The Voluntary Termination Letter is a crucial document in German employment law, used when an employee decides to end their employment relationship of their own accord. This document must strictly comply with German legal requirements, including the written form requirement under § 623 BGB and adherence to statutory notice periods under § 622 BGB. The letter serves as official documentation of the employee's decision to terminate their employment and typically includes the termination date, employee details, and company information. It triggers various internal processes including handover planning, final salary calculations, and the preparation of employment references. The document's format and content are influenced by both legal requirements and professional standards, making it essential for proper employment relationship termination in Germany.
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1. Sender Details: Full name and address of the employee
2. Recipient Details: Company name, relevant representative (usually HR director or direct superior), and company address
3. Date: Current date when the letter is being written
4. Subject Line: Clear indication that this is a voluntary termination letter (Kündigung des Arbeitsverhältnisses)
5. Employee Information: Employee ID number, department, and position title
6. Termination Declaration: Clear and unambiguous statement expressing the intention to terminate the employment relationship
7. Effective Date: Specific date when the employment relationship will end, considering the applicable notice period
8. Signature Block: Space for employee's handwritten signature, as required by German law
1. Reason for Termination: While not legally required, a brief professional explanation for the resignation may be included if desired
2. Handover Reference: Statement offering cooperation in handling the handover of responsibilities, recommended when managing important projects or client relationships
3. Holiday Reference: Reference to remaining vacation days to be taken or compensated, needed if there are outstanding vacation days
4. Reference Letter Request: Request for an employment reference letter (Arbeitszeugnis), useful to include if not automatically provided by employer
5. Works Council Notice: Reference to informing the works council, required only if a works council exists in the company
1. Current Employment Contract: Copy of the employment contract to reference correct notice periods and other relevant terms
2. Handover Documentation: List of ongoing projects, responsibilities, and key contacts that need to be transferred
3. Vacation Days Calculator: Calculation sheet showing remaining vacation days and any compensation due
4. Company Property List: Checklist of company items to be returned (laptop, keys, access cards, etc.)
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