The Staff Termination Letter is a critical document used in Canadian employment law contexts to formally communicate the end of an employment relationship. It must comply with both federal and provincial employment standards, including the Canada Labour Code and relevant provincial employment acts. This document is typically used when an employer needs to terminate an employee's employment, whether for cause, organizational restructuring, or other valid business reasons. The letter should include essential information such as the termination date, notice period or payment in lieu, severance details, benefit continuation information, and any post-employment obligations. A properly drafted Staff Termination Letter helps protect the organization from potential legal challenges while ensuring fair treatment of the terminated employee in accordance with Canadian employment laws.
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1. Letter Date and Address Block: Formal business letter heading including date, employee's full name and address
2. Notification of Termination: Clear statement of employment termination, including effective date
3. Reason for Termination: Brief, factual statement of termination reason (if applicable and appropriate to include)
4. Notice Period/Payment in Lieu: Details of notice period or payment in lieu of notice
5. Final Pay and Benefits: Information about final salary, vacation pay, and benefit continuation
6. Company Property: Instructions regarding return of company property
7. Confidentiality Reminder: Reminder of ongoing confidentiality obligations
8. Reference Policy: Information about company's policy on providing references
9. Contact Information: HR or relevant department contact details for questions
10. Signature Block: Space for authorized signatory and title
1. Severance Package Details: Used when offering additional severance beyond statutory requirements
2. Release Agreement Reference: Used when a separate release agreement is being provided for signature
3. Outplacement Services: Used when company is providing career transition support
4. Non-Competition Reminder: Used when employee is bound by existing non-compete agreements
5. Exit Interview: Used when company wishes to schedule an exit interview
6. Project Transition: Used when specific handover of work is required
7. Recognition of Service: Used for long-term employees or amicable separations to acknowledge contribution
1. Schedule A - Severance Calculation: Detailed breakdown of all final payments including salary, benefits, and severance
2. Schedule B - Benefits Summary: Detailed information about post-employment benefits continuation and conversion options
3. Schedule C - Company Property Checklist: List of company items to be returned
4. Schedule D - Important Dates Summary: Timeline of key dates including last day, benefit end dates, and deadlines for various actions
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