Sample Termination Notice for a Building Caretaker

Who Decides on Termination?

Ending a caretaker's employment, like hiring them, should rest on a resolution of the general assembly. The assembly takes the decision, and the manager signs and serves the notice on its behalf.

A termination carried out by the manager without such a resolution can leave the management exposed in later claims for employment entitlements. The decision, with its reasons, should be entered in the resolution book.

Notice Periods and Payments

Where the contract is terminated with notice, the notice periods in employment legislation must be observed. They vary with the employee's length of service and, if no notice is given, must be paid as wages in lieu.

An employee with sufficient service qualifies for severance pay where the statutory conditions are met. Payment for unused annual leave and any overtime entitlement is also made on termination.

Calculations should follow current employment legislation and rates; if in doubt, it is safer to consult an accountant.

What the Notice Should Contain

• Identity details of the employer (building management) and the employee
• The start date and total length of service
• The type of termination: with notice, or immediate termination for cause
• The reason and the events relied on
• When the notice period starts and the date the contract ends
• The payments to be made and when
• The period for vacating any allocated accommodation
• Date of service and signature block

Copyable Termination Notice Sample (Full Text)

……………………… APARTMENT / COMPLEX MANAGEMENT

NOTICE OF TERMINATION OF EMPLOYMENT

Date: …/…/20…

Dear ……………………… (Full Name),

You have been employed as a building caretaker at our apartment/complex since …/…/20….

Pursuant to the general assembly resolution dated …/…/20…, it has been decided to terminate your employment contract by ……………… (termination with notice / termination for cause).

Reason for termination: ……………………… (the position is no longer required / the service is being outsourced / failure to perform the duties of the role, etc.)

Taking your length of service into account, you are given a notice period of …… weeks. That period starts on the date this notice is served on you, and your employment will end on …/…/20….

As at the date the contract ends, any severance pay, payment for unused annual leave and other statutory entitlements will be calculated and paid into your bank account.

The accommodation no. …… allocated to you in connection with your role must be vacated and handed back to the management within the period prescribed by law following the end of your employment.

We thank you for your contribution during your service.

……………………… Apartment/Complex Management

Manager: ……………………… (Full Name) — Signature

RECEIVED BY: ……………………… (Full Name) — Signature — Date: …/…/20…

Filling Guide

State the reason concretely. Vague wording such as "considered inappropriate" may be read against the employer in reinstatement or compensation claims.

Deliver the notice against signature. If the employee refuses to sign, draw up a record before two witnesses or serve it through a notary. The date of service fixes the start of the notice period.

When stating the period for vacating the accommodation, use the period set by current legislation and say so expressly in the notice.

After Termination

The employment exit declaration must be filed within the statutory period. Signing a mutual release once all payments are made reduces the risk of later disputes.

When the accommodation is handed back, a handover record listing fixtures and keys should be prepared. If it is not vacated, legal remedies may be pursued.

Common Mistakes

• Verbal termination: without a written and served notice, termination cannot be proved.
• No assembly resolution: a manager acting alone incurs liability.
• Skipping the notice period: if no notice is given, it must be paid as wages in lieu.
• A vague reason: a ground not based on concrete facts may be held invalid in court.
• No handover record for the accommodation: disputes over damage and fixtures follow later.

This content and template are for information only and are examples. Check current employment legislation for notice periods and severance calculations; if in doubt, consult an accountant or a lawyer.