The Polite Termination Letter is a crucial document in Indonesian employment relations, used when an employer needs to formally end an employment relationship while maintaining professionalism and legal compliance. It must adhere to Indonesia's Law No. 13 of 2003 on Manpower (as amended by Job Creation Law No. 11 of 2020) and related regulations, which set specific requirements for termination notices, severance calculations, and employee rights. This document serves multiple purposes: it officially communicates the termination decision, outlines the notice period and final working day, details all financial entitlements, and provides instructions for the transition period. The letter's tone should remain respectful and professional, acknowledging the employee's contributions while clearly stating the termination terms. It's essential for proper documentation and can help prevent potential disputes by ensuring all legal requirements are met and clearly communicated.
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1. Date and Address Block: Current date and complete contact details of both the employer and employee
2. Formal Salutation: Professional and respectful greeting using the employee's name and title
3. Opening Paragraph: Clear but polite statement of the purpose of the letter - notification of employment termination
4. Termination Details: Specific information about the termination date and notice period in accordance with Indonesian labor law
5. Reason for Termination: Brief, professional explanation of the termination reason, ensuring compliance with Law No. 13 of 2003
6. Financial Entitlements: Details of final salary, severance pay, and other entitlements as per Indonesian regulations
7. Handover Instructions: Clear instructions regarding the handover of company property and ongoing projects
8. Next Steps: Information about exit procedures and final documentation requirements
9. Closing Statement: Professional closing with appreciation for service and best wishes
10. Signature Block: Complete signature section with name and title of authorized company representative
1. Reference Offer: Optional offer to provide a reference letter, included when termination is amicable
2. Non-Compete Reminder: Reminder of existing non-compete obligations, included if applicable in the employment contract
3. Continuation of Benefits: Details of any benefits extending beyond termination date, if applicable
4. Outplacement Support: Information about any career transition support being offered
5. Release Agreement Reference: Reference to any separation agreement requiring signature, if applicable
1. Calculation of Final Entitlements: Detailed breakdown of severance pay, appreciation pay, and other entitlements as per Indonesian regulations
2. Company Property Checklist: List of company assets to be returned
3. Exit Procedure Document: Step-by-step guide for completing the termination process
4. Benefits Summary: Summary of any continuing benefits and their duration
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