The Leave Confirmation Letter is a standard HR document used in Hong Kong to formally document approved leave arrangements between an employer and employee. This document is typically issued after an employee's leave request has been approved and serves multiple purposes: it confirms the approved leave dates, specifies the type of leave being taken, states the expected return date, and outlines any specific conditions or arrangements. The letter ensures compliance with Hong Kong's Employment Ordinance and helps maintain clear records of leave management. It's particularly important for longer leave periods, statutory leave types (such as maternity or sick leave), and situations requiring specific arrangements or handover procedures. The document helps protect both employer and employee interests by providing clear written confirmation of the agreed terms.
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1. Letter Header: Company letterhead, date, and employee's contact details
2. Reference Line: Reference number or employee ID if applicable
3. Salutation: Appropriate greeting to the employee
4. Leave Details: Specific dates of approved leave, type of leave (annual, sick, maternity, etc.), and duration
5. Leave Balance: Updated leave balance after this leave is taken
6. Return Date: Clear statement of when the employee is expected to return to work
7. Contact Information: Emergency contact details or how to reach the employee during leave if necessary
8. Closing: Signature block with name and position of the authorizing manager/HR representative
1. Handover Arrangements: Include when leave is extended or role requires specific handover procedures
2. Special Conditions: Any specific conditions attached to the leave approval (e.g., for sabbatical or study leave)
3. Pay Arrangements: Include for unpaid leave or special pay arrangements during leave period
4. Medical Requirements: Include for sick leave or maternity leave where medical certificates are required
5. Work Coverage: Details of who will cover the employee's duties during their absence
6. Travel Details: Include for overseas leave where company policy requires this information
1. Handover Checklist: Detailed list of tasks and responsibilities to be handed over (for extended leave)
2. Medical Documentation: Copies or details of medical certificates for sick leave or maternity leave
3. Leave Calendar: Overview of department leave schedule showing coverage during employee's absence
Relevant legal definitions
Clauses
Relevant Industries
Financial Services
Technology
Manufacturing
Retail
Healthcare
Education
Professional Services
Construction
Hospitality
Transportation
Media & Entertainment
Real Estate
Public Sector
Non-Profit
Telecommunications
Relevant Teams
Human Resources
Administration
Operations
Management
Corporate Services
People Operations
Employee Relations
Talent Management
Legal
Compliance
Relevant Roles
HR Director
HR Manager
HR Officer
Office Manager
Department Head
Line Manager
Team Leader
Operations Manager
Executive Assistant
Senior Manager
Managing Director
Chief Human Resources Officer
Regional Manager
Branch Manager
Administrator
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