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Service Letter
I need a service letter confirming the employment period, job title, and responsibilities of an employee who has recently resigned. The letter should also include a statement of the employee's conduct and performance, and be signed by the HR manager.
What is a Service Letter?
A Service Letter is a mandatory employment document in Denmark that employers must provide when workers leave their job. It contains basic facts about the employment relationship, including the worker's position, duties, and duration of employment - but it cannot include any negative remarks about the employee's performance.
Danish law requires these letters to be fair and objective, helping employees document their work history for future jobs. Unlike detailed references, Service Letters stick to neutral facts and follow strict rules under the Danish Contracts Act. Employers must issue them within a reasonable time after the employment ends, even if the worker was fired or left voluntarily.
When should you use a Service Letter?
Service Letters become necessary when any employment relationship ends in Denmark - from a worker's resignation to termination or retirement. Most employers prepare these letters during the employee's notice period to ensure smooth handover. Getting started early helps avoid last-minute rushes and gives time to gather accurate employment details.
Danish employers must provide Service Letters promptly after an employee's departure. The law requires quick action, ideally within a few days of the last workday. Many organizations prepare these letters alongside final payroll documents and other exit paperwork. This timing helps employees transition smoothly to new jobs while details about their position and duties remain fresh.
What are the different types of Service Letter?
- Job Verification Letter: The most basic Service Letter format, confirming employment dates and position title only
- Letter Of Authorization: An enhanced Service Letter that includes specific work responsibilities and project authorizations
- Job Transfer Letter: A specialized Service Letter variant documenting internal moves between company divisions or roles
- Leave Application Letter: Modified Service Letter format for temporary leaves, noting position retention rights
Who should typically use a Service Letter?
- HR Departments: Responsible for drafting and maintaining Service Letters, ensuring they meet legal requirements and company policies
- Department Managers: Provide input about employee roles and responsibilities to ensure accurate job descriptions
- Employers: Legally obligated to issue Service Letters and ensure their accuracy and timeliness
- Employees: entitled to receive Service Letters upon employment end, using them for future job applications
- Labor Unions: Monitor compliance with Service Letter requirements and assist members with obtaining proper documentation
- Legal Advisors: Review Service Letters to ensure compliance with Danish employment law and protect against liability
How do you write a Service Letter?
- Basic Details: Gather employee's full name, position title, start and end dates of employment
- Job Description: List main responsibilities and duties performed during employment
- Department Info: Note which units or teams the employee worked in
- Company Data: Include official company name, registration number, and address
- Employment Changes: Document any role changes, promotions, or transfers during employment
- Digital Tools: Use our platform to generate a legally compliant Service Letter template that includes all mandatory elements
- Final Review: Have HR and the immediate supervisor verify all details for accuracy
What should be included in a Service Letter?
- Company Details: Full legal name, CVR number, registered address, and authorized signatory
- Employee Information: Complete name, personal ID number, current position title
- Employment Period: Precise start and end dates of the employment relationship
- Position Description: Neutral statement of main duties and responsibilities
- Work Location: Primary workplace and any significant changes during employment
- Legal Compliance: Statement confirming adherence to Danish employment law requirements
- Signature Block: Date, company representative signature, and official company stamp
- Format Note: Our platform automatically includes all these mandatory elements in legally verified templates
What's the difference between a Service Letter and a Consent Letter?
Service Letters and Employment Reference Letters serve different purposes in Danish employment documentation. While both relate to employment history, they have distinct legal requirements and uses.
- Legal Status: Service Letters are mandatory under Danish law when employment ends, while Employment Reference Letters are voluntary recommendations
- Content Scope: Service Letters stick to objective facts like dates and position titles, avoiding performance evaluations. Reference Letters can include subjective assessments and detailed performance feedback
- Timing: Service Letters must be provided promptly after employment ends, while Reference Letters can be written at any time
- Legal Protection: Service Letters have strict rules against negative comments to protect employee rights, while Reference Letters allow more freedom in content
- Purpose: Service Letters document employment history officially, while Reference Letters aim to help secure future employment through recommendations
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