Template reply to an employee's request for pay information
Has an employee asked how their pay compares with others? Enter the amounts — you will get a ready letter: their pay and the average pay of women and men doing the same work or work of equal value.
Legal status as of 10 November 2026
Ready text
Note: one of the groups has only 1 person — the average reveals their pay. Consider data protection (RODO/GDPR) before sending.
The generator runs in your browser. The amounts you enter are not sent anywhere.
What an employee can ask for
Art. 7 of Directive (EU) 2023/970: an employee has the right to request and receive in writing information on their individual pay level and on the average pay levels, broken down by sex, for the category of employees doing the same work or work of equal value. The directive provides for a reply within a reasonable period, no longer than 2 months.
In Poland this right will be introduced by a new act (draft UC127). According to the draft, companies with fewer than 50 employees provide the information on request, within 30 days. As of 10 November 2026, the act had not been passed.
What to watch out for
- Small group. If the category includes only one woman or one man, the average reveals that specific person's pay.
- The same work or work of equal value. Define the category using objective criteria, not just the job title.
- Gross amounts. Preferably including bonuses and allowances, averaged over 12 months.
Your whole company in one app
Jawność for Android: job categories based on 4 criteria, pay ranges for every position, replies to employee requests with one tap (in Polish, Ukrainian, English and Russian) and a pay gap report. No account and no subscription — your data stays on your phone. Free for up to 5 people.
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Other free tools
- Pay transparency in a small company — what you must do
- Pay range in a job advertisement — template and free generator
- Gender pay gap calculator
Frequently asked questions
Do I have to reply to such a request already now?
The obligation will be introduced by the Polish act implementing the directive — as of 10 November 2026, not yet passed. A well-prepared reply today is good practice and preparation for the new rules.
Within what time must I reply?
Directive: a reasonable period, no longer than 2 months. Polish draft: in companies with fewer than 50 employees — on request, within 30 days.
What if there are no women in the category?
State that there are no women (or men) in this category — the average cannot then be given.
Can the employee show this information to others?
The directive (art. 7(5)) prohibits forbidding employees to disclose their pay in order to enforce equal pay. In Poland this is provided for by the draft act.
Sources
- Ustawa z 4 czerwca 2025 r. o zmianie ustawy – Kodeks pracy, Dz.U. 2025 poz. 807
- Dyrektywa (UE) 2023/970 (EUR-Lex)
- Projekt ustawy (UC127) — Rządowy Proces Legislacyjny
These materials and generators help you prepare texts. They are not legal advice and give no legal guarantee. Regulations change — before using them, check the current legal position or consult a lawyer.