The Director Termination Letter is a crucial corporate governance document used when a director's appointment to a company board needs to be formally terminated. This document, governed by New Zealand law, particularly the Companies Act 1993, serves as official documentation of the termination decision and its terms. It is typically used in situations including voluntary resignation, removal by shareholders, retirement, or mutual agreement to end the directorship. The letter must comply with New Zealand corporate law requirements and should address key aspects such as effective date of termination, return of company property, ongoing obligations, and any specific arrangements regarding final settlements. It forms part of the company's official records and requires appropriate filing with the New Zealand Companies Office.
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1. Company Details and Date: Full legal name of the company, registered address, and date of the letter
2. Director's Details: Full name and address of the director being terminated
3. Formal Notice of Termination: Clear statement of termination of directorship and effective date
4. Basis for Termination: Reference to relevant resolution, agreement, or other basis for the termination
5. Confirmation of Filing: Statement confirming that necessary filings will be made with the Companies Office
6. Return of Company Property: Request for return of company property, documents, and other assets
7. Closing and Signature: Formal closing, signature block for authorized signatory
1. Ongoing Confidentiality Obligations: Include when reminding the director of continuing confidentiality duties
2. Post-Termination Restrictions: Include when there are specific non-compete or non-solicitation obligations
3. Outstanding Remuneration: Include when addressing final payments or outstanding compensation
4. Resignation from Subsidiaries: Include when director holds positions in related companies
5. Mutual Release: Include when parties agree to release each other from claims
6. Continuing Obligations: Include when specifying any ongoing duties or obligations post-termination
1. Board Resolution: Copy of the board resolution approving the termination
2. Company Property List: Detailed list of company property to be returned
3. Final Payment Statement: Breakdown of any final payments or settlements
4. Subsidiary Directorships: List of subsidiary companies where directorship is also being terminated
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Corporate Affairs Manager
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