The Employee Declaration Form is a fundamental document in Hong Kong's employment documentation framework, typically completed at the commencement of employment or during significant employment status changes. It serves multiple purposes including regulatory compliance, risk management, and establishment of clear employment records. The form encompasses declarations required under various Hong Kong ordinances, including employment, personal data protection, and immigration laws. It collects crucial information about an employee's personal details, work eligibility, potential conflicts of interest, and acknowledgment of company policies. This document is particularly important in Hong Kong's highly regulated business environment, where accurate employee declarations are essential for legal compliance and proper workforce management.
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1. Employee Information: Basic personal details including full name, HKID/passport number, contact information
2. Employment Details: Current position, department, employee number, and employment start date
3. Personal Data Collection Statement: Statement complying with PDPO requirements regarding data collection and usage
4. Tax Status Declaration: Declaration of tax residency and MPF participation status
5. Work Eligibility Declaration: Confirmation of legal right to work in Hong Kong
6. Conflict of Interest Declaration: Declaration of any existing or potential conflicts of interest
7. Confidentiality Declaration: Acknowledgment of confidentiality obligations regarding company information
8. Declaration of Truth: Statement confirming all provided information is true and accurate
9. Acknowledgment and Signature: Space for employee signature, date, and witness details
1. Health Declaration: Optional section for declaring any relevant medical conditions, used when position has specific physical requirements
2. Professional Qualifications: Declaration of professional certifications and qualifications, used for regulated positions or professional roles
3. Previous Employment: Declaration of previous employers and reason for leaving, used for sensitive or senior positions
4. Criminal Record Declaration: Declaration of any criminal convictions, used for regulated industries or sensitive positions
5. Financial Interests Declaration: Declaration of financial interests in other businesses, used for senior management or regulated positions
1. Schedule 1 - Supporting Document Checklist: List of required supporting documents to be submitted with the declaration form
2. Schedule 2 - Code of Conduct Summary: Summary of key company policies and code of conduct being acknowledged
3. Appendix A - Data Privacy Notice: Detailed privacy notice explaining how personal data will be used and protected
4. Appendix B - Declaration Guidelines: Guidance notes for completing specific sections of the declaration form
Relevant legal definitions
Clauses
Relevant Industries
Financial Services
Technology
Manufacturing
Retail
Healthcare
Education
Professional Services
Construction
Hospitality
Transportation
Real Estate
Media and Entertainment
Telecommunications
Energy
Non-Profit Organizations
Government Services
Insurance
Trading and Logistics
Relevant Teams
Human Resources
Legal
Compliance
Corporate Secretarial
Risk Management
Operations
Administration
Employee Relations
Talent Acquisition
Personnel Management
Relevant Roles
Human Resources Director
HR Manager
Compliance Officer
Legal Counsel
Company Secretary
HR Administrator
Recruitment Manager
Employee Relations Manager
HR Business Partner
Onboarding Specialist
Personnel Officer
HR Operations Manager
Talent Acquisition Manager
HR Coordinator
Employment Law Specialist
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