Notice Of Intent To Terminate Template for Philippines

The Notice of Intent to Terminate is a crucial document in Philippine employment law that initiates the formal process of employment termination. It serves as the first step in the mandatory twin notice rule, where employers must provide two separate notices before finalizing any termination. This document is required whether the termination is for just cause (such as serious misconduct or willful disobedience) or authorized cause (such as redundancy or retrenchment). The notice must clearly state the grounds for termination, provide specific details of alleged violations or circumstances, and inform the employee of their right to an administrative hearing. It should be carefully drafted to ensure compliance with the Labor Code of the Philippines, DOLE regulations, and relevant jurisprudence to avoid claims of illegal dismissal.

1. Letterhead and Date: Company letterhead with complete business address and current date

2. Employee Information: Full name of employee, position/designation, and department

3. Subject Line: Clear indication that this is a Notice of Intent to Terminate Employment

4. Grounds for Termination: Specific details of the offense(s) or reason(s) for intended termination, citing relevant company policies or labor code provisions

5. Factual Circumstances: Detailed description of the incidents or circumstances leading to the intended termination

6. Administrative Due Process: Statement informing the employee of their right to explain their side and attend a formal hearing

7. Response Period: Specific timeframe (typically 5 working days) given to the employee to submit a written explanation

8. Hearing Details: Information about the scheduled administrative hearing including date, time, and venue

9. Closing Statement: Standard closing indicating that this serves as the first written notice as required by law

10. Signature Block: Name and signature of authorized company representative