The Discontinuing Service Letter is a crucial document used in the Swiss business environment when a service provider needs to formally terminate their service relationship with a client, or vice versa. It must comply with Swiss federal and cantonal laws, particularly the Swiss Code of Obligations (OR) regarding service contracts and termination notices. This document is typically used when either party wishes to end an ongoing service arrangement, whether it's a regular service contract, professional mandate, or continuing service agreement. The letter must include specific elements required under Swiss law, such as clear identification of the service being terminated, explicit termination date, reference to contractual or legal basis for termination, and any final obligations or settlement terms. It serves as official documentation of the service termination and helps prevent future disputes by clearly outlining the termination process and requirements.
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1. Letterhead and Date: Company details, recipient's address, and date of the letter
2. Subject Line: Clear indication that this is a service discontinuation notice
3. Service Identification: Specific details of the service being discontinued, including contract reference numbers and dates
4. Termination Statement: Clear statement of service discontinuation with specific termination date
5. Legal Basis: Reference to relevant contract clauses or legal provisions supporting the termination
6. Final Actions: List of required actions from either party before service termination
7. Outstanding Matters: Statement regarding any pending payments, refunds, or account settlements
8. Contact Information: Details for questions or clarifications regarding the termination
9. Closing: Formal closing, signature block, and company details
1. Transition Plan: Include when there needs to be a handover or transition process to another service provider
2. Data Handling: Include when the service involves personal data processing, explaining how data will be handled post-termination
3. Equipment Return: Include when there is equipment or materials that need to be returned
4. Alternative Service Providers: Include when there is a legal or contractual obligation to provide information about alternative service options
5. Regulatory Notices: Include when specific regulatory disclosures are required for the type of service being terminated
1. Service Summary: Detailed list of services being terminated, including service levels and specifications
2. Outstanding Payments Schedule: If applicable, detailed breakdown of any outstanding payments or credits
3. Return Materials Checklist: If applicable, list of items to be returned with conditions and deadlines
4. Relevant Contract Excerpts: Copies of relevant sections from the original service agreement regarding termination
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