The Permanent Employee Letter is a fundamental document used in New Zealand employment relationships to formalize the offer of permanent employment. It serves as the initial step in establishing an employment relationship and must comply with the Employment Relations Act 2000 and other relevant New Zealand employment legislation. This document is typically used when an employer wishes to hire an employee on a permanent basis, following successful recruitment processes. It includes essential information such as position details, compensation, working hours, leave entitlements, and other terms of employment. The letter format is preferred for its clarity and professionalism while ensuring all legally required elements are included. It forms the basis of the employment relationship and is often accompanied by more detailed documents such as position descriptions and company policies.
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1. Letter Header: Company letterhead, date, and employee's contact details
2. Opening: Formal offer of employment and congratulatory message
3. Position Details: Job title, reporting relationship, and start date
4. Employment Type: Confirmation of permanent, full-time/part-time status
5. Location: Place of work and any flexibility arrangements
6. Compensation: Salary/wage rate, payment frequency, and method
7. Hours of Work: Standard working hours, days, and break entitlements
8. Leave Entitlements: Annual, sick, and bereavement leave as per Holidays Act
9. Benefits: Standard company benefits including KiwiSaver contributions
10. Notice Period: Required notice for termination by either party
11. Acceptance: Instructions for accepting the offer and deadline
1. Probationary Period: Details of trial period if applicable (only for employers with fewer than 20 employees)
2. Overtime Arrangements: Include if role requires regular overtime or has specific overtime compensation
3. Vehicle Allowance: Include if position comes with company vehicle or travel allowance
4. Commission Structure: Include for sales roles or positions with performance-based incentives
5. Flexible Working: Include if offering specific flexible working arrangements
6. Restraint of Trade: Include for senior roles or positions with access to sensitive information
7. Relocation Package: Include if offering relocation assistance
8. Professional Development: Include if offering specific training or development opportunities
1. Position Description: Detailed outline of role responsibilities and requirements
2. Company Policies: Key policies including code of conduct, IT usage, health and safety
3. Benefits Schedule: Detailed description of all employee benefits and eligibility
4. KiwiSaver Information: Standard KiwiSaver information and forms
5. Health and Safety Policy: Key health and safety requirements and procedures
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