The Pre-Termination Letter is a crucial document in South African employment practice that serves as a formal communication tool in the employment termination process. It is typically used when an employer has identified serious issues relating to an employee's conduct, performance, or other employment matters that may warrant termination. The document must be drafted in compliance with South African labour laws, particularly the Labour Relations Act 66 of 1995 and relevant Codes of Good Practice. A Pre-Termination Letter should clearly articulate the concerns, reference any previous interventions or warnings, and outline the next steps in the process, including any scheduled hearings or consultations. It plays a vital role in ensuring procedural fairness and maintaining clear documentation of the pre-dismissal process, which is essential for legal compliance and potential dispute resolution.

1. Letter Header: Company letterhead, date, reference number, and marked 'Private and Confidential'

2. Recipient Details: Employee's full name, employee ID, position, and department

3. Subject Line: Clear indication that this is a Pre-Termination Notice/Letter

4. Current Employment Status: Brief statement of the employee's current position and length of service

5. Statement of Issues: Clear outline of the problems, concerns, or allegations that have led to this pre-termination notice

6. Previous Interventions: Summary of prior attempts to address the issues (warnings, counseling sessions, performance improvement plans)

7. Proposed Next Steps: Information about the upcoming process, including any scheduled hearings or consultations

8. Legal Rights: Statement of the employee's rights in the process, including right to representation

9. Timeline: Clear deadlines and dates for response or scheduled meetings

10. Closure: Signature block with details of the authorized representative sending the letter