1. Company letterhead and pay date
It opens the Letter Mailer. The Letter Mailer names the business here: company name, address, and the EIN and phone if you give them. A logo, when you upload one, sits in this block.
Paystub Template
Letter Mailer Earnings Statement Template
A pay statement set out like a business letter, with the employee’s name and address placed for a window envelope, so a printed stub can be folded and mailed.
- Layout
- Portrait statements
- Type
- Earnings Statement
- Colors
- 4 included
Color · Sapphire
Sample data, shown for illustration. Colors are included in the price.
Use it in Sapphire →The layout
What the Letter Mailer layout looks like
Your company name and address sit at the top left, with the pay date on the right. Lower down, a “Prepared for” block holds the employee’s name and address, positioned for a window envelope. Before you mail a batch, it is worth checking the fit with your own envelopes.
A serif “Pay Statement” title opens the body. A ruled row gives the employee, SSN, employee ID, period start, period end and pay date, with frequency, filing status and how the pay was made underneath. Earnings and Deductions tables sit side by side with current and YTD columns, and the totals are gathered at the foot of the page: gross taxable pay, total deductions, stub number, net pay, YTD net pay and net pay in words, next to any memo you add.
On the stub
Sections, top to bottom
- Company letterhead and pay date
- “Prepared for” address block, placed for a window envelope
- Pay facts row: employee, SSN, ID, period dates, pay date
- Earnings and deductions side by side, current and YTD
- Totals at the foot: gross pay, deductions, net pay, YTD net pay
- Net pay in words, and a memo note
Best for
Who this template suits
Small employers and household employers who mail stubs rather than email them, and anyone who wants a stub that reads like correspondence from the business. It also suits paper record keeping, since the totals sit in the same place at the foot of every page.
Overview
About this letter mailer earnings statement template
The Letter Mailer Earnings Statement Template is a portrait statements layout: reads top to bottom, one full-width table per section. A letter-style statement with an address block placed for a window envelope, and the totals at the foot of the page.
From top to bottom it runs company letterhead and pay date, “Prepared for” address block, placed for a window envelope, pay facts row: employee, SSN, ID, period dates, pay date and earnings and deductions side by side, current and YTD, and then the rest of the stub. You fill it in once in the builder, the taxes and totals are worked out for you, and the finished earnings statement downloads as a PDF.
Related: all pay stub templates · paystub generator
Section by section
What each part of the Letter Mailer shows
2. “Prepared for” address block, placed for a window envelope
The second block on the Letter Mailer. The person paid: name, address, employee ID and the masked SSN (only the last four digits print). Check the spelling here against an ID before you download.
3. Pay facts row: employee, SSN, ID, period dates, pay date
The third block on the Letter Mailer. Period start and end, pay date and frequency. On the Letter Mailer these read as the stub’s facts, so a reader can match it to a bank deposit before reading the figures.
4. Earnings and deductions side by side, current and YTD
The fourth block on the Letter Mailer. Earnings and deductions read across from each other. Each pay line (hours × rate, salary, overtime, bonus) sits on one side and each tax or deduction on the other, so on the Letter Mailer you can see what was earned and what came out in one row.
5. Totals at the foot: gross pay, deductions, net pay, YTD net pay
The fifth block on the Letter Mailer. Where the lines are added up. Gross pay should equal the earnings lines, total deductions the tax and deduction lines; the gap between them is net pay.
6. Net pay in words, and a memo note
It closes the Letter Mailer. Net pay written out in words, the way a check spells the amount, so the figure cannot be misread.
Fields
What you enter, and where it prints on the Letter Mailer
| You enter | It prints in |
|---|---|
| Company name, address, EIN, phone and logo | Company letterhead and pay date |
| Employee name, address and ID | “Prepared for” address block, placed for a window envelope |
| Last four digits of the SSN | Pay facts row: employee, SSN, ID, period dates, pay date |
| Pay period, pay date and pay frequency | Company letterhead and pay date |
| Filing status and how the pay was made | Pay facts row: employee, SSN, ID, period dates, pay date |
| Hours and rate, or the salary for the period | Earnings and deductions side by side, current and YTD |
| Overtime, bonus, commission and tips lines | Earnings and deductions side by side, current and YTD |
| Federal, state, Social Security and Medicare (estimated) | Earnings and deductions side by side, current and YTD |
| Your own deductions (health plan, retirement, garnishment) | Earnings and deductions side by side, current and YTD |
| Year-to-date totals | Earnings and deductions side by side, current and YTD |
| Memo or notes | Net pay in words, and a memo note |
The tax lines are estimated from the pay, frequency, filing status and state you enter, and you can change any of them. How paycheck taxes are calculated explains each one, and the pay stub glossary defines every abbreviation on the stub.
Colours
Letter Mailer colours
The Letter Mailer comes in Sapphire, Harbor blue, Brick and Black & white, with Sapphire as its standard colour. The colour you choose recolours the accents (section rules, headings and the net pay block); the figures and layout stay the same, and every colour is included in the price.
Document type
Why the Letter Mailer is called an earnings statement
“Earnings statement” is the title many payroll departments print on the same document others call a pay stub or pay slip. The Letter Mailer is drawn as a statement (a titled page with the period and the figures laid out formally), but it holds exactly what a pay stub holds: who was paid, for which period, gross pay, each tax and deduction, net pay and the year to date.
Best use
When to choose the Letter Mailer
Line-by-line checking
Every section of the Letter Mailer is its own full-width table, so you can check it top to bottom against a timesheet or bank record.
Employees on payroll
The Letter Mailer prints the full set of withholding lines (federal, Social Security, Medicare, state) for a W-2 employee’s stub.
A formal statement
The Letter Mailer’s statement title and layout suit a stub that is filed with other paperwork or handed to someone else.
Several pay periods in a row
The Letter Mailer prints year-to-date figures in “Earnings and deductions side by side, current and YTD”, so a run of consecutive stubs shows the year building up period by period.
Compare
How the Letter Mailer compares
The Letter Mailer belongs to the Portrait statements family, with Stacked Sections, Sectioned Summary, Stacked Ledger and Bar Stack. They share the same overall order; what sets the Letter Mailer apart is a letter-style statement with an address block placed for a window envelope, and the totals at the foot of the page.
Compare them: Stacked Sections · Sectioned Summary · Stacked Ledger · Bar Stack
Print and PDF
Printing and reading the Letter Mailer
Because every table runs full width and reads top to bottom, it scrolls naturally on a phone and prints on a single portrait page for most pay periods. The PDF is made from the same layout you see in the preview, so what you check is what you get.
Need several periods? The multi-stub builder makes consecutive stubs in this layout with year-to-date totals carried forward, and the sample pay stub walks through every line with real figures.
Before you download
Checks on a finished Letter Mailer
- In “Earnings and deductions side by side, current and YTD”, rate × hours equals each line, and the lines add up to gross pay.
- In “Earnings and deductions side by side, current and YTD”, every tax and deduction you expect is listed once, with its correct name.
- In “Totals at the foot: gross pay, deductions, net pay, YTD net pay”, net pay equals gross pay minus total deductions (plus any reimbursement) and matches the deposit.
- In “Earnings and deductions side by side, current and YTD”, year-to-date totals include this period and step up correctly from the previous stub.
- Names, addresses and the pay date are spelled and dated as on your records.
Sources: IRS Publication 15 (Circular E), Employer’s Tax Guide; IRS Topic 751, Social Security and Medicare withholding rates; U.S. Department of Labor, Fact Sheet #21: Recordkeeping under the FLSA.
How it works
How to fill in the Letter Mailer template
1
Open the builder with the Letter Mailer already selected (the “Use This Template” button does this).
2
Enter the company and the person paid; the business prints in the “Company letterhead and pay date” block.
3
Add the pay period, pay date and each kind of pay; the lines fill “Earnings and deductions side by side, current and YTD”.
4
Check the estimated taxes and add your own deductions (they print in “Earnings and deductions side by side, current and YTD”); every amount can be edited.
5
Pick a colour (Sapphire, Harbor blue and Brick or another), preview the whole stub, then download the PDF.
Before download
Paystubs are generated from the information you enter
PayStubGo is an online paystub generator, not a payroll service. Your paystub is created from the information you provide. Review all details carefully before exporting your final PDF and use generated documents responsibly.
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FAQ
Letter Mailer Earnings Statement Template questions
Is the Letter Mailer a pay stub or an earnings statement?
It is titled as an earnings statement, and it holds the same record either way: who was paid, for which period, gross pay, taxes and deductions, net pay and the year to date.
What colours does the Letter Mailer come in?
Sapphire, Harbor blue, Brick and Black & white. The colour changes the accents only, and every colour is included.
Does the Letter Mailer show year-to-date totals?
Yes. The “Earnings and deductions side by side, current and YTD” part carries the year-to-date figures. Make several consecutive stubs at once and the builder carries the totals forward from one period to the next.
Can I use the Letter Mailer for a 1099 contractor?
Contractor / 1099 mode works with every template and turns off withholding. For headings that read Payer and Contractor, pick a template tagged Contractor-ready, such as Stacked Ledger.
Is there a free Letter Mailer template for Word or Excel?
No. The Letter Mailer is filled in online and delivered as a finished PDF, with the taxes and totals worked out. You can preview it free before you pay.
Can I preview the Letter Mailer Earnings Statement Template before creating a paystub?
Yes. This page shows a sample of the template, and the builder shows your own figures in it live before anything is paid for.
Can I switch from the Letter Mailer to another template later?
Yes. Your details stay in the builder when you change templates, so you can compare layouts with your own figures before you download.
Can I edit the pay details before export?
Yes. PayStubGo lets you enter company, employee, earnings, deductions, pay period, and optional YTD details before previewing the final paystub.
Ready to create a paystub with this template?
Preview the layout, enter your pay details, and download the finished PDF.