The Dismissal Warning Letter is a crucial document in Hong Kong's employment framework, serving as a formal communication tool in the progressive discipline process. It is typically used when verbal warnings have been unsuccessful or when the severity of an issue requires immediate formal documentation. The document must comply with Hong Kong's Employment Ordinance (Cap. 57) and various anti-discrimination ordinances, while also adhering to the employer's established disciplinary procedures. It should clearly document specific instances of misconduct or underperformance, set measurable improvement targets, and specify timeframes for compliance. This formal warning often precedes potential dismissal and may be crucial evidence in any subsequent labor tribunal proceedings, making it essential for the document to be thorough, fair, and legally compliant.
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1. Letter Header: Company letterhead, date, and reference number
2. Employee Details: Full name, position, department, and employee ID of the recipient
3. Subject Line: Clear indication that this is a formal warning letter
4. Incident Details: Specific description of the misconduct or performance issues, including dates and examples
5. Company Policies: Reference to specific company policies, procedures or standards that have been violated
6. Required Improvements: Clear outline of expected changes in behavior or performance
7. Timeframe: Specific period within which improvement must be demonstrated
8. Consequences: Clear statement of potential consequences if no improvement is shown, including possible termination
9. Signature Block: Space for signatures of issuing manager and HR representative
1. Previous Warnings: Reference to any previous verbal or written warnings, used when this is not the first warning
2. Performance Improvement Plan: Detailed improvement steps, used when specific measurable targets need to be set
3. Support Resources: List of available support or training resources, used when the company offers assistance for improvement
4. Appeal Process: Information about internal appeal procedures, used when company policy allows for formal appeals
5. Union Representative: Reference to union consultation rights, used when employee is under union representation
1. Record of Previous Warnings: Copies or summaries of previous warning letters or disciplinary actions
2. Evidence Documentation: Relevant evidence supporting the warning, such as attendance records, performance reports, or incident reports
3. Applicable Company Policies: Copies of relevant sections from employee handbook or company policies
4. Performance Metrics: Specific performance data or metrics showing substandard performance, if applicable
5. Acknowledgment Form: Form for employee to acknowledge receipt and understanding of the warning letter
Authors
Relevant legal definitions
Clauses
Relevant Industries
Banking & Finance
Technology
Manufacturing
Retail
Healthcare
Education
Professional Services
Construction
Hospitality
Logistics
Real Estate
Telecommunications
Media & Entertainment
Public Sector
Non-Profit Organizations
Relevant Teams
Human Resources
Legal
Compliance
Employee Relations
Industrial Relations
Senior Management
Operations Management
Administration
Relevant Roles
HR Manager
HR Director
Department Manager
Supervisor
Team Leader
Operations Manager
General Manager
Chief Human Resources Officer
HR Business Partner
Employee Relations Manager
Legal Counsel
Compliance Officer
Department Head
Regional Manager
Branch Manager
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