The Polite Termination Letter is a crucial document used in the Netherlands when formally ending an employment relationship in a professional and respectful manner. It serves as official documentation of the termination decision while maintaining positive professional relationships. This document must comply with Dutch employment law, including the Dutch Civil Code and Work and Security Act, incorporating mandatory elements such as notice periods, final working day, and statutory entitlements. The letter is typically used in situations of mutual agreement, restructuring, or other legitimate termination grounds, and should be drafted to avoid potential legal disputes while preserving the dignity of all parties involved. The document's tone and content reflect the Dutch business culture's appreciation for direct yet respectful communication.
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1. Letter Header: Company letterhead, date, and recipient's contact details
2. Subject Line: Clear indication that this is regarding employment termination
3. Opening: Professional greeting and reference to any prior discussions
4. Termination Statement: Clear statement of employment termination with specific end date
5. Notice Period: Confirmation of notice period and last working day
6. Financial Information: Information about final salary, vacation days payout, and any statutory payments
7. Handover Requirements: Basic expectations for work handover and transition
8. Closing: Professional closing with contact details for questions
1. Reason for Termination: Include when termination is based on mutual agreement or when legally required to state reason
2. Reference Offer: Optional offer to provide employment references
3. Confidentiality Reminder: Include when employee had access to sensitive information
4. Non-Compete Reminder: Include if employee is bound by non-compete agreements
5. Project Transition Details: Include for employees managing important projects
6. Benefits Information: Include if there are specific arrangements regarding benefits continuation
7. Acknowledgment Section: Include when receipt confirmation is required
1. Final Payment Calculation: Detailed breakdown of final payment including salary, vacation days, and statutory payments
2. Company Property Checklist: List of company items to be returned
3. Key Handover Contacts: List of relevant contacts for work transition
4. Exit Process Checklist: Standard checklist of tasks to complete before last working day
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