thank you for your consideration.
Sincerely,
[Your Name]
[Your Title]
In conclusion, dealing with EDD penalties is a part of business ownership, but it doesn't have to be a stressful experience. By understanding the purpose of an EDD Penalty Waiver Letter Sample and using the examples provided, you can craft a compelling request that clearly explains your situation. Remember to be honest, provide supporting documentation, and always demonstrate your commitment to future compliance. Taking these steps will help you navigate these challenges more smoothly and maintain a positive relationship with the EDD.
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Misunderstanding of Regulations - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing to request a waiver for the penalty of $[Penalty Amount] that was assessed on [Date of Notice] for our EDD account, number [Your EDD Account Number]. The penalty pertains to [briefly state reason, e.g., "an incorrect classification of worker status"].
We sincerely regret the error in [briefly explain the misunderstanding, e.g., "how we classified our contract workers"]. We have reviewed the EDD's guidelines on worker classification and now have a clearer understanding of the requirements. We have since [describe corrective action, e.g., "reclassified the affected workers and corrected our reporting accordingly"].
We have attached [mention supporting documents, e.g., "a summary of our revised classification policies"] to demonstrate our commitment to understanding and adhering to EDD regulations. We have always aimed for compliance and assure you that we have taken steps to prevent similar misunderstandings in the future through [mention future prevention, e.g., "additional training for our HR team"].
We would be very grateful if you would consider waiving this penalty. Thank you for your understanding and assistance.
Sincerely,
[Your Name]
[Your Title]
Letter Example: Correction of a Minor Reporting Error
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Minor Reporting Error Correction - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing to respectfully request a waiver for the penalty of $[Penalty Amount] levied on our EDD account, [Your EDD Account Number]. The penalty notice was dated [Date of Notice] and is in relation to [briefly state reason, e.g., "a small discrepancy in the reported wage amount for the quarter ending [Quarter End Date]"].
Upon reviewing our records and the penalty notice, we identified a minor clerical error in the total wages reported for one employee. This was an unintentional mistake that we have since corrected. We have already submitted an amended report on [Date of Amended Report] with the accurate wage information, which is $[Corrected Amount].
We have included [mention supporting documents, e.g., "a copy of our original report, the amended report, and the specific payroll record that was corrected"] as evidence. We are committed to accuracy in all our filings and have implemented a double-check system to catch any such minor errors before submission in the future.
We believe this was an honest mistake that has been promptly rectified. We kindly request that you waive this penalty given the minimal nature of the error and our swift correction. Thank you for your consideration.
Sincerely,
[Your Name]
[Your Title]
Date:
[Your Company Name]
[Your Company Address]
[Your Company Phone Number]
[Your Company Email]
Employment Development Department
[Specific EDD Address, if known, otherwise general address]
[City, State, Zip Code]
Subject: Request for Penalty Waiver - Minor Reporting Error Correction - Account Number: [Your EDD Account Number] - Penalty Notice Dated [Date of Notice]
Dear Employment Development Department,
I am writing to respectfully request a waiver for the penalty of $[Penalty Amount] levied on our EDD account, [Your EDD Account Number]. The penalty notice was dated [Date of Notice] and is in relation to [briefly state reason, e.g., "a small discrepancy in the reported wage amount for the quarter ending [Quarter End Date]"].
Upon reviewing our records and the penalty notice, we identified a minor clerical error in the total wages reported for one employee. This was an unintentional mistake that we have since corrected. We have already submitted an amended report on [Date of Amended Report] with the accurate wage information, which is $[Corrected Amount].
We have included [mention supporting documents, e.g., "a copy of our original report, the amended report, and the specific payroll record that was corrected"] as evidence. We are committed to accuracy in all our filings and have implemented a double-check system to catch any such minor errors before submission in the future.
We believe this was an honest mistake that has been promptly rectified. We kindly request that you waive this penalty given the minimal nature of the error and our swift correction. Thank you for your consideration.
Sincerely,
[Your Name]
[Your Title]
In conclusion, dealing with EDD penalties is a part of business ownership, but it doesn't have to be a stressful experience. By understanding the purpose of an EDD Penalty Waiver Letter Sample and using the examples provided, you can craft a compelling request that clearly explains your situation. Remember to be honest, provide supporting documentation, and always demonstrate your commitment to future compliance. Taking these steps will help you navigate these challenges more smoothly and maintain a positive relationship with the EDD.