The Contract End Reference Letter is a standard employment document commonly used in Hong Kong's business environment to formally document the conclusion of an employment relationship. It serves multiple purposes, including verification for future employers, visa applications, and personal records. The document must comply with Hong Kong's Employment Ordinance and privacy laws, typically including essential information such as employment duration, position held, and basic job responsibilities. The letter should be drafted carefully to ensure accuracy while avoiding any potentially discriminatory or defamatory content. This document is particularly important in Hong Kong's business culture, where formal documentation of employment history is highly valued and often required for various administrative and professional purposes.
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1. Letter Header: Company letterhead including full registered company name, address, and contact details
2. Date: Current date when the reference letter is issued
3. Addressee Information: The phrase 'To Whom It May Concern' or specific recipient details if known
4. Employee Identification: Full name and HKID number (masked) of the employee
5. Employment Confirmation: Statement confirming the employment relationship, including job title and department
6. Employment Duration: Specific start and end dates of employment
7. Signature Block: Name, title, and signature of the authorized representative issuing the letter
1. Job Responsibilities: Brief overview of main duties and responsibilities - included when requested by employee or when relevant for future employment
2. Reason for Departure: If mutually agreed, a brief statement about the reason for employment ending (e.g., resignation, retirement) - only included when specifically requested and agreed upon
3. Performance Statement: General statement about work performance - only included when positive and specifically requested by the employee
4. Future Employment Statement: Statement of eligibility for future re-employment - included when company policy allows and relationship ended positively
5. Compensation Information: Last drawn salary and benefits - only included when specifically requested by employee and required by prospective employer
1. Company Chop: Official company stamp/chop to verify authenticity - attached when required by local business practice
2. Employment Certificate: Separate certificate in Chinese language if requested - common for local Hong Kong employment
Relevant legal definitions
Clauses
Relevant Industries
Banking and Financial Services
Technology
Manufacturing
Retail
Healthcare
Education
Professional Services
Construction
Hospitality
Logistics and Transportation
Real Estate
Media and Entertainment
Telecommunications
Public Sector
Non-Profit Organizations
Relevant Teams
Human Resources
Legal
Administration
Compliance
Senior Management
Operations
Corporate Secretarial
Employee Relations
Relevant Roles
HR Manager
HR Director
Department Head
Managing Director
Chief Executive Officer
Office Manager
HR Executive
Legal Counsel
Company Secretary
Operations Manager
Administrative Manager
Regional Director
General Manager
Senior HR Officer
Compliance Officer
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