The Business Closure Letter To Employees is a critical document used when a company in Hong Kong is ceasing operations and needs to formally notify its workforce. It must comply with the Hong Kong Employment Ordinance and related legislation, particularly regarding notice periods, severance payments, and employee entitlements. The letter serves multiple purposes: it provides official notice of termination, explains the closure rationale, outlines the timeline, details final payments and benefits, and addresses practical matters such as company property return and reference provisions. This document is typically prepared when a business has made the definitive decision to close and needs to communicate this to employees in a legally compliant and professionally appropriate manner. The content and timing of the letter must carefully consider Hong Kong's statutory requirements for employee notification and entitlements.
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1. Date and Address Block: Company letterhead, date, and employee's personal address details
2. Opening Statement: Direct announcement of business closure with the specific closure date
3. Explanation of Circumstances: Brief, honest explanation of the reasons for business closure
4. Timeline and Last Working Day: Clear indication of the final working day and key dates leading to closure
5. Final Payment Details: Information about salary, severance pay, and other entitled payments as per Hong Kong Employment Ordinance
6. MPF and Benefits Information: Details about handling of Mandatory Provident Fund and other benefits
7. Return of Company Property: Instructions regarding company assets, documents, and equipment
8. Reference Letter Provision: Information about providing employment references
9. Contact Information: Details of who to contact for queries during the closure process
10. Acknowledgment and Signature: Space for both employer and employee signatures to confirm receipt
1. Outplacement Support: Include if the company is providing job search assistance or career transition support
2. Transfer Opportunities: Include if there are possibilities for transfer to affiliated companies or branches
3. Exit Interview Process: Include if the company will conduct exit interviews
4. Insurance Coverage Extension: Include if there's any continuation of medical or other insurance benefits
5. Confidentiality Reminder: Include if there are specific confidentiality obligations that continue post-employment
1. Schedule A - Payment Calculation: Detailed breakdown of final payment including salary, severance, annual leave, and long service payment calculations
2. Schedule B - Timeline of Events: Detailed calendar of important dates including last working day, payment dates, and administrative deadlines
3. Schedule C - Employee Checklist: Checklist of actions required from employee before last day
4. Schedule D - Contact Directory: List of relevant contacts for various queries (HR, payroll, benefits, etc.)
Relevant legal definitions
Clauses
Relevant Industries
Manufacturing
Retail
Technology
Financial Services
Construction
Hospitality
Professional Services
Education
Healthcare
Transportation
Real Estate
Media and Entertainment
Food and Beverage
Logistics
Telecommunications
Relevant Teams
Human Resources
Legal
Finance
Executive Leadership
Compliance
Operations
Administration
Payroll
Risk Management
Relevant Roles
CEO
Managing Director
HR Director
Legal Counsel
Chief Financial Officer
Company Secretary
Operations Manager
HR Manager
Compliance Officer
Employee Relations Manager
Payroll Manager
Benefits Administrator
Risk Manager
General Manager
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