The Termination Of Company Secretary Letter is a crucial corporate governance document used in Philippine business operations when ending the appointment of a Company Secretary. This document is necessary to comply with the Revised Corporation Code of the Philippines and SEC requirements, particularly when there are changes in key corporate officers. It should be prepared when a Company Secretary's role is being terminated due to resignation, retirement, or other circumstances. The letter typically includes the termination date, handover protocols for corporate records and seals, final duties to be completed, and may require regulatory filing, especially for publicly listed companies. The document ensures proper documentation of the transfer of corporate secretarial responsibilities and helps maintain clear corporate governance records.
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1. Letter Header: Company letterhead, date, and formal addressing to the Company Secretary including their full name and address
2. Subject Line: Clear indication that this is regarding 'Termination of Appointment as Company Secretary'
3. Opening Statement: Reference to the secretary's appointment and current position
4. Termination Notice: Clear statement of the termination decision and effective date
5. Handover Requirements: Specific requirements for returning company properties, documents, and electronic files
6. Final Duties: List of any final responsibilities or tasks to be completed before departure
7. Acknowledgment Request: Request for acknowledgment of receipt and acceptance of the termination
8. Closing: Professional closing statement, signature block for authorized officer(s)
1. Reason for Termination: Include if there's a specific reason that needs to be documented, such as restructuring or resignation
2. Confidentiality Reminder: Include if there's a need to reinforce ongoing confidentiality obligations
3. Compensation Details: Include if there are any outstanding payments or benefits to be addressed
4. SEC Reporting: Include for publicly listed companies requiring specific SEC notifications
5. Reference Offer: Include if the company is willing to provide future references
1. Handover Checklist: Detailed list of documents, files, and company property to be returned
2. Contact Information Form: Form for the departing secretary to provide future contact details if needed
3. Acknowledgment Form: Formal acknowledgment form for the secretary to sign and return
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