The Accepting Termination Letter is a crucial document in Canadian employment law that formally acknowledges an employee's voluntary resignation and sets out the terms of their departure. This document is typically used when an employer receives a resignation notice and needs to formally accept it while documenting all relevant termination details. The letter serves multiple purposes: it confirms the acceptance of resignation, documents the final working day, outlines the process for final payments and benefit terminations, addresses company property return, and may include reminders about continuing obligations such as confidentiality. Following Canadian employment standards, the letter ensures compliance with both federal and provincial requirements while providing clear documentation of the termination process for both parties' records.
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1. Letter Header: Company letterhead, date, and recipient's contact information
2. Resignation Acknowledgment: Formal acceptance of the employee's resignation and confirmation of the effective termination date
3. Final Working Day: Confirmation of the employee's last working day and any specific arrangements for handover
4. Final Pay and Benefits: Overview of final salary payment, unused vacation pay, and benefit termination dates
5. Company Property: List of company property to be returned and process for return
6. Reference Policy: Statement regarding the company's policy on providing references
7. Closing: Professional closing with good wishes and contact information for future correspondence
1. Transition Plan: Include when the employee needs to hand over specific projects or responsibilities
2. Non-Compete Reminder: Include when the employee is bound by non-compete or non-solicitation agreements
3. Confidentiality Obligations: Include when reminding about ongoing confidentiality obligations is necessary
4. Outstanding Expenses: Include when there are pending expense claims to be processed
5. Exit Interview: Include when an exit interview needs to be scheduled
6. Post-Employment Benefits: Include when discussing continuation of certain benefits or conversion options
1. Final Payment Schedule: Detailed breakdown of final payment including salary, vacation pay, and any other entitlements
2. Benefits Summary: Summary of benefit termination dates and conversion options
3. Company Property Checklist: Itemized list of company property to be returned
4. Project Handover Document: Template for documenting status of ongoing projects and handover instructions
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