The Employment Contract Termination Notice is a crucial document used when ending an employment relationship in Hong Kong. It must comply with the Hong Kong Employment Ordinance (Cap. 57) and related employment legislation, which set out specific requirements for notice periods, payment calculations, and procedural matters. This document is essential for both employers and employees as it provides clear written confirmation of the termination, helps prevent future disputes, and ensures proper documentation of the employment ending. The notice should be issued when either party wishes to terminate the employment relationship, whether through resignation, dismissal, or mutual agreement, and must include specific details about final payments, notice periods, and post-employment obligations.
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1. Letter Header: Company letterhead, date, and reference number
2. Recipient Details: Employee's full name and address
3. Subject Line: Clear indication that this is a termination notice
4. Termination Statement: Clear statement of employment termination including the effective date
5. Notice Period Details: Specification of notice period or payment in lieu of notice
6. Last Working Day: Clear statement of the employee's final working day
7. Final Payment Information: Overview of final salary, unused annual leave, and other statutory payments
8. Company Property: Requirement to return company property
9. Confidentiality Reminder: Reminder of continuing confidentiality obligations
10. Signature Block: Authorized signatory details and signature
1. Garden Leave: Include when the employee is required to stay away from work during notice period while remaining employed
2. Handover Requirements: Include when specific handover of duties, documents, or projects is required
3. Post-termination Restrictions: Include when reminding employee of existing post-termination restrictions from employment contract
4. Reference Provision: Include when specifying the company's policy on providing references
5. Outstanding Loans: Include when there are any outstanding loans or advances to be settled
6. Medical Benefits: Include when there are specific arrangements regarding continuation or termination of medical benefits
7. Share Options/Awards: Include when employee has share options or awards that need to be addressed
1. Final Payment Calculation: Detailed breakdown of all final payments including salary, leave pay, severance/long service payment if applicable
2. Company Property List: Itemized list of company property to be returned
3. Handover Checklist: Detailed list of tasks, documents, and responsibilities to be handed over
4. Benefits Summary: Summary of treatment of various benefits and entitlements upon termination
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