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The Letter of Counseling is a critical tool in Hong Kong's employee performance management and progressive discipline process. It is typically issued when verbal counseling has proven insufficient or when the nature of the issue requires immediate formal documentation. The document serves multiple purposes: it clearly communicates performance or behavioral concerns, establishes expectations for improvement, outlines support measures, and creates a formal record compliant with Hong Kong employment legislation. A Letter of Counseling should be drafted with consideration of the Employment Ordinance (Cap. 57) and relevant anti-discrimination laws, ensuring fair treatment and due process. The document is especially important in cases where further disciplinary action may be necessary, as it demonstrates the organization's commitment to employee development and fair treatment while maintaining proper documentation for potential legal requirements.

1. Header Information: Company letterhead, date, employee details (name, position, department), and document reference number

2. Subject Line: Clear indication that this is a Letter of Counseling

3. Opening Statement: Brief introduction stating the purpose of the letter and reference to any prior verbal discussions

4. Issue Description: Specific details of the performance or behavioral concerns, including dates and incidents

5. Impact Statement: Explanation of how the identified issues affect the workplace, team, or business operations

6. Expected Standards: Clear outline of the expected performance or behavioral standards

7. Corrective Actions: Specific steps or changes required from the employee to address the issues

8. Support and Resources: Description of assistance, training, or resources that will be provided to help the employee improve

9. Timeline and Review: Specific timeframe for improvement and when progress will be reviewed

10. Consequences: Clear statement of potential consequences if improvements are not made

11. Closing: Professional closing statement encouraging improvement and offering support

12. Signatures: Space for signatures of the manager, HR representative, and employee acknowledgment