The Transfer Request Letter On Medical Grounds is a crucial document used in Hong Kong workplaces when an employee needs to request an internal transfer due to medical conditions or health-related circumstances. This document type is specifically designed to comply with Hong Kong's legal framework, including the Employment Ordinance, Disability Discrimination Ordinance, and Personal Data (Privacy) Ordinance. It's typically used when an employee's current role impacts their health condition or when medical practitioners recommend a change in work environment or duties. The letter should maintain a delicate balance between providing sufficient medical justification while protecting the employee's privacy rights. It serves as an official record of the request and typically includes supporting medical documentation as appendices.
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1. Recipient Details: Full name, title, and address of the HR manager or relevant authority
2. Subject Line: Clear indication that this is a transfer request on medical grounds
3. Opening Statement: Formal introduction and current position details
4. Medical Situation Overview: Brief, non-detailed mention of medical condition and its impact on current role
5. Transfer Request Details: Specific request for transfer, including desired department or role if applicable
6. Current Role Impact: Brief explanation of how current role affects medical condition
7. Closing Statement: Request for consideration and timeline for response
8. Signature Block: Full name, current position, employee ID, and contact information
1. Accommodation Requirements: Include when specific workplace accommodations will be needed in the new role
2. Previous Discussions: Reference to any prior discussions with supervisors or HR about the situation
3. Urgency Statement: Include when immediate transfer is necessary due to acute medical concerns
4. Alternative Suggestions: Include when proposing multiple suitable roles or departments for transfer
5. Return to Work Plan: Include when transfer request is part of a return-to-work strategy after medical leave
1. Medical Certificate: Official documentation from healthcare provider supporting the transfer request
2. Doctor's Recommendations: Specific workplace recommendations from healthcare provider
3. Current Job Description: Description of current role and responsibilities
4. Proposed Role Description: If applicable, description of requested new role
5. Previous Communications: Copies of any relevant previous correspondence about the medical situation
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