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Attendance Confirmation Letter

Attendance Confirmation Letter Template for Belgium

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Key Requirements PROMPT example:

Attendance Confirmation Letter

"I need an Attendance Confirmation Letter for an employee who attended a professional training program from January 15-March 15, 2025, to be submitted to Belgian immigration authorities for visa renewal purposes, with the letter to be issued in both French and Dutch."

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Document background
The Attendance Confirmation Letter is a crucial document in the Belgian employment landscape, used to formally verify and document an individual's presence at work, training sessions, or specific professional events. This document type is particularly important in Belgium due to strict employment documentation requirements and the need for accurate attendance records for social security and tax purposes. The letter must comply with regional language requirements (Dutch in Flanders, French in Wallonia, or bilingual in Brussels-Capital) and GDPR data protection standards. Common use cases include visa applications, social security claims, employment verification, and audit requirements. The Attendance Confirmation Letter typically includes specific dates, times, and purposes of attendance, along with official company authentication.
Suggested Sections

1. Letter Header: Company letterhead, date, and reference number

2. Recipient Details: Full name and address of the recipient/requesting party

3. Subject Line: Clear indication that this is an attendance confirmation letter

4. Employee Information: Full name, employee ID, and position of the employee whose attendance is being confirmed

5. Attendance Details: Specific period of attendance being confirmed, including dates and times if relevant

6. Purpose Statement: Statement explaining why the confirmation is being issued

7. Certification Statement: Formal confirmation of the attendance information's accuracy

8. Signatory Block: Name, position, and signature of the authorized person issuing the confirmation

Optional Sections

1. Additional Contact Information: Include when further verification might be needed or when specified by the requesting party

2. Attendance Pattern: Include when confirming regular attendance patterns rather than specific dates

3. Performance Statement: Optional brief statement about participation or engagement, if requested

4. Data Protection Notice: Include when sharing with third parties or when personal data processing needs to be explicitly addressed

5. Language Declaration: Include when the letter needs to specify which Belgian official language version is authoritative

Suggested Schedules

1. Attendance Record: Detailed breakdown of attendance dates and times if covering an extended period

2. Authorization Form: If the letter is being issued to a third party, attach any relevant authorization from the employee

3. Company Registration Details: When required for formal verification, append official company registration information

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Education

Healthcare

Manufacturing

Financial Services

Technology

Retail

Professional Services

Public Sector

Construction

Hospitality

Transportation

Energy

Telecommunications

Relevant Teams

Human Resources

Legal

Administration

Compliance

Operations

Personnel Management

Corporate Services

Payroll

Office Management

Relevant Roles

HR Manager

HR Director

Office Manager

Department Head

Administrative Officer

Compliance Officer

Legal Counsel

HR Administrator

Personnel Manager

Operations Manager

Executive Assistant

HR Business Partner

Payroll Manager

Industries
Belgian Employment Contracts Act of 3 July 1978: Fundamental law governing employment relationships in Belgium, including requirements for documenting work attendance and time recording
Belgian GDPR Implementation Law of 30 July 2018: National law implementing EU GDPR, relevant for handling personal data in attendance records
Belgian Language Decree Laws: Laws determining the official language to be used in employment documents based on the company's location (Brussels-Capital, Flanders, or Wallonia region)
Working Time Act of 14 December 2000: Regulates working time and requires employers to maintain reliable attendance records
Royal Decree of 8 August 1980: Specifies requirements for maintaining social documents, including attendance records
Belgian Social Security Act: Relevant for attendance documentation as it relates to social security contributions and benefits calculations
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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