The Vacation Confirmation Letter is a standard business document used in Hong Kong employment relationships to formally document approved annual leave periods. This document serves multiple purposes: it confirms the employer's approval of the vacation request, provides a clear record of leave dates for HR documentation, and ensures compliance with Hong Kong's Employment Ordinance (Cap. 57) regarding leave records. The letter typically follows approval of a vacation request and should be issued before the commencement of the leave period. It includes essential information such as approved dates, return-to-work expectations, and any specific arrangements during the employee's absence, serving as an important reference document for both parties and helping prevent any misunderstandings about the approved leave period.
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1. Letter Header: Company letterhead, date, and employee's contact information
2. Greeting: Professional salutation addressing the employee
3. Vacation Request Confirmation: Clear statement confirming the approval of the vacation request
4. Vacation Details: Specific dates of approved vacation, including first and last day
5. Return to Work Date: Clear statement of when the employee is expected to return to work
6. Contact Information: Details of who to contact in case of emergency or changes
7. Closing: Professional closing, signature line, and manager's contact information
1. Handover Instructions: Used when the employee needs to hand over responsibilities during their absence
2. Remaining Leave Balance: Include when company policy requires tracking leave balance in confirmation letters
3. Special Arrangements: Used when specific work arrangements are needed before or after the vacation
4. Out-of-Office Setup: Instructions regarding email auto-reply and delegation of duties if required
5. Travel Advisory: Include if the employee is traveling internationally and needs to be aware of company travel policies
1. Handover Checklist: Optional attachment detailing specific tasks and responsibilities to be handed over
2. Leave Calendar: Optional attachment showing team leave schedule and coverage during the vacation period
3. Emergency Contact Form: Optional attachment for employee to provide emergency contact details while on vacation
Relevant legal definitions
Clauses
Relevant Industries
Financial Services
Technology
Retail
Manufacturing
Professional Services
Healthcare
Education
Construction
Hospitality
Media and Entertainment
Public Sector
Telecommunications
Legal Services
Non-Profit
Relevant Teams
Human Resources
People Operations
Personnel Management
Administration
Operations Management
Relevant Roles
HR Manager
HR Director
HR Officer
Line Manager
Department Manager
Supervisor
Team Leader
HR Administrator
HR Business Partner
Office Manager
Department Head
Chief Human Resources Officer
HR Coordinator
People Operations Manager
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