The Employee Exit Form is a crucial document used in Malta to manage and document the formal process of employment termination. It is designed to comply with Malta's employment laws, particularly the Employment and Industrial Relations Act (Chapter 452) and related regulations. This document is essential whenever an employee leaves the organization, whether through resignation, termination, retirement, or other circumstances. The form captures vital information including employee details, reason for departure, notice period compliance, final settlement calculations, company property returns, and handover arrangements. It serves multiple purposes: ensuring legal compliance, protecting both parties' interests, maintaining proper records for audit purposes, and facilitating a smooth transition process.
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1. Employee Information: Basic details including name, employee ID, department, position, and length of service
2. Last Working Day: Details of the employee's final working day and any outstanding leave
3. Type of Exit: Specification of whether it's resignation, termination, retirement, or other
4. Notice Period: Confirmation of notice period given/received and how it will be served
5. Company Property: List of company assets to be returned (equipment, access cards, etc.)
6. Final Settlement: Details of final payment including salary, leave encashment, and other dues
7. Handover Requirements: List of tasks, documents, and responsibilities to be handed over
8. Confidentiality Reminder: Reminder of ongoing confidentiality obligations post-employment
9. Signatures: Space for signatures of employee, line manager, and HR representative
1. Exit Interview: To be included when conducting formal exit interviews for voluntary resignations
2. Non-Compete Acknowledgment: Required when employee is bound by non-compete agreements
3. Project Status: Needed for employees leaving while managing critical projects
4. Performance Issues: To be included in cases of performance-related termination
5. Grievance Resolution: Required when exit is related to workplace grievances
6. References: Section about providing future references, if applicable
1. Schedule A - Exit Checklist: Detailed checklist for HR and department heads to ensure all exit procedures are completed
2. Schedule B - Final Settlement Calculation: Detailed breakdown of final payment including all components
3. Schedule C - Asset Return Form: Itemized list of company property to be returned with condition notes
4. Schedule D - Knowledge Transfer Template: Template for documenting critical information and processes
5. Appendix 1 - Data Protection Declaration: Declaration regarding handling of personal data post-employment
6. Appendix 2 - Reference Request Form: Standard form for future reference requests
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