The Job Cancellation Letter is a crucial document in Philippine employment law, used when an employer needs to formally terminate an employment relationship. It must comply with the Labor Code of the Philippines and Department of Labor and Employment (DOLE) regulations, which require specific content and procedures for employment termination. The letter should be used when terminating employment for just or authorized causes, during probationary periods, or for project completion. It must include clear reasoning for the termination, notice periods, final pay computations, and information about clearance procedures. The document serves both as official notification and legal documentation, protecting both employer and employee interests while ensuring compliance with Philippine labor laws.
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1. Letter Header: Company letterhead, date, and formal addressing to the employee including their name and position
2. Subject Line: Clear indication that this is a job cancellation/termination notice
3. Opening Statement: Direct statement of the purpose of the letter and reference to any prior discussions or warnings
4. Reason for Cancellation: Clear explanation of the grounds for termination, citing specific reasons in accordance with Philippine Labor Code
5. Effective Date: Specification of the last working day and notice period details
6. Final Pay Information: Details about final salary, benefits, and other entitlements
7. Company Property: Instructions regarding the return of company property and completion of clearance procedures
8. Closing Statement: Professional closing with information about next steps and contact details for queries
9. Signature Block: Space for authorized signatory's name, position, and signature
1. Separation Benefits: Details of any separation pay or additional benefits, used when applicable under Philippine labor laws
2. Non-Compete Reminder: Reminder of any existing non-compete or confidentiality obligations, used when such agreements exist
3. Performance History: Brief summary of performance issues or warnings, used in cases of termination for cause
4. Transition Instructions: Specific instructions for handover of work, used when position requires knowledge transfer
5. Certificate of Employment: Mention of availability of certificate of employment, used when employee is in good standing
1. Computation of Final Pay: Detailed breakdown of final salary, benefits, deductions, and separation pay if applicable
2. Clearance Checklist: List of items and procedures to be completed before final clearance
3. Supporting Documents: Copies of relevant warning letters, performance reviews, or incident reports if termination is for cause
4. Employee Acknowledgment Form: Form for employee to acknowledge receipt of the termination letter
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