The Leave Extension Letter is a critical HR document used when an employee requires an extension to their previously approved leave period. This document, essential under Hong Kong's employment framework, formally documents the agreement between employer and employee regarding the extended leave period. It typically becomes necessary when circumstances such as medical conditions, personal emergencies, or other valid reasons require an employee to extend their time away from work. The letter must comply with Hong Kong's Employment Ordinance (Cap. 57) and other relevant employment legislation, particularly regarding statutory leave entitlements and employment protection. The Leave Extension Letter includes key information such as the original leave reference, extension duration, reason for extension, employment status confirmation, and return-to-work date, serving as an important record for both HR documentation and legal compliance.
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1. Letter Header: Company letterhead, date, and reference number
2. Addressee Details: Employee's name, position, and internal address
3. Subject Line: Clear indication that this is a leave extension letter
4. Original Leave Reference: Reference to the original leave approval and its terms
5. Extension Details: Specific dates of the extension period and type of leave being extended
6. Reason for Extension: Brief statement of the reason for the leave extension
7. Employment Status Confirmation: Confirmation that the employment relationship continues during the extended leave
8. Return to Work Date: Clear statement of the expected return to work date
9. Signatory Block: Space for authorized signatory's name, title, and signature
1. Pay and Benefits Status: Details about pay continuation or suspension during the extended leave period, if different from original arrangement
2. Conditions for Extension: Any specific conditions or requirements attached to the approval of the extension
3. Handover Requirements: Instructions regarding work handover if extension affects ongoing projects
4. Medical Certification Reference: Reference to medical certificates if extension is health-related
5. Contact Requirements: Specific instructions about maintaining contact during the extended leave period
6. Impact on Benefits: Details of how the extension affects annual leave accrual, bonuses, or other benefits
1. Medical Certificate: Attached medical documentation if extension is health-related
2. Updated Leave Record: Summary of employee's leave history and remaining entitlements
3. Handover Document: Detailed list of ongoing responsibilities and handover arrangements
4. Return to Work Plan: Structured plan for the employee's return to work, if applicable
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Relevant legal definitions
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Relevant Industries
Financial Services
Technology
Manufacturing
Retail
Healthcare
Education
Professional Services
Construction
Hospitality
Transportation
Media and Entertainment
Real Estate
Non-Profit
Government
Telecommunications
Relevant Teams
Human Resources
Legal
Compliance
Operations
Administration
Employee Relations
Corporate Secretariat
Relevant Roles
HR Director
HR Manager
HR Business Partner
Leave Administrator
Employee Relations Manager
HR Operations Manager
Compliance Officer
Department Manager
Line Manager
Team Leader
Operations Director
General Manager
Company Secretary
Legal Counsel
Benefits Administrator
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