1. Company letterhead and pay date
The business behind the pay: its name and address, plus the EIN and phone if you add them.
Earnings statement design
Pay Statement Template You Can Mail: Long Statement
A pay statement written like a business letter. The employee’s address sits where a window envelope shows it, so you can print, fold and post it.
- Layout
- Portrait statements
- Type
- Earnings Statement
- Colors
- 4 included
Design
How the Long Statement is laid out
Your business name and address sit top left, with the pay date top right. Further down, a Prepared for block holds the employee’s name and address in the window-envelope spot. Test the fold with your own envelopes before mailing a batch, because envelope windows vary.
A serif title opens the statement. One ruled row lists the employee, SSN, ID, period start and end, and pay date, with frequency, filing status and payment method below. Earnings and deductions run side by side with this-period and year-to-date columns. All the totals sit together at the foot: gross taxable pay, total deductions, stub number, net pay, year-to-date net pay, and net pay written out in words.
Order
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
Good for
Who picks the Long Statement
Employers who post stubs instead of emailing them, like household employers or a small shop with a few staff. It also suits anyone who files on paper: the totals are always in the same place at the bottom.
In short
The Long Statement as a pay statement template
A pay statement template turns one pay period into a short document: who paid, who was paid, the dates, the pay, what came out and what was paid. The Long Statement sets that out as a letter you can mail.
Because the address is placed for a window envelope, the same page is both the statement and the mailing label. There is no separate cover letter to write.
See also: every design · several stubs at once · how taxes are worked out · pricing
Block by block
Reading each part of the Long Statement
2. “Prepared for” address block, placed for a window envelope
The person paid: name, address, an employee ID if there is one, and only the last four digits of the SSN.
3. Pay facts row: employee, SSN, ID, period dates, pay date
The pay period and the pay date. The pay date should match the day the money landed in the account.
4. Earnings and deductions side by side, current and YTD
Pay lines and deductions face each other, so what was earned and what came out read across the same rows.
5. Totals at the foot: gross pay, deductions, net pay, YTD net pay
Where the lines add up: gross pay from the earnings, total deductions from the taxes and deductions. Net pay is the gap.
6. Net pay in words, and a memo note
Net pay spelled out in words, the way a check writes it, so the figure can’t be misread.
Where it prints
What you type, and where it lands
| What you type | Where it shows |
|---|---|
| Business 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 |
| SSN (only the last four digits print) | Pay facts row: employee, SSN, ID, period dates, pay date |
| Pay period, pay date and how often you’re paid | Company letterhead and pay date |
| Filing status and payment method | Pay facts row: employee, SSN, ID, period dates, pay date |
| Hourly rate and hours, or the salary | Earnings and deductions side by side, current and YTD |
| Overtime hours | Earnings and deductions side by side, current and YTD |
| Bonus, tips, commission and your own deductions (Extra earnings & deduction lines add-on) | Earnings and deductions side by side, current and YTD |
| Taxes, worked out for you | Earnings and deductions side by side, current and YTD |
| Year-to-date totals | Earnings and deductions side by side, current and YTD |
| A memo | Net pay in words, and a memo note |
Taxes are estimated from the pay, how often you’re paid, the filing status and the state. Typing your own amounts is the Tax & W-4 withholding edits add-on. How we calculate each line.
Color
Colors for the Long Statement
Pick from Sapphire, Harbor blue, Brick and Black & white. Sapphire is the starting color. A color changes only the accents; the figures and the layout stay put.
The name
Earnings statement or pay stub?
The Long Statement is drawn as an earnings statement: a titled, formal page. It holds the same record as a pay stub: the business, the person paid, the period, the pay, each tax and deduction, net pay and the year so far.
Use it for
When the Long Statement fits
Mailing stubs
Print, fold and drop it into a window envelope. The address block shows through.
Household employers
A clear, letter-style statement for a nanny, caregiver or housekeeper, with net pay in words the way a check shows it.
Paper filing
Every total sits at the foot, so a stack of statements can be checked by looking at the bottom of each page.
Checking top to bottom
Each section of the Long Statement runs full width, so you can check it line by line against your records.
A good first pick
The Long Statement is one of our top picks to start with.
Pay statements
Pay statement or pay stub: which name is right?
Both. “Pay statement” is the name many payroll systems and state laws use; “pay stub” is what most people say. They describe the same record of one period’s earnings, deductions and net pay.
Whether an employee must get one, and what it must list, is set by each state rather than by federal law. The Department of Labor’s recordkeeping fact sheet covers the records employers keep; your state labor office covers the statement you hand over.
Family
Long Statement vs similar designs
Same family (Portrait statements): Business Letter, Detailed Summary, Two-Column Summary and Striped Rows. They keep the facts in the same order. What marks out the Long Statement: a letter-style statement with the address placed for a window envelope and every total at the foot.
Open: Business Letter · Detailed Summary · Two-Column Summary · Striped Rows
On paper and on screen
Every table runs full width, so it scrolls well on a phone and prints on one portrait page for a normal pay period. The PDF is made from the same layout as the preview, so what you check is what you get.
Making a run of stubs? The multi-stub builder makes consecutive pay periods in this design and carries the year-to-date totals forward.
Last look
Check these before you download
- “Earnings and deductions side by side, current and YTD”: hours times rate matches each line, and the lines add up to gross pay.
- “Earnings and deductions side by side, current and YTD”: each tax and deduction you expect is there once, under the right name.
- “Totals at the foot: gross pay, deductions, net pay, YTD net pay”: net pay is gross pay minus the deductions, and it matches the deposit.
- “Earnings and deductions side by side, current and YTD”: the year-to-date totals include this period and rise correctly from the last stub.
- Names, addresses and dates match your own records.
Sources: U.S. Department of Labor, Fact Sheet #21: Recordkeeping under the FLSA; U.S. Department of Labor, State labor offices.
Steps
Making a stub with the Long Statement
1
Tap “Use this design”. The builder opens with the Long Statement picked.
2
Type the business and the person paid. The business prints in “Company letterhead and pay date”.
3
Add the dates and the pay: hours and rate, or a salary. Overtime goes on its own line, in “Earnings and deductions side by side, current and YTD”.
4
Look over the taxes the builder works out; they print in “Earnings and deductions side by side, current and YTD”. Typing your own amounts is the Tax & W-4 withholding edits add-on.
5
Pick a color, read the whole preview, then pay and download the PDF.
6
Type the employee’s mailing address in full; it is the one that shows through the envelope.
7
Print one test page and fold it into your envelope before you print the rest.
8
Net pay also prints in words. Read it once to make sure it matches the figure.
Real pay only
The stub shows what you type
PayStubs349 turns your details into a document. It doesn’t run payroll or check your figures, so match them to your pay records before you download.
More designs
Other designs to compare
Portrait statements
Business Letter
Letter-style: title and stub number top left, logo top right, then issued-to and issued-by blocks.
8 colors
Portrait statements
Top pickDetailed Summary
Ruled sections for earnings, deductions and pay details, then one this-period and year-to-date summary table.
5 colors
Portrait statements
Top pickTwo-Column Summary
Employee and pay period panels, full-width tables, then matching this-period and year-to-date boxes.
8 colors
Portrait statements
Striped Rows
Title and dates on the left, business and employee in a tinted box, striped tables and a pay summary.
8 colors
Portrait statements
Ruled Statement
A plain title, then ruled sections for earnings, taxes and deductions, each with its total, and a shaded net payment row.
8 colors
Portrait statements
Grid Cells
A centered title, labeled details in two columns, a tinted pay period band, and each line label in a soft cell.
8 colors
FAQ
Questions about the Long Statement
What does the Long Statement cost?
$3.49 a stub, the same as every other design. Previewing it costs nothing.
Does the Long Statement print year-to-date totals?
Yes, in “Earnings and deductions side by side, current and YTD”. Make several stubs in a row and the totals carry forward.
Can a contractor use the Long Statement?
Contractor / 1099 mode works on every design and turns off withholding. For a payee heading that reads Contractor, pick Side Rail.
If I fill in the Long Statement, can I switch designs later?
Yes. Your details stay in the builder, so you can try other designs with your own numbers before you download.
Will the address line up with my envelope?
It is placed for a window envelope, but windows differ. Print one page and test the fold before mailing a batch.
Why is net pay written in words?
So the amount can’t be misread, the way a check spells it out. It prints next to the figure at the foot.
Can I email the Long Statement instead of mailing it?
Yes. It is a normal PDF. The envelope-ready address simply sits in the layout either way.
Start with the Long Statement
Switch designs any time before you download; your details stay.