Employee Self Declaration Form for Hong Kong

Employee Self Declaration Form Template for Hong Kong

A comprehensive self-declaration document designed for use in Hong Kong employment contexts, complying with local employment regulations, personal data protection requirements, and anti-discrimination ordinances. This form serves as a legal record of an employee's declarations regarding their personal status, work eligibility, health conditions, conflicts of interest, and other employment-relevant information. The document incorporates specific requirements under Hong Kong law, including compliance with the Employment Ordinance (Cap. 57), Personal Data (Privacy) Ordinance (Cap. 486), and various anti-discrimination ordinances.

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What is a Employee Self Declaration Form?

The Employee Self Declaration Form is a crucial document used in Hong Kong's employment landscape to establish clear records of employee declarations and ensure compliance with local regulations. It is typically implemented during the onboarding process or updated periodically throughout employment. The form collects essential information required by Hong Kong law, including personal details, work eligibility confirmation, health declarations, and conflict of interest disclosures. This document helps organizations maintain compliance with various Hong Kong ordinances, including employment, privacy, and anti-discrimination laws, while managing potential risks and ensuring proper record-keeping. The form serves as a legal reference point for both employer and employee, providing documented evidence of declarations made at the time of completion.

What sections should be included in a Employee Self Declaration Form?

1. Personal Information: Basic details including full name, HKID/passport number, date of birth, contact information, and residential address

2. Employment Status Declaration: Declaration of current employment status with the company, position, and department

3. Work Eligibility Declaration: Confirmation of legal right to work in Hong Kong, including visa status if applicable

4. Health and Safety Declaration: Declaration of any medical conditions or disabilities that may affect work performance or require workplace accommodations

5. Conflict of Interest Declaration: Disclosure of any business interests, secondary employment, or relationships that might create conflicts of interest

6. Criminal Record Declaration: Declaration of any criminal convictions that may be relevant to the employment

7. Data Privacy Acknowledgment: Acknowledgment of how personal data will be collected, used, and stored as per PDPO requirements

8. Declaration of Truth: Final statement confirming all information provided is true and accurate, with acknowledgment of consequences for false declarations

9. Signature and Date: Space for employee signature, date, and witness signature if required

What sections are optional to include in a Employee Self Declaration Form?

1. Emergency Contact Information: Optional section for providing emergency contact details - recommended for full-time employees

2. Professional Qualifications: Section for declaring professional certifications and qualifications - required only for regulated positions or where specific qualifications are necessary

3. Previous Employment History: Declaration of previous employment details - typically included for senior positions or regulated roles

4. Financial Interests: Detailed declaration of financial interests - required for senior management or financial sector positions

5. Medical History: Detailed health declaration - only to be included where specific health requirements are essential for the role

6. Language Proficiency: Declaration of language abilities - relevant for customer-facing or multilingual positions

What schedules should be included in a Employee Self Declaration Form?

1. Schedule A - Guidelines for Completion: Detailed instructions on how to complete each section of the form

2. Schedule B - Privacy Policy Statement: Detailed statement about the company's personal data collection and handling practices

3. Schedule C - Relevant Legislation References: List of applicable laws and regulations referenced in the declaration

4. Appendix 1 - Required Supporting Documents: Checklist of documents that must be submitted along with the declaration form

5. Appendix 2 - Position-Specific Declarations: Additional declarations required for specific job roles or departments

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

Agreement Contract

Cost

Free to use
Clauses
Relevant Industries

Financial Services

Technology

Manufacturing

Retail

Healthcare

Education

Professional Services

Construction

Hospitality

Transportation

Telecommunications

Real Estate

Media and Entertainment

Public Sector

Non-Profit Organizations

Relevant Teams

Human Resources

Legal

Compliance

Risk Management

People Operations

Talent Acquisition

Employee Relations

HR Operations

Corporate Services

Administration

Relevant Roles

HR Manager

HR Director

Compliance Manager

Legal Counsel

HR Administrator

Talent Acquisition Specialist

Employee Relations Manager

HR Business Partner

Recruitment Manager

People Operations Manager

Chief Human Resources Officer

HR Coordinator

Onboarding Specialist

HR Operations Manager

HR Generalist

Industries
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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