The Employment Reference Letter is a crucial document in Hong Kong's professional landscape, serving as an official record of an individual's employment history with an organization. It is typically requested when an employee is seeking new employment, applying for education programs, or requiring proof of employment for various purposes. The document must comply with Hong Kong's legal framework, particularly the Personal Data (Privacy) Ordinance and employment laws. The letter provides verification of employment dates, job titles, and responsibilities, and may include additional information such as performance evaluation or reason for departure when appropriate and permitted. Given Hong Kong's position as an international business center, these reference letters often need to meet both local and international standards while maintaining professional integrity and legal compliance.
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1. Letter Header: Company letterhead including full registered company name, address, and contact details
2. Date: Current date of letter issuance
3. Addressee Line: 'To Whom It May Concern' or specific recipient details if known
4. Subject Line: Clear indication that this is an Employment Reference Letter for [Employee Name]
5. Employment Verification: Confirmation of employment period, job title(s), and employment status (full-time/part-time)
6. Basic Role Description: Brief outline of primary responsibilities and role within the organization
7. Signatory Section: Name, title, and signature of the authorized person providing the reference
8. Company Stamp: Official company stamp or chop (common in Hong Kong)
1. Performance Statement: Brief statement about work quality and reliability (when specifically requested and permitted by company policy)
2. Reason for Leaving: If appropriate and agreed with the employee, a brief statement about the circumstances of departure
3. Salary Information: Details of last drawn salary and benefits (only if specifically requested by employee and required by prospective employer)
4. Special Projects: Mention of significant projects or achievements (when relevant to the employee's future employment)
5. Character Reference: Comment on personal qualities and work characteristics (if company policy allows and employee requests)
6. Recommendation Statement: Explicit recommendation for future employment (if company policy permits)
1. Certificate of Service: A separate, more detailed document outlining the complete employment history, including positions held and dates (if requested)
2. Training Certificates: List or copies of relevant professional training completed during employment (if applicable and requested)
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