The Non Renewal Of Service Contract Letter is a crucial document in Hong Kong's employment landscape, used when an organization decides not to extend or renew a service contract that is approaching its end date. This document must be prepared in compliance with Hong Kong's Employment Ordinance and related employment laws, ensuring proper notice periods and clear communication. It's typically used for fixed-term contracts or service agreements where the employer has decided not to continue the working relationship beyond the current contract term. The letter should include essential information such as contract reference details, final working day, arrangements for final payments, and requirements for returning company property. While maintaining professionalism, it serves as both a formal notification and a legal record of the non-renewal decision.
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1. Letter Header: Company letterhead, date, and reference number
2. Recipient Details: Employee's name, position, and address
3. Subject Line: Clear indication that this is a contract non-renewal notice
4. Contract Reference: Specific details of the current service contract including start date and end date
5. Non-Renewal Statement: Clear and unambiguous statement that the contract will not be renewed
6. Last Working Day: Specification of the final day of service
7. Final Entitlements: Information about final payment, unused leave, and other entitlements
8. Company Property: Requirements for returning company property
9. Closing: Professional closing statement, including any appreciation for service
10. Signature Block: Authorized signatory details and signature
1. Reason for Non-Renewal: Include when it's appropriate and beneficial to provide explanation for the non-renewal decision
2. Handover Requirements: Include when there are specific handover procedures or documents that need to be completed
3. Reference Offer: Include when the company is willing to provide future employment references
4. Confidentiality Reminder: Include when there are specific confidentiality obligations that extend beyond the contract period
5. Future Opportunities: Include when leaving the door open for future engagement is desired
6. Exit Interview: Include when the company wishes to conduct an exit interview
7. Benefits Continuation: Include when there are benefits that extend beyond the contract end date
1. Final Payments Schedule: Detailed breakdown of final payment including salary, allowances, and any pro-rated bonus
2. Company Property Checklist: List of company property to be returned before the last day
3. Handover Document Template: Standard template for documenting handover items and procedures if required
Relevant legal definitions
Clauses
Relevant Industries
Financial Services
Technology
Professional Services
Healthcare
Education
Retail
Manufacturing
Construction
Hospitality
Telecommunications
Real Estate
Media and Entertainment
Logistics and Transportation
Consulting
Relevant Teams
Human Resources
Legal
Compliance
Operations
Administration
Management
Project Management Office
Contract Management
Relevant Roles
HR Director
HR Manager
Legal Counsel
Compliance Officer
Department Head
Project Manager
Operations Manager
Contract Administrator
Resource Manager
General Manager
Managing Director
Chief Human Resources Officer
HR Business Partner
Administrative Manager
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