The End of Representation Letter is a crucial document used in the Philippine business and legal context when formally terminating an agency or representation relationship. This document is typically required when a principal wishes to end the authority granted to a representative or agent, whether due to completion of the representation purpose, change in business requirements, or other circumstances. The letter must comply with Philippine Civil Code provisions, particularly Articles 1868-1877 regarding agency relationships, and should include essential elements such as clear identification of parties, effective termination date, and transition arrangements. It serves as official documentation of the termination and helps prevent future disputes by clearly outlining the end of the representative's authority to act on behalf of the principal.
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1. Letter Header and Date: Formal business letter header including sender's details, recipient's details, and date
2. Reference Line: Clear reference to the original representation agreement or arrangement
3. Subject Line: Clear indication that this is an End of Representation notice
4. Opening Statement: Formal greeting and reference to the existing representation relationship
5. Termination Statement: Clear and unambiguous statement of the termination of representation
6. Effective Date: Specific date when the termination becomes effective
7. Return of Materials: Statement regarding the return of any documents, materials, or property
8. Closing Statement: Professional closing with acknowledgment of past services
9. Signature Block: Formal signature section for all required parties
1. Outstanding Payments: Section addressing any pending payments or financial matters to be settled
2. Transition Process: Details of how ongoing matters will be handled or transferred
3. Confidentiality Reminder: Reminder of continuing obligations regarding confidential information
4. Non-Compete/Non-Solicitation: Reference to any continuing restrictions if applicable
5. Mutual Release: Optional mutual release of claims if agreed upon
6. Future Cooperation: Terms for any required future cooperation or assistance
1. Schedule of Ongoing Matters: List of any ongoing matters or projects that need to be addressed or transferred
2. Schedule of Company Property: Detailed list of any physical or digital materials to be returned
3. Schedule of Outstanding Payments: Itemized list of any pending payments or financial settlements
4. Handover Checklist: Detailed checklist for the transition process
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