Template in Word and PDFTemplates for dismissal and the end of the contract

Dismissal reasons letter under CBA 109: how to reply to the employee

If a dismissed employee asks by registered letter for the reasons for their dismissal, you reply by registered letter within 2 months of receipt, with the concrete reasons. No reply, a late reply or a vague one costs a fine of 2 weeks' pay. This letter sets out the reasons as facts. The template is in Dutch and French.

Figures in this template checked on

When do you send this dismissal reasons letter?

CBA 109 applies to blue- and white-collar workers in the private sector with at least 6 months' seniority. If you already gave the concrete reasons yourself and in writing, for example in the dismissal letter, you no longer have to reply. With a dismissal for serious cause, the right to ask for the reasons does not apply.

How to fill in the dismissal reasons letter

  1. 1

    Fill in the date you received the registered request: the 2 months run from then.

  2. 2

    Write facts, dates and figures. A summary such as "performance" or "restructuring" without explanation is not enough.

  3. 3

    Keep the reasons in line with what you said and wrote before: in the dismissal letter, on the C4 form and in appraisals.

  4. 4

    Send it by registered post. A reply by email or ordinary post does not count as a reply.

The text of the template

Below is the Dutch text, as used in Flanders. The fields to fill in are in square brackets. In the Word file they are highlighted.

Aangetekend

[Naam werknemer], [adres]

[Plaats], [datum]

Betreft: uw vraag naar de redenen van uw ontslag

Geachte [heer/mevrouw] [naam],

Wij ontvingen op [datum] uw aangetekende brief waarin u de redenen van uw ontslag vraagt.

Wij hebben uw arbeidsovereenkomst beëindigd om de volgende redenen:

  1. [Reden 1, concreet. Bijvoorbeeld: sinds januari 2026 haalde u in zes van de negen maanden de afgesproken orderpicknorm niet. Dit werd met u besproken op 12 maart en 4 juni 2026, telkens met een schriftelijk verslag.]
  2. [Reden 2, concreet. Bijvoorbeeld: na het gesprek van 4 juni volgde u de bijkomende opleiding op 18 juni niet, zonder verwittiging.]

Deze redenen houden verband met [bv. uw geschiktheid voor de functie].

Met vriendelijke groeten,

[Naam, functie, handtekening]

Disclaimer

This template gives general information and follows the rules in force on 8 October 2026. It is not legal advice, and no rights can be derived from it. Your joint committee, your work rules and the facts of your case may call for a different text.

Dismissal reasons under CBA 109

Unsure about your situation?

Your dedicated contact at Business Centrum looks at it for your situation, together with Acerta, before you send it.

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More explanationThe rules behind this template, with worked examples and the pitfalls, are inDismissal motivation under CBA 109 in Belgium: the timeline, the fine and a template answer

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