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The Director Termination Letter is a crucial corporate governance document used when a director's position on the board is being terminated, whether through resignation, removal, or mutual agreement. This document is particularly important in the Canadian corporate context, where both federal and provincial laws impose specific requirements on director appointments and removals. The letter serves multiple purposes: it formally documents the termination date, outlines any continuing obligations or restrictions, addresses confidentiality requirements, and handles practical matters such as the return of company property or final compensation. The document must be carefully drafted to ensure compliance with relevant legislation, including the Canada Business Corporations Act or provincial equivalents, and should align with the company's bylaws and governance policies. A properly prepared Director Termination Letter helps protect the company's interests while providing clear documentation of the directorship's end.

1. Letter Header: Company letterhead, date, director's name and address

2. Formal Salutation: Professional greeting addressing the director by name

3. Notice of Termination: Clear statement of termination of directorship, effective date, and reference to relevant corporate resolution if applicable

4. Confirmation of Board Position: Specific reference to the director position being terminated, including start date and any specific roles on committees

5. Return of Company Property: Request for return of any company property, documents, or confidential information

6. Outstanding Obligations: Statement regarding any remaining director fees, expense reimbursements, or other entitlements

7. Ongoing Obligations: Reminder of continuing obligations regarding confidentiality and non-disclosure

8. Closing and Signatures: Professional closing, signature block for authorized officer