The Volunteer Termination Letter is an essential document used in Philippine organizations to formally conclude volunteer relationships in accordance with local laws and regulations. This document is particularly important in the context of the Philippines' robust volunteer sector, where formal documentation is required under the Volunteer Act of 2007. The letter serves as official documentation of the termination, protecting both the organization and the volunteer by clearly stating the termination date, reason, and any final arrangements. It should be used whenever a volunteer's service is ending, whether due to completion of service, organizational needs, or other circumstances. The document typically includes acknowledgment of service, termination details, final instructions, and may also address confidentiality obligations and property return requirements. Organizations in the Philippines must ensure this document aligns with PNVSCA guidelines and local volunteer management practices.

1. Header Information: Organization letterhead, date, recipient's name and address, and reference line

2. Salutation: Formal greeting addressing the volunteer by name

3. Purpose Statement: Clear statement indicating the purpose of the letter - termination of volunteer service

4. Effective Date: Specific date when the volunteer service will end

5. Acknowledgment of Service: Recognition and appreciation of the volunteer's contributions and time

6. Reason for Termination: Brief, professional explanation of why the volunteer service is being terminated

7. Next Steps: Instructions regarding final duties, return of organization property, or completion of pending tasks

8. Closing Statement: Professional conclusion with good wishes and future reference availability if applicable

9. Signature Block: Organization representative's name, title, and signature