The End Of Fixed Term Contract Letter is a crucial document in Philippine employment practice, used when a fixed-term employment contract reaches its natural conclusion. It serves multiple purposes: officially notifying the employee of the contract's end date, outlining the separation process, and ensuring compliance with Philippine Labor Code requirements. This document should be issued with sufficient notice before the contract's end date and must include specific details about final pay computation, clearance procedures, and the return of company property. It's particularly important in the Philippine context where fixed-term employment contracts are strictly regulated, and proper documentation is essential for both legal compliance and protecting both parties' interests. The letter also helps prevent potential misunderstandings or disputes regarding the employment relationship's termination.
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1. Letter Header: Company letterhead, date, and recipient's details including full name, position, and address
2. Subject Line: Clear indication that this is an End of Fixed Term Contract notification
3. Opening Statement: Reference to the original employment contract, its start date, and fixed term duration
4. Confirmation of Contract End: Clear statement of the contract's end date and confirmation that it will not be renewed
5. Final Pay Information: Overview of final salary, benefits, and other entitlements to be settled
6. Clearance Requirements: List of necessary clearance procedures and documentation required from the employee
7. Company Property Return: Instructions regarding the return of company assets, equipment, or documents
8. Certificate of Employment: Confirmation that a certificate of employment will be provided
9. Closing Statement: Expression of appreciation and good wishes for future endeavors
10. Signature Block: Space for authorized signatory's name, position, and signature
1. Transition Handover: Include when the employee needs to transfer responsibilities or ongoing projects to others
2. Exit Interview: When the company requires an exit interview as part of the separation process
3. Non-compete Reminder: Include if the original contract contained non-compete or confidentiality clauses that extend beyond employment
4. Reference Provision: Include if the company is willing to provide employment references
5. Rehire Eligibility: Optional statement about future employment possibilities with the company
1. Final Pay Computation Sheet: Detailed breakdown of final salary, pro-rated benefits, and other monetary entitlements
2. Clearance Checklist: List of departments/units that need to clear the employee before final settlement
3. Company Property Inventory: List of company assets to be returned with their condition noted
4. Employee Benefits Statement: Summary of any remaining benefits, insurance coverage end dates, and conversion options
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