The Letter of Intent Not to Renew Employment Contract is a crucial document used in New Zealand employment contexts when an employer has decided not to extend or renew a fixed-term employment agreement. This document should be prepared and delivered well in advance of the contract's expiration date, in accordance with New Zealand employment law and best practices. It serves multiple purposes: providing clear notice to the employee, maintaining professional relationships, ensuring legal compliance, and initiating the transition process. The letter should be used when there is a legitimate business reason for non-renewal and must be handled in compliance with the Employment Relations Act 2000 and related legislation. It typically includes reference to the original contract, explicit statement of non-renewal, final employment date, and any relevant transition arrangements.
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1. Letter Header: Formal business letter header including date, recipient's name and address, and reference line
2. Opening Salutation: Professional greeting to the employee
3. Contract Reference: Clear identification of the current employment contract, including its start date and end date
4. Statement of Intent: Clear and unambiguous statement that the contract will not be renewed
5. Legal Basis: Reference to relevant contract clause or employment law provisions regarding non-renewal
6. End Date Confirmation: Explicit statement of the final day of employment
7. Next Steps: Overview of what the employee should expect during the remaining period
8. Closing: Professional closing statement, signature block, and company details
1. Reason for Non-Renewal: Include when it's appropriate and beneficial to explain the business reasons for non-renewal
2. Transition Plan: Include when there's a need to outline handover responsibilities or transition arrangements
3. Final Entitlements: Include when there's a need to specify details about final pay, leave balances, or other entitlements
4. Reference Offer: Include when the company is willing to provide a reference for future employment
5. Confidentiality Reminder: Include when there's a need to remind the employee about ongoing confidentiality obligations
6. Alternative Role Options: Include when there are other potential positions available within the organization
1. Current Employment Contract: Copy of the existing fixed-term employment contract for reference
2. Final Entitlements Calculation: Detailed breakdown of final pay and entitlements, if applicable
3. Handover Document Template: Template for documenting handover requirements, if applicable
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