Things can change rapidly in any working environment, and the changes in circumstances can be forced on the employer without warning. When changes of these types occur employers need to intimate the departments concerned or the individuals at the right time to provide them an opportunity to adapt to changes.
The laws state that employees, in general, are entitled to the due process and should receive information about every change and development in their employment setting. This is particularly the case when the changes can affect their right to employment and must, therefore, be announced by the employer with an employment notice to provide proper documentation.
Employment notices can be provided in various forms. They can assume the forms of quitting the job with notice or termination notices, warning notices, notices of being transferred to different departments, promotions, and demotion notices, etc. They can also be issued to intimate a candidate about his or her selection for a position in an organization by providing a formal employment letter.
Employment notices in most cases are contractual letters which are likely to contain some legal provisions as mandated by the law. Regardless of whether the employer believes the laws are appropriate or not they are required to have the same appear in the contract which is offered to the employee. These requirements also have a role to play when the employer decides not to continue with the employee for an extended period because of various reasons.
Employee notices are a statutory requirement of most employers who may need to issue them for a variety of reasons. However, an employment notice cannot be considered as legally enforceable unless it has been provided in the prescribed format and contains any or all of the provisions which have been stipulated by the governing authorities.
Tips for drafting Employment Notice
The employment notice must be drafted by the employer and sent or handed over in person to the employee or candidate.
- The date the notice is issued must be mentioned.
- The subject of the employment notice must be defined in the letter.
- The employer must give opportunities to the employee or candidates to explain their position or opinion in the event of any disputes.
- Any financial benefits offered to or being collected from the candidate or employee should also be mentioned in the letter.
- The letter must also be brief, professional, concise and direct to the point without harking on material or information which did not concern the employee, candidate or situation.
Regardless of whether employers are providing an employment notice to a fresh candidate for looking forward to terminating the employment of an existing employee, it is a suggestion that the points mentioned above be noted and followed by employers without exceptions.
Example of Employment Notice 1
From: [Name of Employer, Address, Telephone Numbers And Email Address],
To: [name of Employee, address, telephone number and email address]
Subject: Termination/Separation Notice
Social Security Number:
Names By Which The Employee Was Also Identified As:
Period of Last Employment: From [Date] To [Date].
Reason For the Termination: Lack of Work Or Any Other Reason Which May Be Specified To Clarify The Reasons for The Termination.
Employee Has Received The Payments for Severance, Termination, Wages for The notice period, Bonus, Etc.. Vacation Pay Or Earned Wages Have Not Been Included In the Amount of [Amount] Paid for the Period from [Date] To [Date].
[The employer must also make the following statement in the employment notice being provided to the employee:]
I certify that the employee mentioned in this letter is terminated/separated from our employment and the information provided in this letter is true and correct to the best of our knowledge. A copy of this report has also been to the employee for future reference.
[The statement needs to be signed by the employer or the authorized signatory of the organization by providing information about his or her title and the date on which the procedures were completed and released to the employee.]
Example of Employment Notice 2
From: [Name of the Employer, Address, Contact Numbers And Email Address]
To: [Name of the Employee As Well As On Contact Details],
Subject: Warning Letter
We have observed that you are regularly using foul language during working hours and causing great discomfort to your colleagues and other visitors to our office. We believe that the use of such language is prohibited within the premises of your employment as mentioned in your employment letter.
We regret to note you have made no attempts to improve or change your behavior despite several verbal reminders. Under the circumstances, we are left with no options but to issue a written warning letter prohibiting you from using foul language within and near your place of employment. Please be reminded that further actions will follow if no changes are observed in your behavior.
[signature of the authorized personnel],
[name of the signatory].