The End of Contract Letter is a mandatory document under Belgian employment law used to formally terminate an employment relationship. It must be drafted in accordance with strict legal requirements and should be issued when employment is ending due to various reasons such as retirement, mutual agreement, or unilateral termination. The document serves multiple purposes: it confirms the termination in writing, specifies the effective date, outlines final payments and benefits, and details administrative requirements. The letter must comply with regional language laws (Dutch in Flanders, French in Wallonia, choice in Brussels) and include specific information required by Belgian social security and employment authorities. It forms part of the official employment records and may be required for unemployment benefits, future employment verification, and legal compliance.
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1. Header and Date: Company letterhead, date, and reference number if applicable
2. Employee Information: Full name, address, and employee ID of the recipient
3. Subject Line: Clear indication that this is an end of contract letter
4. Confirmation of Employment End: Clear statement confirming the termination of employment and effective date
5. Final Payment Details: Information about final salary, holiday pay, and any other due payments
6. Handover Requirements: List of company property to be returned and pending tasks to be completed
7. Administrative Formalities: Information about documents like work certificates, social documents, and tax forms
8. Signature Block: Space for employer signature, name, and title
1. Reason for Termination: Include when required by CBA 109 or when termination is due to retirement or mutual agreement
2. Non-Compete Reminder: Include if the employee's contract contains non-compete clauses
3. Reference Offer: Include if the company is willing to provide references for future employment
4. Outplacement Services: Include when legally required based on employee's age and years of service
5. Benefits Continuation: Include details about any benefits that continue post-employment
6. Exit Interview: Include if the company wishes to conduct an exit interview
7. Acknowledgment of Receipt: Include when proof of receipt is required
1. Final Settlement Calculation: Detailed breakdown of final payment including salary, holiday pay, bonuses, and any other benefits
2. Company Property Checklist: List of all company items to be returned with checkbox format
3. C4 Form: Official unemployment document required by Belgian law
4. Work Certificate: Standard employment certificate showing duration and nature of work
5. Individual Account Statement: Annual statement of earnings and deductions up to termination date
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