The Clearance Letter For Employee is a standard document used in Belgian employment practice when an employee's service with a company comes to an end. It serves multiple purposes: documenting the formal conclusion of employment, confirming the return of company property, and providing evidence that all clearance procedures have been completed. This document is particularly important in Belgium, where employment documentation requirements are strictly regulated, and it helps protect both employer and employee interests during the separation process. The letter typically forms part of the formal termination documentation package and may be required for various purposes, including future employment, unemployment benefits, or legal compliance. It should be drafted in accordance with Belgian employment law, considering regional language requirements and data protection regulations.
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1. Letter Header: Company letterhead, date, and reference number
2. Addressee Details: Employee's full name and address
3. Subject Line: Clear indication that this is a Clearance Letter/Certificate of Service
4. Employment Confirmation: Confirmation of employment period, position(s) held, and department(s)
5. Termination Details: Confirmation of employment termination date and nature of separation (e.g., voluntary resignation, mutual agreement)
6. Basic Clearance Statement: Statement confirming that all company property has been returned and basic obligations have been fulfilled
7. Signature Block: Authorized signatory details, including name, position, and signature
1. Performance Statement: Optional positive statement about employee's performance or conduct (only if requested and policy allows)
2. Non-Compete Reminder: If applicable, reminder of any ongoing non-compete or confidentiality obligations
3. Benefits Status: Statement regarding status of benefits, pension, or other entitlements if relevant
4. Reference Availability: Statement about company's policy regarding future reference requests
5. Outstanding Matters: If needed, section addressing any specific arrangements or outstanding matters
6. Future Employment Eligibility: Statement about eligibility for future employment with the company, if policy allows
1. Final Settlement Statement: Optional attachment detailing final payments, if not provided separately
2. Property Return Checklist: Optional checklist confirming return of specific company items
3. Confidentiality Obligations: Optional detailed reminder of specific confidentiality obligations, if applicable
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