The Employee Suspension Letter is a crucial document used in Hong Kong employment contexts when an employer needs to temporarily remove an employee from their workplace duties while maintaining the employment relationship. This typically occurs during investigations of potential misconduct, performance issues, or other workplace concerns. The document must comply with Hong Kong's Employment Ordinance (Cap. 57) and related employment legislation, ensuring proper documentation of the suspension process. It should clearly state the grounds for suspension, duration, terms regarding pay and benefits, and any conditions that must be met during or after the suspension period. This letter serves as an official record of the suspension decision and protects both employer and employee interests by clearly documenting the terms and conditions of the temporary removal from duties.
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1. Letter Header: Company letterhead, date, reference number, and formal addressing of the employee
2. Subject Line: Clear indication that this is a suspension letter
3. Notification of Suspension: Direct statement of suspension and its immediate effect
4. Grounds for Suspension: Clear explanation of the reason(s) for suspension
5. Duration of Suspension: Specified timeframe or conditions for the suspension period
6. Terms During Suspension: Details about pay, benefits, and other employment terms during suspension
7. Employee Obligations: Requirements during suspension (e.g., availability for investigation, non-contact provisions)
8. Company Property: Instructions regarding company assets, access cards, and confidential information
9. Contact Person: Designated person for communications during suspension
10. Closing Statement: Formal closing including any next steps and signature block
1. Investigation Process: Details about ongoing investigation procedures - include when suspension is due to misconduct investigation
2. Legal Rights Reference: Reference to relevant employment rights and legal provisions - include when required by specific circumstances or employee request
3. Return to Work Conditions: Specific conditions that must be met before return - include when applicable
4. Confidentiality Requirements: Special confidentiality obligations - include when dealing with sensitive matters
5. Appeal Process: Information about how to appeal the suspension - include when organization policy allows appeals
6. External Communications: Guidelines for communicating about the suspension to external parties - include when public relations might be affected
1. Summary of Suspension Terms: Detailed breakdown of suspension terms and conditions
2. Evidence Documents: Copies of relevant documents supporting the suspension decision
3. Company Policies: Relevant excerpts from employee handbook or company policies relating to suspension
4. Acknowledgment Form: Form for employee to acknowledge receipt and understanding of the suspension letter
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