The Employment Termination Verification Letter is a crucial document in Hong Kong's employment landscape, serving as official confirmation of employment cessation. It is typically issued upon the conclusion of employment, whether through resignation, mutual agreement, or termination by either party. The document must comply with Hong Kong's Employment Ordinance and other relevant legislation, including data privacy laws. This letter is commonly requested for various purposes such as visa applications, job applications, loan applications, or personal records. It typically includes essential information such as employment duration, final position, and termination date, while maintaining a professional and neutral tone. The document helps protect both employer and employee interests by providing clear, official documentation of the employment relationship's conclusion.
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Key Requirements PROMPT example:
Employment Termination Verification Letter
"I need an Employment Termination Verification Letter for a senior software engineer who resigned voluntarily and is leaving on March 15, 2025, which will be used for their visa application; the letter should include details about their technical role and five years of service."
1. Letter Header: Company letterhead, date, and reference number
2. Addressee Details: Full name and address of the employee or 'To Whom It May Concern' if it's a general verification letter
3. Subject Line: Clear indication that this is an employment termination verification letter
4. Employee Information: Basic details including full name, position/title, and employee ID if applicable
5. Employment Period: Precise dates of employment commencement and termination
6. Position Details: Final position held and any significant role changes if relevant
7. Termination Details: Confirmation of employment termination and type (e.g., resignation, mutual agreement)
8. Standard Closing: Professional closing statement, signature block with authorized signatory details
9. Company Details: Official company name, registration number, and contact information
1. Reason for Termination: Used when specifically requested and agreed upon by both parties, stating the reason in neutral terms
2. Performance Statement: Optional positive statement about employee's performance, used when agreed and termination was amicable
3. Benefits Settlement: Confirmation of settlement of all benefits and entitlements, used when all payments have been completed
4. Non-Disparagement Clause: Used in cases where both parties agree to maintain professional discretion about the termination
5. Future Reference: Statement about company's policy regarding future reference requests, used when establishing clear boundaries
6. Confidentiality Statement: Reminder of ongoing confidentiality obligations, used when employee had access to sensitive information
1. Position History: Detailed list of positions held and dates, used for long-term employees with multiple roles
2. Benefits Summary: Summary of final benefits settled, used when detailed breakdown is requested
3. Project Completion Status: List of completed projects or assignments, used for project-based roles
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Managing Director
Administrative Manager
Compliance Officer
HR Business Partner
Employment Relations Manager
People Operations Manager
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