A Job Separation Letter is an essential employment document used in New Zealand to formalize the end of an employment relationship. It is required whenever an employee leaves an organization, whether through resignation, redundancy, dismissal, or mutual agreement. The document must comply with New Zealand employment law, particularly the Employment Relations Act 2000, and includes crucial information such as termination date, final payment details, notice period arrangements, and post-employment obligations. This letter serves multiple purposes: it provides legal documentation of the separation, outlines final entitlements, reminds both parties of their ongoing obligations, and helps prevent future disputes by clearly stating the terms of separation.
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1. Header and Date: Company letterhead, date, and reference number if applicable
2. Employee Details: Full name and position of the employee
3. Confirmation of Separation: Clear statement of employment termination, including the effective date and type of separation (resignation, redundancy, etc.)
4. Notice Period: Confirmation of notice period and whether it will be worked or paid in lieu
5. Final Pay Details: Overview of final payment including salary, outstanding leave, and other entitlements
6. Company Property: List of company property to be returned and deadline for return
7. Confidentiality Reminder: Reminder of ongoing confidentiality obligations
8. Reference Policy: Statement about company's policy regarding future references
9. Closure: Professional closing statement, including any well-wishes and contact details for queries
1. Garden Leave: Include when employee is required to stay away from work during notice period while remaining employed
2. Post-Employment Restrictions: Reference to existing restraint of trade or non-compete clauses, if applicable
3. Redundancy Payment: Include for redundancy situations, detailing any special payments
4. Settlement Agreement Reference: Include when separation is part of a settlement agreement
5. Outplacement Support: Details of any career transition support offered
6. Medical Insurance/Benefits: Information about continuation or termination of benefits
7. Share Options/Long-term Incentives: Include if employee has share options or other long-term incentives that need addressing
1. Final Payment Calculation: Detailed breakdown of final payment including salary, leave entitlements, and any special payments
2. Company Property Checklist: Itemized list of company property to be returned
3. Handover Document Template: Template for documenting handover of work responsibilities
4. Benefits Summary: Summary of impact on benefits and important dates/deadlines
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