The End of Term Letter is a essential business document used in Hong Kong employment contexts to formally document the conclusion of an employment relationship. It is typically issued following either a resignation or termination decision, serving as a formal written record of the employment's conclusion and the associated terms. The document must comply with Hong Kong's Employment Ordinance and related employment legislation, including requirements for notice periods, statutory payments, and post-employment obligations. It should be issued promptly after the termination decision is made or resignation is received, containing crucial information about final payments, benefits, company property return, and ongoing obligations such as confidentiality. The letter plays a vital role in protecting both employer and employee interests by clearly documenting the termination arrangements and helping prevent future disputes.
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1. Recipient Details: Full name, title, and address of the employee
2. Date: Date of the letter
3. Reference Line: Subject line clearly stating this is an End of Term Letter
4. Confirmation of Termination: Clear statement of employment termination, including the effective date
5. Final Payment Details: Breakdown of final salary, unused leave, and any other statutory payments
6. Company Property: List of company property to be returned and deadline for return
7. Confidentiality Reminder: Reminder of ongoing confidentiality obligations
8. Reference Policy: Information about the company's policy on providing references
9. Contact Information: Details for future correspondence and final documentation
10. Signature Block: Signature line for authorized company representative
1. Garden Leave: Include when the employee is placed on garden leave during the notice period
2. Post-Employment Restrictions: Reference to applicable non-compete or non-solicitation clauses if present in employment contract
3. Benefits Continuation: Information about any benefits that continue post-employment
4. Outstanding Projects: Section detailing handover requirements for ongoing projects
5. Share Options/Awards: Details about treatment of any share options or awards
6. Exit Interview: Information about exit interview arrangements if applicable
7. Acknowledgment: Space for employee signature if acknowledgment is required
1. Schedule A - Final Payment Calculation: Detailed breakdown of all final payments including salary, leave, bonuses, and statutory payments
2. Schedule B - Company Property Checklist: Itemized list of company property to be returned
3. Schedule C - Handover Document List: List of documents and information to be handed over before departure
4. Appendix 1 - Benefits Summary: Summary of any continuing benefits and their duration
Relevant legal definitions
Clauses
Relevant Industries
Financial Services
Banking
Technology
Manufacturing
Retail
Professional Services
Healthcare
Education
Construction
Real Estate
Telecommunications
Hospitality
Legal Services
Consulting
Insurance
Relevant Teams
Human Resources
Legal
Finance
Operations
Information Technology
Sales
Marketing
Administration
Research and Development
Customer Service
Compliance
Risk Management
Corporate Secretariat
Executive Office
Relevant Roles
Chief Executive Officer
Managing Director
Department Manager
HR Director
HR Manager
Legal Counsel
Company Secretary
Finance Director
Operations Manager
Project Manager
Senior Executive
Account Manager
Software Engineer
Sales Representative
Administrative Officer
Technical Specialist
Research Analyst
Marketing Manager
Customer Service Representative
Professional Staff
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