The Internship Termination Letter is a crucial document used when an organization needs to formally end an internship arrangement before or at its planned conclusion. This document, governed by Hong Kong law, serves multiple purposes including officially communicating the termination decision, documenting the effective date, outlining final arrangements, and ensuring compliance with local employment regulations. It's particularly important in Hong Kong's business environment where formal documentation of employment relationships, including internships, is essential for regulatory compliance and risk management. The letter should be drafted with consideration of the Employment Ordinance (Cap. 57) and other relevant Hong Kong legislation, especially when dealing with paid internships that might fall under employment protection provisions. The document typically includes details about final payments (if applicable), return of company property, ongoing confidentiality obligations, and any certification of internship completion.
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1. Date and Address Block: Current date and full contact details of both the company and the intern
2. Subject Line: Clear indication that this is regarding internship termination
3. Salutation: Formal greeting addressing the intern by name
4. Termination Statement: Clear statement of the internship termination and effective date
5. Reason for Termination: Brief, professional explanation of the termination reason (if appropriate)
6. Final Arrangements: Details about the last working day, return of company property, and final payment information
7. Acknowledgment: Reference to any required acknowledgment of the termination terms
8. Contact Information: Details for any follow-up questions or administrative matters
9. Closing: Professional closing with signature block for authorized representative
1. Certificate of Internship: Offer to provide a certificate of internship completion, used when the intern has completed a substantial portion of the internship
2. Reference Offer: Statement about providing future references, included when appropriate based on performance
3. Continuation of Confidentiality: Reminder of ongoing confidentiality obligations, included if the intern had access to sensitive information
4. Exit Interview: Information about an exit interview, included if company policy requires one
5. Benefits Continuation: Details about any benefits continuation, if applicable for paid internships with benefits
6. Project Handover: Instructions for handling ongoing projects, included if the intern was involved in significant projects
1. Final Payment Calculation: Detailed breakdown of any final payments or allowances due (if applicable for paid internships)
2. Company Property Checklist: List of company property to be returned (e.g., access cards, laptops, documentation)
3. Exit Clearance Form: Checklist of administrative items to be completed before final day
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