Employee Termination Report for Canada

Employee Termination Report Template for Canada

A comprehensive document used in Canadian jurisdictions to formally record and document the termination of an employee's employment relationship with an organization. This report serves as an official record that details the circumstances of the termination, final compensation calculations, benefit arrangements, and post-employment obligations while ensuring compliance with federal and provincial employment legislation. The document includes critical information required for legal compliance, internal record-keeping, and potential future reference, incorporating relevant provisions from the Canada Labour Code and applicable provincial employment standards.

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What is a Employee Termination Report?

The Employee Termination Report is a critical document used in Canadian employment contexts to formally document the end of an employment relationship. This document is essential for organizations operating under Canadian federal and provincial employment laws, serving multiple purposes including legal compliance, risk management, and administrative record-keeping. The report should be prepared whenever an employee's employment is terminated, whether through dismissal, resignation, or mutual agreement. It contains detailed information about the termination circumstances, final compensation calculations, benefit arrangements, return of company property, and ongoing obligations. The document helps ensure compliance with various Canadian employment laws including the Canada Labour Code, provincial Employment Standards Acts, and relevant privacy legislation, while also providing a clear record for future reference in case of legal challenges or employment insurance claims.

What sections should be included in a Employee Termination Report?

1. Employee Information: Basic details including employee name, ID number, position, department, and employment duration

2. Termination Details: Date of termination, type of termination (with/without cause, resignation, etc.), and effective date

3. Notice Period: Details of notice provided or pay in lieu of notice, including calculation methodology

4. Reason for Termination: Clear, factual statement of the termination reason, ensuring compliance with legal requirements and avoiding potentially discriminatory language

5. Final Pay Calculation: Breakdown of final payment including regular wages, vacation pay, overtime, severance, and any other outstanding amounts

6. Company Property: List of company assets to be returned and confirmation of return status

7. Post-Employment Obligations: Reminder of continuing obligations such as confidentiality and non-competition agreements

8. Benefits Information: Status of benefits, insurance coverage, and pension arrangements post-termination

What sections are optional to include in a Employee Termination Report?

1. Performance History: Include when termination is performance-related, summarizing key performance issues and improvement attempts

2. Workplace Investigation Summary: Include when termination follows a workplace investigation, summarizing key findings while maintaining confidentiality

3. Accommodation Efforts: Include when termination involves an employee with disability or accommodation requirements, documenting all accommodation attempts

4. Outplacement Services: Include when the organization is providing career transition support

5. Reference Policy: Include when specifying the organization's approach to future reference requests

6. Release Agreement Reference: Include when a separate release agreement has been negotiated

What schedules should be included in a Employee Termination Report?

1. Schedule A - Final Payment Calculation: Detailed breakdown of all final payments, including regular wages, vacation pay, severance, and statutory entitlements

2. Schedule B - Benefits Continuation Schedule: Detailed timeline of benefit continuation or termination dates

3. Schedule C - Company Property Checklist: Itemized list of company property to be returned with return status

4. Appendix 1 - Performance Documentation: Copies of relevant performance reviews, warnings, or improvement plans (if applicable)

5. Appendix 2 - Relevant Correspondence: Copies of key communications related to the termination process

6. Appendix 3 - Exit Interview Notes: Documentation from exit interview, if conducted

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

Jurisdiction

Canada

Publisher

Genie AI

Document Type

Termination Letter

Cost

Free to use
Relevant legal definitions
Clauses
Relevant Industries

Financial Services

Technology

Manufacturing

Retail

Healthcare

Professional Services

Education

Construction

Transportation

Hospitality

Mining

Energy

Telecommunications

Public Sector

Non-Profit

Relevant Teams

Human Resources

Legal

Payroll

People Operations

Employee Relations

Compliance

Finance

Senior Management

Relevant Roles

Human Resources Manager

HR Business Partner

Legal Counsel

Employment Lawyer

HR Director

Payroll Manager

HR Administrator

People Operations Manager

Employee Relations Manager

HR Compliance Officer

Department Manager

HR Generalist

Chief Human Resources Officer

HR Coordinator

Industries
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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