The Polite Termination Letter is a crucial document used in Hong Kong employment contexts when an employer needs to formally end an employment relationship in a professional and respectful manner. It must comply with the Hong Kong Employment Ordinance (Cap. 57) and related employment legislation, while maintaining a courteous and professional tone. This document is typically used in situations where the termination is due to business reasons, restructuring, or other non-performance related causes, and where the employer wishes to maintain goodwill. The letter includes essential information such as termination date, notice period, final payment details, and transitional arrangements, while acknowledging the employee's contributions. It serves both as a legal document and a professional communication tool, helping to ensure a smooth separation process while minimizing potential disputes.
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1. Date and Address Block: Current date and full contact details of both employer and employee
2. Salutation: Professional and personalized greeting to the employee
3. Statement of Termination: Clear but polite statement confirming the termination of employment and the effective date
4. Notice Period Details: Specification of notice period and last working day
5. Final Payment Information: Overview of final salary, unused leave, and other entitlements
6. Company Property: Instructions regarding return of company property
7. Expression of Gratitude: Acknowledgment of employee's contributions and service
8. Signature Block: Formal closing with appropriate signatory details
1. Reason for Termination: Include when it's beneficial to state a clear business reason for the termination
2. Transition Plan: Include when handover of duties or projects is required
3. Reference Offer: Include when willing to provide future employment references
4. Non-Compete Reminder: Include when existing contract contains post-employment restrictions
5. Continuation of Benefits: Include when certain benefits extend beyond termination date
6. Exit Interview: Include when company wishes to conduct an exit interview
7. Severance Package: Include when offering additional compensation beyond statutory requirements
1. Final Payment Calculation: Detailed breakdown of final payment including salary, leave, and other entitlements
2. Company Property Checklist: List of company items to be returned
3. Benefits Summary: Summary of benefit arrangements post-termination
4. Handover Document Template: Template for documenting handover of responsibilities
Relevant legal definitions
Clauses
Termination Notice
Notice Period
Final Payment
Leave Entitlement
Benefits Settlement
Company Property Return
Confidentiality Obligations
Post-Employment Restrictions
Reference Provision
Handover Requirements
Full and Final Settlement
Contact Information
MPF Arrangements
Outstanding Expenses
Exit Procedures
Acknowledgment
Notice Period
Final Payment
Leave Entitlement
Benefits Settlement
Company Property Return
Confidentiality Obligations
Post-Employment Restrictions
Reference Provision
Handover Requirements
Full and Final Settlement
Contact Information
MPF Arrangements
Outstanding Expenses
Exit Procedures
Acknowledgment
Relevant Industries
Financial Services
Technology
Retail
Manufacturing
Professional Services
Healthcare
Education
Construction
Hospitality
Logistics
Real Estate
Media and Entertainment
Telecommunications
Non-Profit
Insurance
Relevant Teams
Human Resources
Legal
People Operations
Employee Relations
Corporate Affairs
Management
Administration
Compliance
Relevant Roles
HR Director
HR Manager
HR Business Partner
Chief Human Resources Officer
Employee Relations Manager
Legal Counsel
Department Manager
Line Manager
Operations Manager
General Manager
Chief Executive Officer
Managing Director
Regional Director
Department Head
Vice President
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