Employee Onboarding Form for Hong Kong

Employee Onboarding Form Template for Hong Kong

A comprehensive Employee Onboarding Form designed for use in Hong Kong that complies with local employment laws and regulations, particularly the Employment Ordinance (Cap. 57) and Personal Data (Privacy) Ordinance. The document serves as a standardized method for collecting essential employee information, including personal details, employment terms, MPF arrangements, and various statutory declarations. It incorporates necessary data privacy statements and consent mechanisms while ensuring compliance with anti-discrimination laws and immigration requirements where applicable. The form facilitates smooth employee integration while maintaining proper documentation for regulatory compliance.

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What is a Employee Onboarding Form?

The Employee Onboarding Form is a crucial document used during the hiring process in Hong Kong to systematically collect and record essential information about new employees. It serves as the primary document for gathering personal details, employment information, and necessary consents in compliance with Hong Kong's employment legislation, particularly the Employment Ordinance (Cap. 57) and Personal Data (Privacy) Ordinance. The form is designed to be completed at the commencement of employment and includes sections for personal identification, contact details, employment terms, MPF arrangements, tax information, and various statutory declarations. It also incorporates necessary data privacy statements and may include additional sections based on specific employment categories or industry requirements. This standardized approach ensures consistent information collection across all new hires while maintaining compliance with local regulations.

What sections should be included in a Employee Onboarding Form?

1. Personal Information: Basic details including full name (English and Chinese if applicable), HKID/passport number, date of birth, contact information, and residential address

2. Emergency Contact Details: Name, relationship, contact numbers and address of emergency contacts

3. Employment Details: Position, department, reporting manager, start date, employment type (full-time/part-time), and working hours

4. Compensation Information: Basic salary, allowances, payment method, and bank account details for salary transfer

5. MPF Details: Mandatory Provident Fund scheme selection and relevant contribution information

6. Tax Information: Tax filing status and relevant identification numbers for Inland Revenue Department purposes

7. Educational Background: Academic qualifications, professional certifications, and relevant training

8. Employment History: Previous employment details including company names, positions, and dates

9. Data Privacy Statement: Declaration regarding the collection and use of personal data as per PDPO requirements

10. Employee Declaration: Employee's confirmation of information accuracy and acceptance of data usage

What sections are optional to include in a Employee Onboarding Form?

1. Visa Information: For non-Hong Kong residents: employment visa details, passport information, and status of dependents

2. Health Information: Optional medical information for insurance purposes and emergency response

3. Dependent Information: Details of dependents for benefits coverage and insurance purposes

4. Additional Benefits Election: Selection of optional benefits such as additional insurance coverage or voluntary MPF contributions

5. Professional Licenses: For positions requiring specific professional qualifications or licenses

6. Company Property Assignment: For roles requiring company equipment, access cards, or other assets

7. Flexible Working Arrangements: For positions eligible for flexible working hours or remote work options

What schedules should be included in a Employee Onboarding Form?

1. Document Checklist: List of required documents to be submitted with the form (e.g., ID copies, certificates, photos)

2. Personal Data Collection Statement: Detailed statement about data collection, usage, and privacy practices as required by PDPO

3. Benefits Summary: Overview of company benefits and eligibility criteria

4. IT Systems Access Form: Details of required system access and security protocols

5. Medical Examination Form: If required for the position, medical examination requirements and forms

6. Code of Conduct Acknowledgment: Company policies and conduct guidelines acknowledgment form

7. Training Schedule: Initial orientation and required training schedule

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

Jurisdiction

Hong Kong

Publisher

Genie AI

Document Type

Employment Contract

Cost

Free to use
Relevant legal definitions
Clauses
Relevant Industries

Financial Services

Technology

Manufacturing

Retail

Healthcare

Education

Professional Services

Construction

Hospitality

Logistics

Real Estate

Media and Entertainment

Telecommunications

Non-Profit Organizations

Government Services

Insurance

Banking

Consulting

Relevant Teams

Human Resources

Legal

Compliance

Payroll

Operations

Administration

Information Technology

Finance

Company Secretariat

Relevant Roles

HR Manager

HR Director

Recruitment Manager

HR Business Partner

Talent Acquisition Specialist

HR Administrator

HR Coordinator

Payroll Manager

Compliance Officer

Office Manager

Department Head

Line Manager

Operations Manager

General Manager

Company Secretary

Legal Counsel

Industries
Employment Ordinance (Cap. 57): Main employment legislation in Hong Kong that governs basic employment conditions, rights and benefits. Required for ensuring the onboarding form captures necessary employment terms and conditions.
Personal Data (Privacy) Ordinance (Cap. 486): Regulates the collection, handling and use of personal data. Essential for ensuring the onboarding form includes appropriate data collection statements and consent mechanisms.
Mandatory Provident Fund Schemes Ordinance (Cap. 485): Governs the mandatory retirement protection system. Needed for including MPF scheme enrollment information in the onboarding process.
Immigration Ordinance (Cap. 115): Controls immigration and employment of foreign nationals. Required for including visa and work permit verification sections in the onboarding form.
Sex Discrimination Ordinance (Cap. 480): Prohibits discrimination based on sex, marital status, and pregnancy. Ensures the onboarding form avoids discriminatory questions and language.
Disability Discrimination Ordinance (Cap. 487): Prohibits discrimination against persons with disabilities. Ensures the onboarding form includes appropriate accommodation requests while avoiding discriminatory questions.
Family Status Discrimination Ordinance (Cap. 527): Protects against discrimination based on family responsibilities. Ensures the onboarding form respects family status privacy and rights.
Race Discrimination Ordinance (Cap. 602): Prohibits discrimination based on race. Ensures the onboarding form avoids race-related discriminatory questions and includes equal opportunity statements.
Minimum Wage Ordinance (Cap. 608): Sets the statutory minimum wage requirements. Relevant for salary-related sections in the onboarding form.
Contracts (Rights of Third Parties) Ordinance (Cap. 623): Governs how third parties may enforce contractual terms. Important for any third-party benefits or obligations mentioned in the employment contract portion of the onboarding form.
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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