The Time Theft Termination Letter is a critical document used when an employer has documented evidence of an employee deliberately falsifying time records or claiming payment for hours not worked. This document, designed for use in Canadian jurisdictions, must comply with federal and provincial employment standards while providing clear documentation of the cause for termination. It should be used only when there is substantial evidence of time theft and, typically, after progressive discipline steps have been taken. The letter must include specific instances of misconduct, reference supporting evidence, and outline final employment arrangements. Given the serious nature of for-cause termination in Canadian employment law, this document often requires review by legal counsel or HR professionals to ensure compliance with applicable legislation and to minimize the risk of wrongful dismissal claims.
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1. Letter Header: Company letterhead, date, and formal business letter formatting
2. Recipient Information: Employee's full name and address
3. Subject Line: Clear indication that this is a termination notice
4. Opening Statement: Formal opening identifying the employee and their position
5. Incident Description: Detailed description of the time theft incidents, including specific dates and times
6. Evidence Reference: Reference to specific evidence of time theft (timesheets, security logs, etc.)
7. Termination Statement: Clear statement of employment termination for cause
8. Final Arrangements: Information about final pay, return of company property, and exit procedures
9. Closing: Formal signature block with appropriate authority's name and title
1. Previous Warnings: Reference to any previous warnings or disciplinary actions - include if prior incidents exist
2. Company Policy Reference: Specific references to violated company policies - include if formal policies exist
3. Legal Reference: References to relevant employment legislation - include for more serious cases or if legally required
4. Non-Disclosure Reminder: Reminder of continuing confidentiality obligations - include if employee had access to sensitive information
5. Benefits Information: Details about benefits termination and COBRA equivalent - include if applicable
6. Non-Compete Reminder: Reminder of any post-employment restrictions - include if such agreements exist
1. Time Theft Evidence Log: Detailed log of time theft incidents with dates, times, and supporting evidence
2. Previous Warning Documents: Copies of any previous written warnings or disciplinary actions
3. Final Pay Calculation: Breakdown of final pay including any deductions or adjustments
4. Company Property Checklist: List of company property to be returned
5. Electronic Evidence: Printouts or screenshots of relevant electronic records (time stamps, security logs, etc.)
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Human Resources
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Operations
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Employee Relations
Compliance
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Human Resources Manager
HR Director
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HR Business Partner
Employee Relations Manager
General Manager
Office Manager
Project Manager
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