The Clearance Letter for Employee is a critical document in New Zealand's employment framework, used when an employee's employment is being terminated either through resignation, retirement, or other circumstances. This document serves multiple purposes: it confirms the return of company property, acknowledges settlement of final payments, and documents completion of handover requirements. The letter, while not explicitly required by New Zealand law, has become standard business practice as it provides clear documentation of employment conclusion and helps prevent future disputes. It should be issued after all exit procedures are completed but before final payments are released, ensuring compliance with the Employment Relations Act 2000 and other relevant New Zealand employment legislation.
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1. Letter Header: Company letterhead, date, and formal address to the employee
2. Reference Line: Subject line clearly stating 'Employee Clearance Letter' and any reference numbers
3. Employment Details: Confirmation of employment period, position, and termination date
4. Clearance Confirmation: Statement confirming all company obligations have been fulfilled and employment has been properly terminated
5. Property Return: Confirmation that all company property has been returned
6. Final Settlements: Confirmation of final pay, leave settlements, and any other financial matters
7. Future Reference: Statement about providing employment references if applicable
8. Closing: Formal closing, signature block, and company representative details
1. Non-Compete Reminder: Include when the employee was subject to non-compete or restraint of trade provisions
2. Confidentiality Obligations: Include when emphasizing ongoing confidentiality obligations is necessary
3. Benefits Continuation: Include when there are continuing benefits or insurance coverage details
4. International Clearance: Include for employees requiring clearance for international transfers or visa purposes
5. Project Handover: Include when formal confirmation of project completion/handover is required
6. Outstanding Matters: Include when there are specific matters that need to be addressed post-employment
1. Schedule A - Returned Property List: Itemized list of all company property returned by the employee
2. Schedule B - Final Payment Details: Breakdown of final payment including salary, leave, and any other entitlements
3. Schedule C - Handover Checklist: Checklist confirming completion of all handover tasks and responsibilities
Relevant legal definitions
Clauses
Relevant Industries
Technology
Financial Services
Manufacturing
Retail
Healthcare
Education
Professional Services
Construction
Hospitality
Mining and Resources
Transportation and Logistics
Government and Public Sector
Telecommunications
Media and Entertainment
Relevant Teams
Human Resources
People Operations
Legal
Finance
Payroll
Administration
Compliance
Employee Relations
Relevant Roles
Human Resources Manager
HR Director
People Operations Manager
HR Business Partner
Employee Relations Manager
HR Administrator
Payroll Manager
Office Manager
Department Manager
General Manager
Chief Human Resources Officer
HR Coordinator
Legal Counsel
Company Secretary
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