The Employee Exit Form is a standardized document used in Hong Kong to manage and document the departure of employees from an organization. It is designed to comply with Hong Kong's Employment Ordinance (Cap. 57) and related employment legislation, ensuring all legal requirements are met during the termination process. The form should be completed for all types of employment termination, including resignation, dismissal, or mutual agreement. It typically includes sections covering final payment calculations, return of company property, confidentiality obligations, and various administrative requirements. The document serves as both a checklist for HR processes and a legal record of the completed termination procedures.
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1. Employee Information: Basic details including employee name, ID number, position, department, and employment period
2. Termination Details: Last working day, type of termination (resignation/dismissal/mutual agreement), notice period details
3. Final Payment Calculation: Breakdown of final salary, unused annual leave, pro-rata bonus (if applicable), and MPF arrangements
4. Company Property Return Checklist: List of company assets to be returned (ID card, keys, equipment, etc.)
5. Information Technology Access: List of system accesses to be terminated and confirmation of password/access card deactivation
6. Confidentiality Reminder: Acknowledgment of ongoing obligations regarding confidential information and trade secrets
7. Exit Interview Details: Date and time of exit interview, interviewer name, and key discussion points
8. Sign-off Section: Signatures from employee, HR representative, and immediate supervisor with dates
1. Post-Employment Restrictions: To be included if the employee is bound by non-compete or non-solicitation clauses
2. Outstanding Claims Declaration: Required if there are any pending workplace injury or discrimination claims
3. Handover Plan: Necessary for senior positions or roles requiring detailed knowledge transfer
4. Reference Letter Request: Optional section for employees to request and specify type of reference needed
5. Benefits Continuation: Include if there are any post-employment benefits or insurance coverage extensions
6. Share Options/Long-term Incentives: Required for employees participating in share schemes or long-term incentive plans
1. Final Payment Calculation Sheet: Detailed breakdown of all final payment components including statutory entitlements
2. Company Property Checklist: Itemized list of company property with condition assessment and return status
3. Data Protection Acknowledgment: Detailed obligations regarding personal data protection post-employment
4. Project Handover Status Report: Status of ongoing projects and handover details
5. MPF Transfer Form: Standard form for MPF account arrangements post-employment
Relevant legal definitions
Clauses
Relevant Industries
Financial Services
Technology
Manufacturing
Retail
Professional Services
Healthcare
Education
Construction
Hospitality
Transportation
Real Estate
Media and Entertainment
Telecommunications
Energy
Public Sector
Relevant Teams
Human Resources
Legal
Finance
Information Technology
Compliance
Operations
Risk Management
Facilities Management
Administration
Relevant Roles
HR Manager
HR Director
HR Officer
HR Administrator
Payroll Manager
Legal Counsel
Company Secretary
Finance Manager
Department Head
Line Manager
IT Security Manager
Compliance Officer
Risk Manager
Operations Manager
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