The Clearance Letter from Employer is a crucial document in Canadian employment practices, typically issued upon the conclusion of employment. It serves multiple purposes, including verification for future employers, immigration authorities, or professional bodies that the employee has properly concluded their employment relationship. The document confirms that all company property has been returned, confidentiality obligations are understood, and any outstanding matters have been resolved. While not legally mandatory in most Canadian jurisdictions, it's considered best practice and often requested for various administrative and professional purposes. The content must comply with privacy legislation such as PIPEDA, provincial privacy laws, and employment standards, ensuring that only appropriate and authorized information is disclosed.
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1. Letterhead and Date: Company letterhead including full legal name, address, and current date
2. Recipient Information: Full name and address of the recipient ('To Whom It May Concern' if general purpose)
3. Employee Identification: Full name of employee and any relevant employee ID numbers
4. Employment Period: Confirmation of employment dates, including start and end dates
5. Position Details: Job title(s) held and brief description of primary responsibilities
6. Departure Circumstances: Brief, neutral statement about the nature of departure (resignation, layoff, etc.)
7. Clearance Statement: Confirmation that all company property has been returned and obligations have been fulfilled
8. Contact Information: Name, title, and contact details of the letter issuer
9. Signature Block: Space for authorized signatory's signature and title
1. Performance Statement: Brief statement about performance if requested and permitted by company policy
2. Rehire Eligibility: Statement about eligibility for rehire, if company policy allows this disclosure
3. Project Completion: Details about specific projects or achievements, particularly relevant for project-based roles
4. Security Clearance: Confirmation of security clearance levels held, if applicable to the role
5. Professional Development: List of certifications or training completed during employment
6. Reason for Departure: Detailed reason for departure, if mutually agreed and appropriate to include
1. Employment History Details: Detailed listing of positions held, departments, and dates if employment history is complex
2. Project Summary: Detailed list of major projects completed, if relevant to future employment
3. Training Certificates: Copies of relevant training or certification documents completed during employment
4. Performance History: Summary of performance reviews if agreed to be included and relevant
Relevant legal definitions
Clauses
Relevant Industries
Technology
Healthcare
Financial Services
Manufacturing
Retail
Education
Professional Services
Construction
Government
Telecommunications
Transportation
Energy
Mining
Agriculture
Hospitality
Non-Profit
Relevant Teams
Human Resources
Legal
Operations
Administration
Personnel Management
Employee Relations
Compliance
Corporate Services
People Operations
Talent Management
Relevant Roles
Human Resources Manager
HR Director
Department Manager
Chief Human Resources Officer
HR Business Partner
Office Manager
Operations Director
Legal Counsel
HR Administrator
Personnel Coordinator
Hiring Manager
HR Specialist
Employee Relations Manager
HR Operations Manager
Chief Operating Officer
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