The Employee Exit Clearance Form is a critical document used in Hong Kong organizations to ensure a structured and compliant employee departure process. It is designed to meet requirements under Hong Kong's Employment Ordinance (Cap. 57) and related legislation, providing a systematic approach to managing employee exits. The form should be initiated upon receipt of resignation or termination notice and completed before the employee's final day. It covers essential aspects including company property return, information security protocols, financial settlements, and regulatory compliance requirements. This document helps organizations maintain proper records, protect company assets and information, ensure smooth handovers, and demonstrate compliance with local employment laws.
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1. Employee Information: Basic details including name, employee ID, department, position, and last working day
2. Company Property Return: Checklist for return of physical items like access cards, keys, devices, and other company assets
3. Information Security Clearance: Confirmation of system access termination, data handover, and confidentiality obligations
4. Financial Clearance: Settlement of accounts, outstanding claims, and confirmation of final payment arrangements
5. Regulatory Compliance: Confirmation of MPF arrangements and tax clearance requirements
6. Exit Interview Summary: Brief record of exit interview completion and key feedback points
7. Sign-off Section: Signatures from employee, immediate supervisor, HR, and other relevant department heads
1. Intellectual Property Declaration: For employees involved in R&D or creative work, confirming transfer of IP rights and return of related materials
2. Client/Project Handover: For client-facing roles or project managers, detailed handover status of ongoing projects and client relationships
3. Senior Management Clearance: Additional clearance requirements for senior positions including board resignations and statutory obligations
4. Department-Specific Clearance: Special clearance requirements for specific departments like IT, Finance, or Sales
5. Non-Compete Reminder: For positions with post-employment restrictions, acknowledgment of ongoing obligations
1. Schedule A - Company Property Checklist: Detailed itemized list of company property to be returned
2. Schedule B - System Access List: Comprehensive list of IT systems and applications requiring deactivation
3. Schedule C - Final Payment Calculation: Breakdown of final payment including salary, leave encashment, and other entitlements
4. Appendix 1 - Department Handover Template: Structured template for documenting handover of responsibilities
5. Appendix 2 - Exit Interview Form: Standard form for conducting and documenting the exit interview
Authors
Relevant legal definitions
Clauses
Relevant Industries
Financial Services
Technology
Manufacturing
Retail
Professional Services
Healthcare
Education
Construction
Hospitality
Telecommunications
Real Estate
Logistics and Transportation
Media and Entertainment
Energy and Utilities
Relevant Teams
Human Resources
Information Technology
Finance
Administration
Facilities Management
Security
Legal
Compliance
Office Management
Corporate Secretarial
Relevant Roles
HR Manager
HR Director
HR Officer
Department Manager
IT Security Manager
Finance Manager
Company Secretary
Compliance Officer
Security Manager
Facilities Manager
Office Manager
Department Head
Team Leader
Project Manager
Administrative Officer
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