The End Of Fixed Term Contract Letter is a crucial document used in Hong Kong employment contexts when a fixed-term employment contract reaches its natural conclusion. This document serves multiple purposes: it formally confirms the end date of employment, ensures compliance with the Hong Kong Employment Ordinance, and provides clarity on final payments and administrative procedures. It's particularly important in Hong Kong's dynamic business environment where fixed-term contracts are common across various industries. The letter should be issued with sufficient notice before the contract's end date and must include specific elements required by Hong Kong employment law, such as details about final payments, MPF arrangements, and the return of company property. This document helps maintain clear documentation of the employment relationship's conclusion while protecting both employer and employee interests.
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1. Letter Header and Date: Company letterhead, date, and reference number if applicable
2. Addressee Details: Employee's full name and address
3. Contract End Confirmation: Clear statement confirming the end date of the fixed-term contract and reference to the original contract date
4. Final Payment Details: Information about final salary, pro-rated annual leave payment, and any other entitled payments
5. Return of Company Property: List of company properties to be returned and the process for return
6. Employment Certificate: Confirmation that an employment certificate will be provided
7. Closing Statement: Expression of appreciation and well-wishes
8. Signature Block: Space for authorized signatory's name, title, and signature
1. Handover Requirements: Include when there are specific projects or responsibilities that need to be handed over before departure
2. Final Medical Claims: Include when the employee has medical benefits and needs information about final claim submission deadlines
3. MPF Arrangements: Include specific details about MPF account arrangements if needed
4. Future Opportunities: Include when the company wishes to maintain a relationship for potential future engagement
5. Non-disclosure Reminder: Include when there are specific confidentiality obligations that continue after employment
6. Exit Interview: Include when the company wishes to conduct an exit interview
7. Reference Policy: Include when specifying the company's policy on providing references
1. Final Payment Calculation: Detailed breakdown of final payment including salary, leave pay, and any other entitlements
2. Company Property Checklist: Itemized list of company property to be returned
3. Project Handover Document: Template or checklist for documenting the status of ongoing projects and handover requirements
4. Benefits Termination Summary: Summary of end dates for various benefits and insurance coverage
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