The Proof Of Employment Termination is a critical document in Indian employment law that formally documents the conclusion of an employment relationship. It is mandatory for employers to provide this document upon the termination or resignation of an employee, in compliance with various Indian labor laws including the Industrial Disputes Act, 1947, and state-specific Shop and Establishment Acts. The document serves multiple purposes: it provides legal protection for both parties, assists employees in seeking future employment, facilitates final settlements, and helps maintain clear employment records. It should be issued whether the termination is due to resignation, layoff, retirement, or dismissal, and must include specific details about the employment period, role, and terms of separation.
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1. Company Letterhead and Date: Official company letterhead with complete contact details and the date of issuance
2. Employee Details: Full name, employee ID, designation, and department of the employee
3. Subject Line: Clear indication that this is a termination/relieving letter
4. Employment Period: Exact dates of employment commencement and termination
5. Termination Details: Specific information about the termination including the effective date and type of separation
6. Final Settlement: Statement regarding final settlement of dues and pending payments
7. Company Property: Confirmation of return of company property and assets
8. Service Acknowledgment: Statement acknowledging the employee's service and contributions
9. Authorization: Signature of authorized company representative with name and designation
1. Reason for Termination: Include when termination is due to specific reasons like redundancy, performance, or misconduct
2. Notice Period Details: Required when there are specific arrangements regarding notice period or payment in lieu
3. Non-Compete/Confidentiality: Include when reminding employee of ongoing obligations post-termination
4. Reference Provision: Optional statement about company's willingness to provide references
5. Outstanding Benefits: Include when there are specific benefits like stock options or bonuses that need addressing
6. Rehire Eligibility: Optional statement about eligibility for future employment with the company
1. Final Settlement Calculation: Detailed breakdown of final payment including salary, leaves, gratuity, and other dues
2. Company Property Checklist: List of company assets returned by the employee
3. Clearance Form: Departmental clearances from various units like IT, Finance, HR
4. Exit Interview Form: Documentation of exit interview responses if conducted
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