The Not A Good Fit Termination Letter is a crucial document in Canadian employment law practice, used when an organization needs to terminate an employee's employment due to incompatibility with the role, team, or organizational culture, rather than for cause. This document must comply with both federal and provincial employment standards, including proper notice periods or payment in lieu of notice. It serves as an official record of the termination decision while maintaining professionalism and minimizing legal risks. The letter typically includes details about final pay, benefits, company property return, and transition arrangements. It's essential to draft this document carefully to ensure compliance with Canadian employment legislation while maintaining a respectful tone that helps preserve the employee's dignity during the termination process.
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1. Date and Address Block: Current date and full contact information for both the employee and employer
2. Formal Greeting: Professional salutation addressing the employee by name
3. Termination Statement: Clear statement of employment termination and effective date
4. Reason for Termination: Brief, general explanation of the not-a-good-fit rationale while avoiding specific details that could be controversial
5. Notice Period/Payment in Lieu: Details of the notice period or payment in lieu of notice being provided
6. Final Pay and Benefits: Information about final salary, vacation pay, and benefits continuation/termination
7. Company Property: Instructions regarding return of company property and timeline
8. Confidentiality Reminder: Reminder of ongoing confidentiality obligations
9. Reference Policy: Statement about company's policy regarding employment references
10. Closing: Professional closing with contact information for HR or relevant department for questions
1. Severance Package Details: Include when offering additional severance beyond statutory requirements
2. Outplacement Services: Include when the company is providing career transition support
3. Release Agreement Reference: Include when a separate release agreement needs to be signed
4. Non-Competition Reminder: Include when there are existing non-compete agreements in place
5. Benefits Continuation Details: Include when offering extended benefits beyond the termination date
6. Exit Interview: Include when an exit interview is to be scheduled
7. Personal Items Collection: Include when specific arrangements need to be made for collecting personal belongings
1. Calculation of Final Payment: Detailed breakdown of final pay, including salary, vacation pay, and any severance
2. Benefits Summary: Summary of benefit termination dates and conversion options
3. Company Property Checklist: List of company items to be returned
4. Important Dates Summary: Timeline of key dates including last day, benefits end dates, and important deadlines
Relevant legal definitions
Termination Date
Notice Period
Payment in Lieu of Notice
Final Pay
Severance Pay
Accrued Vacation Pay
Benefits Continuation Period
Company Property
Confidential Information
Intellectual Property
Release Agreement
Exit Interview
Outplacement Services
Non-Competition Period
Non-Solicitation Obligations
Regular Salary
Statutory Entitlements
Group Benefits
Notice Period
Payment in Lieu of Notice
Final Pay
Severance Pay
Accrued Vacation Pay
Benefits Continuation Period
Company Property
Confidential Information
Intellectual Property
Release Agreement
Exit Interview
Outplacement Services
Non-Competition Period
Non-Solicitation Obligations
Regular Salary
Statutory Entitlements
Group Benefits
Clauses
Termination Notice
Final Compensation
Benefits Termination
Company Property Return
Confidentiality
Non-Disparagement
Reference Policy
Post-Employment Obligations
Release of Claims
Severance Payment
Vacation Pay
Benefits Continuation
Return of Property
Ongoing Obligations
Contact Information
Assistance with Transition
Final Compensation
Benefits Termination
Company Property Return
Confidentiality
Non-Disparagement
Reference Policy
Post-Employment Obligations
Release of Claims
Severance Payment
Vacation Pay
Benefits Continuation
Return of Property
Ongoing Obligations
Contact Information
Assistance with Transition
Relevant Industries
Technology
Financial Services
Healthcare
Manufacturing
Retail
Professional Services
Education
Construction
Hospitality
Non-Profit
Transportation
Media and Entertainment
Real Estate
Energy
Telecommunications
Relevant Teams
Human Resources
Legal
Senior Management
Operations
Administration
Compliance
Employee Relations
Relevant Roles
HR Manager
HR Director
Chief Human Resources Officer
Employment Lawyer
Legal Counsel
Department Manager
Team Leader
Senior Manager
Director
Vice President
Chief Executive Officer
Operations Manager
General Manager
Regional Manager
Business Unit Head
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