Application: templates and forms

For someone who has left or is leaving a job in Italy and asks the employer for the final documents: the certificate of employment under art. 2124 of the Italian Civil Code, giving the period and the duties, which the employer must issue whatever the reason the job ended; the last payslip and the severance (TFR) statement; the Certificazione Unica tax statement, due within twelve days of the request when the job ends during the year. Sent by registered post, PEC or by hand. In Italian.

An Italian request, in Italian, that anyone can make without giving reasons, for data and documents held by a public body (art. 5(2) of legislative decree 33/2013, Italy’s freedom of information act), within the limits of art. 5-bis. The body answers within 30 days; a refusal can be reviewed by its transparency officer. Release is free apart from the cost of copies on paper or media: no revenue stamp. Many bodies have a free form in their ‘Amministrazione trasparente’ section. Send it by PEC or e-mail.

An Italian letter, in Italian, from a member of a supplementary health fund, a mutual fund or a health insurance policy, claiming back visits, tests, treatment or hospital stays already paid: it lists the invoices and prescriptions enclosed, gives the IBAN and asks to be told in writing of any missing documents. It is for funds that accept claims by post or PEC, or to chase a claim that has stalled; if the fund has its own members’ area or form, use those. It holds health data, so it is sold blank and filled in by hand.

For anyone who received from the Comune an executive assessment or another demand for IMU, TARI or another local tax and cannot pay it all at once. Many Comuni have their own free form: if there is one, use it. Instalments follow the Comune’s regulation or, failing that, Italian Law no. 160 of 27 December 2019: up to 72 monthly instalments depending on the amount, and a regulation must allow at least 36 for debts above € 6,000.01. The request declares a temporary financial difficulty and is exempt from stamp duty.

For a domestic helper, carer or nanny in Italy who asks the employing family for the payslips of certain months and for the statement of wages paid in the year, which the collective agreement for domestic work provides instead of the Certificazione Unica, as the family does not withhold tax. They are needed for a tax return, renewing a residence permit, renting a home, the NASpI unemployment benefit or checking contributions. Hand it over and have the copy signed, or send it by registered post. In Italian.

For an employee in Italy asking the employer for unpaid time off: leave for serious family reasons under Italian Law 53/2000, up to two years over a working life, with the job kept, or the unpaid leave (aspettativa) provided by the collective agreement. The letter states the kind of leave and the dates, encloses the supporting documents without describing health data, and asks for a written reply. Sent by registered post, PEC or by hand. In Italian.

For an employee in Italy asking in writing for a period of paid holiday, with the dates and the number of days, and for confirmation that it is granted. The letter recalls the statutory rules: the employer sets the period, taking account of the employee's interests (art. 2109 of the Italian Civil Code), and at least four weeks a year are due, two of them in the year they accrue, consecutive on request (art. 10 of Legislative Decree 66/2003). Hand it in, e-mail it or send it by PEC; if the company uses a leave portal, use that. In Italian.

For an employee in Italy asking the employer for smart working, stating how much and from when, and, where it applies, the priority under art. 18(3-bis) of Italian Law 81/2017: parents of children up to twelve or with a disability, workers with a serious disability, carers. Smart working is not an automatic right: it is agreed in a written individual agreement. The letter asks for a written reply. Hand it over, send it by PEC or by e-mail. In Italian.

An Italian request, in Italian, from a parent or an adult student to the school office for a certificate of enrolment or attendance for private use: an employer, a bank, a sports body, a foreign authority. Many schools issue certificates through the electronic register; with public offices, and now with private parties too, a self-declaration is enough. It has the space for the 16 € revenue stamp (sold at tobacconists; @e.bollo online), which is not applied where the use is exempt. Hand it in at the school office or send it by PEC.

An Italian letter, in Italian, to a company, bank, employer, app or public body asking whether it processes your personal data and for a copy, with purposes, recipients, retention periods and source (art. 15 of Regulation (EU) 2016/679). The controller must answer within one month, and the first copy is free. The Italian data protection authority (Garante) publishes a free model on its website. Send it by PEC, by e-mail to the privacy address in the privacy notice, or by registered post with proof of receipt.

For an employee in Italy with at least eight years of service with the same employer who asks for an advance on the end-of-service allowance (TFR). Art. 2120 of the Italian Civil Code allows it once during the employment, up to 70% of the TFR accrued, for exceptional medical costs or for buying a first home for oneself or a child; art. 7 of Italian Law 53/2000 adds costs during parental or training leave. The letter states the reason and encloses the documents. If the TFR goes to a pension fund, the advance is asked of the fund. Send it by registered post, PEC or by hand. In Italian.

For anyone who works or has worked as an employee in Italy and asks the employer, including a former one, for copies of the payslips for certain months and of the yearly tax certificates (Certificazione Unica) for certain years: for a mortgage, the NASpI unemployment benefit, a tax return or to check what was paid. A payslip is due with every payment (Italian Law 4/1953), and the request also counts as access to one's own personal data (art. 15 GDPR), answered within one month. Send it by registered post, PEC or by hand. In Italian.