Paystub Template
A quiet, letter-style statement with the title and stub number at the top left, your logo at the top right, and open white space around every figure.
Color · Midnight
Sample data, shown for illustration. Colors are included in the price.
Use it in Midnight →The layout
The page opens like letter paper. “Earnings Statement” and the stub number sit at the top left in the accent color, with your logo at the top right; without a logo, the company name stands in as a wordmark. Two address blocks follow: Issued to (the employee’s name, ID, masked SSN and address) and Issued by (the company’s address, phone and EIN).
The pay details (pay period, pay date, frequency, filing status and how the pay was made) sit under one soft, rounded header row. Earnings and Taxes and deductions follow as full-width tables under matching headers, share one set of columns, and each closes with a single rule and its total. Net pay stands at the bottom right with YTD net pay under it, and any memo sits to its left.
On the stub
Best for
Small businesses that want their logo to lead the page, and anyone who prefers a calm, uncluttered stub to a dense payroll form. The open spacing keeps a short stub easy to read, and the rounded header rows keep a long list of deductions tidy.
Overview
The Letterhead Earnings Statement Template is a portrait statements layout: reads top to bottom, one full-width table per section. A letterhead top with the title and stub number on the left and the logo or company name on the right, issued-to and issued-by blocks, then tables under soft rounded header rows and net pay at the foot.
From top to bottom it runs title, stub number and logo or wordmark, issued to: name, ID, masked SSN, address, issued by: company address, phone, EIN and pay details under a rounded header row, 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 · free pay stub generator · paystub generator
Section by section
It opens the Letterhead. The document’s name and reference: the title the Letterhead prints, with the stub number and, where the layout has them here, the pay frequency and filing status. A unique stub number makes each copy easy to refer to.
The second block on the Letterhead. Who was paid. The Letterhead prints the name and address, an employee ID if you use one, and the SSN masked to its last four digits.
The third block on the Letterhead. This is where the payer is named. On the Letterhead it carries the company name and address, and the EIN and phone when you enter them; add a logo and it prints here too.
The fourth block on the Letterhead. Period start and end, pay date and frequency. On the Letterhead these read as the stub’s facts, so a reader can match it to a bank deposit before reading the figures.
The fifth block on the Letterhead. Each kind of pay on its own line: regular hours, overtime, bonus, commission or tips, with rate and hours where they apply. Rate × hours should equal each current amount, and the lines add up to gross pay.
The sixth block on the Letterhead. Taxes and deductions. The Letterhead lists federal income tax, Social Security and Medicare, any state or local tax, and the deductions you add by name. Their total is what separates gross pay from net pay.
It closes the Letterhead. Net pay, the amount actually paid: gross pay minus every tax and deduction above, plus any non-taxable reimbursement. It should match the deposit to the cent.
Fields
| You enter | It prints in |
|---|---|
| Company name, address, EIN, phone and logo | Issued by: company address, phone, EIN |
| Last four digits of the SSN | Issued to: name, ID, masked SSN, address |
| Pay period, pay date and pay frequency | Pay details under a rounded header row |
| Filing status and how the pay was made | Pay details under a rounded header row |
| Hours and rate, or the salary for the period | Earnings table with rate, hours, current and YTD |
| Overtime, bonus, commission and tips lines | Earnings table with rate, hours, current and YTD |
| Federal, state, Social Security and Medicare (estimated) | Taxes and deductions table with the total |
| Your own deductions (health plan, retirement, garnishment) | Taxes and deductions table with the total |
| Year-to-date totals | Earnings table with rate, hours, current and YTD |
| Memo or notes | Net pay with YTD, 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
The Letterhead comes in Midnight, Harbor blue, Lagoon, Spruce, Plum, Brick, Slate grey and Black & white, with Midnight 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
“Earnings statement” is the title many payroll departments print on the same document others call a pay stub or pay slip. The Letterhead 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
Every section of the Letterhead is its own full-width table, so you can check it top to bottom against a timesheet or bank record.
The Letterhead prints the full set of withholding lines (federal, Social Security, Medicare, state) for a W-2 employee’s stub.
The Letterhead’s statement title and layout suit a stub that is filed with other paperwork or handed to someone else.
The Letterhead prints year-to-date figures in “Earnings table with rate, hours, current and YTD”, so a run of consecutive stubs shows the year building up period by period.
The Letterhead is one of our top picks to start with, chosen for how clearly it reads.
Compare
The Letterhead belongs to the Portrait statements family, with Stacked Sections, Letter Mailer, Sectioned Summary and Stacked Ledger. They share the same overall order; what sets the Letterhead apart is a letterhead top with the title and stub number on the left and the logo or company name on the right, issued-to and issued-by blocks, then tables under soft rounded header rows and net pay at the foot.
Compare them: Stacked Sections · Letter Mailer · Sectioned Summary · Stacked Ledger
Print and PDF
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
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
Open the builder with the Letterhead already selected (the “Use This Template” button does this).
Enter the company and the person paid; the business prints in the “Title, stub number and logo or wordmark” block.
Add the pay period, pay date and each kind of pay; the lines fill “Earnings table with rate, hours, current and YTD”.
Check the estimated taxes and add your own deductions (they print in “Taxes and deductions table with the total”); every amount can be edited.
Pick a colour (Midnight, Harbor blue and Lagoon or another), preview the whole stub, then download the PDF.
Before download
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
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.
Midnight, Harbor blue, Lagoon, Spruce, Plum, Brick, Slate grey and Black & white. The colour changes the accents only, and every colour is included.
Yes. The “Earnings table with rate, hours, 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.
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.
No. The Letterhead 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.
Yes. This page shows a sample of the template, and the builder shows your own figures in it live before anything is paid for.
Yes. Your details stay in the builder when you change templates, so you can compare layouts with your own figures before you download.
Yes. PayStubGo lets you enter company, employee, earnings, deductions, pay period, and optional YTD details before previewing the final paystub.
Preview the layout, enter your pay details, and download the finished PDF.
