A Termination Letter For Falsifying Time Card is a crucial document used when an employee has been found to have deliberately misrepresented their working hours. In the South African context, this document must comply with the Labour Relations Act and follow proper disciplinary procedures to ensure both substantive and procedural fairness. The letter serves as formal documentation of the termination decision, detailing the specific misconduct, referencing the disciplinary hearing process, and outlining the consequences. It includes essential information about final payments, company property return, and any continuing obligations. This document is particularly important as it may be scrutinized in case of disputes at the Commission for Conciliation, Mediation and Arbitration (CCMA) or Labour Court.
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1. Letter Header: Company letterhead, date, reference number, and document classification (Private & Confidential)
2. Employee Details: Full name, employee ID, position, department, and length of service
3. Subject Line: Clear indication that this is a termination letter for misconduct - falsification of time records
4. Misconduct Description: Specific details of the time card falsification incidents, including dates and nature of the falsification
5. Disciplinary Process Reference: Summary of the disciplinary hearing process, date of hearing, and findings
6. Termination Decision: Clear statement of employment termination, effective date, and grounds for termination
7. Final Pay Information: Details of final salary, leave pay, and any other outstanding payments or deductions
8. Company Property: List of company property to be returned and process for return
9. Signature Block: Space for authorized signatory, title, and company details
1. Appeal Rights: Information about the employee's right to appeal the decision, applicable when company policy or labor agreements provide for appeals
2. Union Reference: Reference to union consultation or representation, required when employee is unionized
3. Non-Disclosure Reminder: Reminder of continuing obligations regarding confidentiality, if applicable to the employee's position
4. Reference Policy: Company's policy regarding future employment references, if different from standard policy
5. Legal Notice: Additional legal notices or warnings, particularly if there are potential criminal implications
1. Disciplinary Hearing Minutes: Copy of the minutes from the disciplinary hearing
2. Evidence Documentation: Copies of falsified time cards and correct time records showing discrepancies
3. Final Payment Calculation: Detailed breakdown of final payment including all statutory payments and deductions
4. Company Property Checklist: Itemized list of company property to be returned with acknowledgment section
5. Previous Written Warnings: Copies of any previous relevant warnings or disciplinary actions, if applicable
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HR Business Partner
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