The Letter of Intent for Not Renewing Employment Contract is a critical document used in Philippine employment relationships when an employer decides not to extend a fixed-term employment contract. This document must be issued in compliance with the Philippine Labor Code and Department of Labor and Employment (DOLE) regulations, typically requiring advance notice before the contract's expiration date. It serves multiple purposes: officially notifying the employee of the non-renewal decision, documenting the employment relationship's planned conclusion, outlining final responsibilities and procedures, and protecting both parties' legal interests. The letter should be issued with sufficient notice to allow for proper transition and completion of clearance procedures, while maintaining professional relationships and ensuring compliance with local employment laws.
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1. Letter Header and Date: Complete company letterhead, current date, and proper addressing to the employee
2. Employee Information: Full name, position, department, and employee ID of the recipient
3. Subject Line: Clear indication that this is a notice of non-renewal of employment contract
4. Contract Reference: Details of the current employment contract including its start and end dates
5. Notice of Non-Renewal: Clear statement of intent not to renew the employment contract upon expiration
6. Last Working Day: Specific mention of the last working day based on the contract end date
7. Clearance Requirements: List of clearance procedures and requirements to be completed before the last working day
8. Contact Person: Details of the HR representative or supervisor to contact for questions or clarifications
9. Signature Block: Authorized signatory details including name, position, and company information
1. Reason for Non-Renewal: Optional explanation of the non-renewal decision, if appropriate and beneficial to include
2. Transition Plan: Details of knowledge transfer and handover procedures, if applicable
3. Certificate of Employment: Information about requesting and receiving a certificate of employment
4. Final Pay Computation: Overview of final pay calculation and release schedule, if company policy allows inclusion
5. Continuation of Benefits: Information about post-employment benefits or insurance coverage, if applicable
1. Original Employment Contract: Copy of the current employment contract being referenced
2. Clearance Form: Standard company clearance form to be completed before the last working day
3. Exit Interview Form: Form for scheduling and conducting the exit interview process
4. Benefits Summary: Summary of any remaining benefits or entitlements due to the employee
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