The Acceptance of Retirement Letter is a crucial document in Hong Kong's employment framework, typically issued in response to an employee's formal notification of their intention to retire. This document serves multiple purposes: it officially acknowledges the retirement request, confirms the retirement date, and outlines all entitlements and arrangements under Hong Kong law. The letter should comply with the Employment Ordinance and MPF Schemes Ordinance, ensuring all statutory requirements are met. Used across various industries, the Acceptance of Retirement Letter typically includes details about final salary, MPF benefits, outstanding leave entitlements, and any additional company-specific retirement benefits. It forms part of the official employment records and helps ensure a smooth transition for both the retiring employee and the organization.
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1. Letter Header: Company letterhead, date, and formal addressing to the retiring employee
2. Acknowledgment of Retirement Request: Formal acknowledgment of the employee's retirement request with reference to their submission date
3. Confirmation of Retirement Date: Clear statement of the agreed retirement date and last working day
4. Basic Entitlements: Overview of standard retirement benefits and entitlements including MPF, pro-rated annual leave, and any statutory payments
5. Handover Arrangements: Brief outline of the handover process and expectations during the notice period
6. Expression of Appreciation: Statement acknowledging the employee's service and contribution to the company
7. Contact Information: Details of HR personnel to contact for any queries regarding retirement arrangements
8. Closing and Signatures: Formal closing, signature blocks for both employer and employee acknowledgment
1. Post-Retirement Consulting Arrangement: Include when the company wishes to retain the retiring employee as a consultant
2. Company Property Return: Include when the employee needs to return specific company assets or documents
3. Non-Compete and Confidentiality Reminder: Include when there are specific post-retirement obligations to be emphasized
4. Retirement Benefits Enhancement: Include when offering additional discretionary benefits beyond statutory requirements
5. Reference Letter Offer: Include when the company is willing to provide a reference letter
6. Exit Interview Arrangements: Include when an exit interview is part of the retirement process
1. Schedule A - Benefits Calculation: Detailed breakdown of all retirement benefits, including MPF, gratuity, and pro-rated payments
2. Schedule B - Outstanding Leave Record: Calculation of accumulated and pro-rated annual leave payments
3. Schedule C - Company Property Checklist: List of company property to be returned before the last working day
4. Appendix 1 - Retirement Benefits Summary: Summary of all applicable retirement scheme benefits and payment arrangements
5. Appendix 2 - Required Administrative Forms: Collection of necessary forms for processing retirement benefits and clearance
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