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The Pre-Termination Notice is a critical document in Philippine employment law, serving as the first step in the formal termination process. It is required whenever an employer contemplates terminating an employee for just or authorized causes under the Labor Code of the Philippines. The document must be issued in compliance with the two-notice rule established by Philippine jurisprudence and DOLE regulations. A valid Pre-Termination Notice must clearly state the grounds for potential termination, provide the employee with a reasonable opportunity to explain their side (typically 5 working days), and inform them of any administrative hearing or conference. This notice is essential for ensuring due process and protecting both employer and employee rights under Philippine labor laws. The document's format and content must meet specific legal requirements to be considered valid and prevent claims of illegal dismissal.

1. Letter Header: Complete contact information of the employer/company, including registered address and date

2. Recipient Details: Employee's complete name, position, and department

3. Subject Line: Clear indication that this is a Notice of Pre-Termination/Notice to Explain

4. Opening Statement: Formal introduction stating the purpose of the notice and reference to relevant company policies or regulations

5. Grounds for Potential Termination: Detailed description of the specific acts, omissions, or circumstances that form the basis for potential termination

6. Specific Incidents: Dates, times, and detailed accounts of relevant incidents or performance issues

7. Request for Explanation: Formal request for the employee to submit a written explanation within a reasonable period (typically 5 working days)

8. Administrative Leave Notice: If applicable, information about preventive suspension or administrative leave during the investigation

9. Hearing/Conference Details: Information about the scheduled administrative hearing or conference

10. Closing Statement: Summary of next steps and consequences of failing to respond

11. Signature Block: Name, position, and signature of the authorized company representative