Employee Exit Clearance Form

Employee Exit Clearance Form for Hong Kong

Employee Exit Clearance Form Template for Hong Kong

A comprehensive document used in Hong Kong to facilitate and document the formal exit process of an employee from an organization. The form ensures compliance with Hong Kong employment laws, including the Employment Ordinance (Cap. 57) and Personal Data (Privacy) Ordinance, while managing the return of company property, settlement of accounts, and proper handover of responsibilities. It serves as a systematic checklist and legal record of completion of all necessary exit procedures, protecting both employer and employee interests during the termination process.

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What is a Employee Exit Clearance Form?

The Employee Exit Clearance Form is a critical document used in Hong Kong organizations to ensure a structured and compliant employee departure process. It is designed to meet requirements under Hong Kong's Employment Ordinance (Cap. 57) and related legislation, providing a systematic approach to managing employee exits. The form should be initiated upon receipt of resignation or termination notice and completed before the employee's final day. It covers essential aspects including company property return, information security protocols, financial settlements, and regulatory compliance requirements. This document helps organizations maintain proper records, protect company assets and information, ensure smooth handovers, and demonstrate compliance with local employment laws.

What sections should be included in a Employee Exit Clearance Form?

1. Employee Information: Basic details including name, employee ID, department, position, and last working day

2. Company Property Return: Checklist for return of physical items like access cards, keys, devices, and other company assets

3. Information Security Clearance: Confirmation of system access termination, data handover, and confidentiality obligations

4. Financial Clearance: Settlement of accounts, outstanding claims, and confirmation of final payment arrangements

5. Regulatory Compliance: Confirmation of MPF arrangements and tax clearance requirements

6. Exit Interview Summary: Brief record of exit interview completion and key feedback points

7. Sign-off Section: Signatures from employee, immediate supervisor, HR, and other relevant department heads

What sections are optional to include in a Employee Exit Clearance Form?

1. Intellectual Property Declaration: For employees involved in R&D or creative work, confirming transfer of IP rights and return of related materials

2. Client/Project Handover: For client-facing roles or project managers, detailed handover status of ongoing projects and client relationships

3. Senior Management Clearance: Additional clearance requirements for senior positions including board resignations and statutory obligations

4. Department-Specific Clearance: Special clearance requirements for specific departments like IT, Finance, or Sales

5. Non-Compete Reminder: For positions with post-employment restrictions, acknowledgment of ongoing obligations

What schedules should be included in a Employee Exit Clearance Form?

1. Schedule A - Company Property Checklist: Detailed itemized list of company property to be returned

2. Schedule B - System Access List: Comprehensive list of IT systems and applications requiring deactivation

3. Schedule C - Final Payment Calculation: Breakdown of final payment including salary, leave encashment, and other entitlements

4. Appendix 1 - Department Handover Template: Structured template for documenting handover of responsibilities

5. Appendix 2 - Exit Interview Form: Standard form for conducting and documenting the exit interview

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok��˰� | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents

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Retail Invoice

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Download a Standard Employee Exit Clearance Form

Review your own Employee Exit Clearance Form

What is a Employee Exit Clearance Form?

What sections should be included in a Employee Exit Clearance Form?

What sections are optional to include in a Employee Exit Clearance Form?

What schedules should be included in a Employee Exit Clearance Form?

Authors

Alex Denne

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