The Contract Non Renewal Letter To Employee is a mandatory document under Dutch employment law, specifically required by Article 7:668 of the Dutch Civil Code. It is used when an employer decides not to renew a fixed-term employment contract and must be provided to the employee at least one month before the contract's expiration date. This document serves multiple purposes: it fulfills the legal requirement for written notification, provides clarity to the employee about their employment status, and helps protect the employer from potential claims of improper termination. The letter should be professionally drafted to include all necessary information while maintaining a respectful tone, as it may impact future references and the company's reputation. It's particularly important in the Netherlands, where employment law strongly emphasizes proper procedure and employee protection.
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1. Letter Header: Company letterhead, date, and reference number
2. Recipient Details: Employee's full name and address
3. Subject Line: Clear indication that this is a contract non-renewal notice
4. Contract Reference: Details of the current fixed-term contract including start and end dates
5. Non-renewal Statement: Clear statement that the contract will not be renewed, meeting the requirements of Article 7:668 of the Dutch Civil Code
6. End Date Confirmation: Explicit confirmation of the final working day
7. Reason Statement: Brief, factual statement of the reason for non-renewal (if applicable)
8. Final Arrangements: Information about the final salary payment and vacation days settlement
9. Signature Block: Company representative's name, position, and signature
1. Handover Instructions: Include when the employee needs to transfer ongoing work or responsibilities
2. Company Property Return: Include when the employee has company assets that need to be returned
3. Reference Offer: Include when the company is willing to provide a reference letter
4. Non-compete Reminder: Include when the original contract contains post-employment restrictions that remain valid
5. Appreciation Statement: Include when appropriate to acknowledge the employee's contributions
6. Benefits Information: Include when there are specific benefits that continue or terminate
7. Exit Interview: Include when the company wishes to conduct an exit interview
1. Final Payment Calculation: Detailed breakdown of final salary, holiday pay, and any other financial settlements
2. Company Property Checklist: List of company assets to be returned
3. Employee Clearance Form: Checklist for various departments to sign off on employee clearance
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