Employment Statement Letter Template for Hong Kong

An Employment Statement Letter is your formal written confirmation of employment terms under Hong Kong's Employment Ordinance (Cap. 57). This document bridges the gap between verbal job offers and comprehensive employment contracts, providing essential legal protection for both you as an employer and your new employee. The letter must clearly outline all key employment terms including position, salary, working arrangements, and statutory entitlements to ensure compliance with Hong Kong employment law.

When do you need this document?

You need an Employment Statement Letter whenever you hire new employees in Hong Kong, particularly for positions where a full employment contract may follow later. This document is essential when confirming verbal job offers, hiring temporary or contract workers, or when you need to document employment terms quickly before the employee's start date. Many employers use this letter for senior appointments, overseas hires, or when legal departments require additional time to prepare comprehensive contracts. The letter also serves as interim documentation when employment terms are agreed but formal contracts are still being finalised.

Key legal considerations

Your Employment Statement Letter must comply with the Employment Ordinance's requirements for written terms of employment. Key clauses should include the employee's full name and position, commencement date, salary and payment frequency, working hours and rest days, and probation period details. You must specify leave entitlements including annual leave, sickness benefits, and statutory holidays as required under Hong Kong law. The letter should address Mandatory Provident Fund contributions, notice periods for termination, and any specific terms relevant to the role. Ensure salary meets Minimum Wage Ordinance requirements and that personal data handling complies with the Personal Data (Privacy) Ordinance when collecting employee information.

Legal requirements in Hong Kong

Under Hong Kong's Employment Ordinance (Cap. 57), you must provide written terms of employment, and the Employment Statement Letter fulfills this obligation. The document must specify wage rates, payment periods, and duration of employment contracts. You're required to include statutory entitlements such as rest days, statutory holidays, and annual leave calculations. The letter must comply with anti-discrimination legislation including the Sex Discrimination Ordinance and Disability Discrimination Ordinance by avoiding discriminatory language or terms. If applicable, include MPF scheme details as required by the Mandatory Provident Fund Schemes Ordinance. Ensure the letter is dated and properly signed by authorized company representatives, and provide the employee with a copy for their records as required by law.