The Polite Termination Letter is a crucial document in Belgian employment law, used when an employer needs to formally end an employment relationship while maintaining professional standards and legal compliance. It must adhere to strict Belgian legal requirements, including specific notice period calculations, mandatory content requirements under the Employment Contracts Act of 1978, and compliance with Collective Bargaining Agreement No. 109 regarding termination reasoning. The document serves multiple purposes: it officially communicates the termination decision, provides legally required information about notice periods and final payments, and maintains a professional relationship that may be valuable for future references. This type of letter is particularly important in Belgium's employment landscape, where formal documentation and proper procedure in employment termination are highly regulated and scrutinized.
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1. Header Information: Company letterhead, date, recipient's full name and address, and reference line
2. Formal Opening: Professional greeting and reference to the employee's position and employment start date
3. Main Statement: Clear but polite statement of the termination decision
4. Notice Period Details: Specification of the notice period or payment in lieu of notice, with clear start and end dates
5. Final Payment Information: Details of final salary, outstanding vacation pay, and any other due compensation
6. Company Property: Instructions regarding the return of company property and handling of confidential information
7. Closing Statement: Professional closing with acknowledgment of service and best wishes for the future
8. Signature Block: Space for authorized signatory's name, title, and signature
1. Reason for Termination: Include when required under CBA No. 109 or when providing specific performance-related or economic reasons
2. Transition Plan: Include when the employee needs to handle knowledge transfer or complete specific projects
3. Reference Offer: Include when the company is willing to provide future employment references
4. Non-Compete Reminder: Include when the employee is bound by existing non-compete clauses
5. Outplacement Services: Include when the company offers outplacement support or when legally required based on employee's age/seniority
1. Notice Period Calculation: Detailed calculation of the notice period based on seniority and applicable law
2. Final Settlement Statement: Itemized list of final payments including salary, benefits, and any other compensation
3. Company Property Checklist: List of company items to be returned before the last working day
4. Benefits Summary: Overview of the status of various benefits and insurance coverage post-termination
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Education
Construction
Hospitality
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Energy
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Media and Entertainment
Real Estate
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Human Resources
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Employee Relations
Compliance
Senior Management
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Human Resources Director
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People Operations Manager
Chief Human Resources Officer
HR Administrator
Employee Relations Manager
HR Compliance Officer
General Counsel
Office Manager
Department Manager
Line Manager
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