The Separation Notice is a crucial document in Philippine employment law that formally communicates the termination of an employment relationship. It must be issued in accordance with the Labor Code of the Philippines and DOLE regulations, which mandate specific notice periods and documentation requirements. The Separation Notice should be used whenever an employment relationship is ending, whether through resignation, termination, retirement, or mutual agreement. The document typically includes the reason for separation, effective date, final pay computation, clearance requirements, and post-employment obligations. It serves multiple purposes: legal compliance, clear communication of separation terms, documentation for future reference, and protection of both employer and employee rights under Philippine law.
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1. Letter Head and Date: Company letterhead, current date, and reference number if applicable
2. Employee Information: Full name, position, department, and employee ID of the affected employee
3. Subject Line: Clear indication that this is a Separation Notice
4. Effective Date: The official last day of employment
5. Reason for Separation: Clear statement of the legal basis and specific reason for separation (e.g., resignation, termination for cause, redundancy)
6. Notice Period: Specification of the notice period being given or received
7. Final Pay Information: Overview of the computation of final pay, including salary, benefits, and deductions
8. Company Property: List of company properties to be returned
9. Closing Statement: Final instructions and acknowledgment requirements
10. Signature Blocks: Space for authorized company representative's signature and employee acknowledgment
1. Non-Compete Reminder: Include when the employee has existing non-compete obligations
2. Confidentiality Reminder: Include when the employee has access to sensitive information
3. Certificate of Employment: Mention when this will be provided, if applicable
4. Clearance Process: Include when there's a specific clearance procedure to be followed
5. Transition Plan: Include when the employee needs to handle knowledge transfer
6. Benefits Continuation: Include when there are benefits that continue post-employment
7. Release Waiver: Include in cases of mutual separation or settlement agreements
1. Computation of Final Pay: Detailed breakdown of final pay computation including pro-rated 13th month pay, unused leave credits, and other benefits
2. Clearance Form: Standard company clearance form listing all departments that need to provide clearance
3. Exit Interview Form: Standard exit interview form if required by company policy
4. Company Property Checklist: Detailed list of company properties to be returned with their conditions
5. Certificate of Employment Template: Draft of the certificate of employment to be issued upon clearance
6. Benefits Summary: Summary of post-employment benefits and claims procedures
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