The Voluntary Separation Letter is a crucial document in Philippine employment law that formalizes an employee's decision to voluntarily end their employment relationship. This document is typically used when an employee decides to resign from their position for personal, professional, or other reasons, and needs to formally communicate this decision to their employer. The letter serves multiple purposes: it provides official notice of the employee's intention to separate, documents the voluntary nature of the separation (distinguishing it from termination or dismissal), specifies the effective date of separation, and often includes details about the transition of responsibilities. Under Philippine labor laws, while verbal resignations are valid, a written document is strongly recommended for record-keeping and to protect both parties' interests. The letter should comply with notice period requirements under Philippine Labor Code and any applicable company policies, typically requiring at least 30 days' notice unless otherwise agreed upon.
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1. Letter Header: Complete contact information of both the employee and employer, including company name, address, and date
2. Subject Line: Clear indication that this is a voluntary separation letter
3. Opening Statement: Formal declaration of the employee's voluntary decision to separate from the company
4. Effective Date: Clear statement of the last working day
5. Reason for Separation: Brief, professional explanation for the voluntary separation (if the employee wishes to share)
6. Handover Plan: Overview of transition arrangements for current responsibilities and projects
7. Final Pay Request: Request for processing of final pay, including all statutory benefits
8. Acknowledgment of Company Property: Statement regarding return of company property and settling of accounts
9. Expression of Gratitude: Professional thank you note for the employment opportunity
10. Closing and Signature: Formal closing, signature line for employee
1. Future Contact Information: Employee's personal contact information for future correspondence, used when maintaining professional connections is desired
2. Request for Reference: Optional request for a reference letter or serving as a professional reference, included when the employee wishes to maintain a professional relationship
3. Health Insurance Continuation: Details about continuation or termination of health benefits, included when applicable
4. Non-Compete Acknowledgment: Reference to existing non-compete agreements if applicable to the employee's position
5. Certificate of Employment Request: Request for a certificate of employment, included when needed for future employment
1. Clearance Checklist: List of departments/units that need to provide clearance before final separation
2. Final Pay Computation: Detailed breakdown of expected final pay including all benefits and deductions
3. Inventory of Company Property: List of company properties to be returned before separation
4. Project Status Report: Summary of ongoing projects and their current status, relevant for positions with project responsibilities
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