Employee Exit Form Template for Hong Kong

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Key Requirements PROMPT example:

Employee Exit Form

I need an Employee Exit Form for a Hong Kong financial services company that includes enhanced confidentiality provisions and specific clauses about handling client data, along with standard MPF arrangements and final payment calculations.

Document background

The Employee Exit Form is a standardized document used in Hong Kong to manage and document the departure of employees from an organization. It is designed to comply with Hong Kong's Employment Ordinance (Cap. 57) and related employment legislation, ensuring all legal requirements are met during the termination process. The form should be completed for all types of employment termination, including resignation, dismissal, or mutual agreement. It typically includes sections covering final payment calculations, return of company property, confidentiality obligations, and various administrative requirements. The document serves as both a checklist for HR processes and a legal record of the completed termination procedures.

Suggested Sections

1. Employee Information: Basic details including employee name, ID number, position, department, and employment period

2. Termination Details: Last working day, type of termination (resignation/dismissal/mutual agreement), notice period details

3. Final Payment Calculation: Breakdown of final salary, unused annual leave, pro-rata bonus (if applicable), and MPF arrangements

4. Company Property Return Checklist: List of company assets to be returned (ID card, keys, equipment, etc.)

5. Information Technology Access: List of system accesses to be terminated and confirmation of password/access card deactivation

6. Confidentiality Reminder: Acknowledgment of ongoing obligations regarding confidential information and trade secrets

7. Exit Interview Details: Date and time of exit interview, interviewer name, and key discussion points

8. Sign-off Section: Signatures from employee, HR representative, and immediate supervisor with dates

Optional Sections

1. Post-Employment Restrictions: To be included if the employee is bound by non-compete or non-solicitation clauses

2. Outstanding Claims Declaration: Required if there are any pending workplace injury or discrimination claims

3. Handover Plan: Necessary for senior positions or roles requiring detailed knowledge transfer

4. Reference Letter Request: Optional section for employees to request and specify type of reference needed

5. Benefits Continuation: Include if there are any post-employment benefits or insurance coverage extensions

6. Share Options/Long-term Incentives: Required for employees participating in share schemes or long-term incentive plans

Suggested Schedules

1. Final Payment Calculation Sheet: Detailed breakdown of all final payment components including statutory entitlements

2. Company Property Checklist: Itemized list of company property with condition assessment and return status

3. Data Protection Acknowledgment: Detailed obligations regarding personal data protection post-employment

4. Project Handover Status Report: Status of ongoing projects and handover details

5. MPF Transfer Form: Standard form for MPF account arrangements post-employment

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co

Relevant legal definitions

Clauses

Relevant Industries

Financial Services

Technology

Manufacturing

Retail

Professional Services

Healthcare

Education

Construction

Hospitality

Transportation

Real Estate

Media and Entertainment

Telecommunications

Energy

Public Sector

Relevant Teams

Human Resources

Legal

Finance

Information Technology

Compliance

Operations

Risk Management

Facilities Management

Administration

Relevant Roles

HR Manager

HR Director

HR Officer

HR Administrator

Payroll Manager

Legal Counsel

Company Secretary

Finance Manager

Department Head

Line Manager

IT Security Manager

Compliance Officer

Risk Manager

Operations Manager

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Authors

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