A Retention Letter to Employee is commonly used in Hong Kong business environments during periods of significant organizational change, such as mergers, acquisitions, restructuring, or critical project implementations. It's designed to secure the continued employment of key personnel by offering additional compensation or benefits. The document must comply with Hong Kong's Employment Ordinance (Cap. 57) and related employment legislation, making it essential to carefully structure the terms and conditions. The letter typically specifies the retention period, bonus amount, payment schedule, conditions for payment, and any performance requirements. It's particularly important during times when employee retention is crucial for business continuity or when specific expertise is needed for important initiatives. The document serves as an addendum to the existing employment contract and must be drafted to ensure enforceability under Hong Kong law while maintaining clarity and fairness in its terms.
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1. Letter Header: Company letterhead, date, and employee's contact details
2. Salutation: Formal greeting addressing the employee by name
3. Opening Acknowledgment: Recognition of employee's contribution and value to the company
4. Purpose Statement: Clear statement of the letter's purpose to retain the employee
5. Retention Period: Specific timeframe for which the retention arrangement applies
6. Retention Payment/Incentive: Details of the retention bonus or incentive amount and payment terms
7. Payment Conditions: Conditions that must be met to receive the retention payment
8. Current Employment Terms: Confirmation that other employment terms remain unchanged
9. Confidentiality: Statement regarding the confidential nature of the retention arrangement
10. Acceptance Process: Instructions for accepting the retention offer
11. Closing: Formal closing, signature block, and company representative details
1. Performance Metrics: Specific performance expectations or KPIs that must be met during the retention period, include when retention payment is tied to performance
2. Additional Benefits: Any extra benefits or incentives beyond the basic retention payment, include when offering enhanced benefits package
3. Special Projects: Details of specific projects or responsibilities during the retention period, include when retention is linked to particular initiatives
4. Non-Compete Provisions: Additional non-compete or restrictive covenant terms, include when new restrictions are part of retention
5. Early Termination Provisions: Handling of retention payment in case of early termination, include when specific scenarios need to be addressed
6. Tax Treatment: Explanation of tax implications of the retention payment, include when tax treatment needs clarification
1. Schedule A - Payment Structure: Detailed breakdown of retention payment structure if paid in installments or subject to multiple conditions
2. Schedule B - Performance Metrics: Detailed description of performance targets or KPIs if applicable
3. Schedule C - Benefits Summary: Summary of additional benefits or changes to existing benefits package
4. Appendix 1 - Acceptance Form: Form for the employee to sign and return indicating acceptance of retention terms
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