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Payroll Confirmation Letter for Hong Kong

Payroll Confirmation Letter Template for Hong Kong

A formal document issued under Hong Kong employment law that confirms an employee's compensation details, including base salary, allowances, and statutory deductions. The letter serves as an official record of the agreed-upon remuneration terms between employer and employee, ensuring compliance with Hong Kong's Employment Ordinance and related regulations. It typically includes payment frequency, method of payment, mandatory provident fund contributions, and other relevant compensation components, providing both parties with clear documentation of the employment terms relating to pay.

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What is a Payroll Confirmation Letter?

The Payroll Confirmation Letter is a crucial employment document used in Hong Kong to formally document and communicate an employee's compensation arrangements. It serves multiple purposes: confirming initial employment terms, documenting salary adjustments, or verifying employment for third parties. The document must comply with Hong Kong's Employment Ordinance and related legislation, including provisions for Mandatory Provident Fund contributions and minimum wage requirements. This letter is particularly important in Hong Kong's dynamic business environment, where it provides clear documentation of compensation terms and helps prevent future disputes regarding salary arrangements. It's commonly issued during new hire onboarding, after salary reviews, or upon employee request for verification purposes.

What sections should be included in a Payroll Confirmation Letter?

1. Letter Header: Company letterhead, date, and employee's contact details

2. Salutation and Introduction: Formal greeting and purpose of the letter

3. Employment Position Confirmation: Current job title, department, and reporting relationship

4. Base Salary Details: Confirmation of basic salary amount, currency, and payment frequency

5. Payment Information: Payment method, bank account details, and payment date

6. Statutory Deductions: MPF contributions, tax arrangements, and other mandatory deductions

7. Effective Date: When the stated compensation terms take effect

8. Closing: Signature block, contact information for queries, and acknowledgment request

What sections are optional to include in a Payroll Confirmation Letter?

1. Allowances and Benefits: Details of additional allowances, bonuses, or benefits, used when the employee receives compensation beyond basic salary

2. Variable Pay Components: Commission structure or bonus schemes, included for sales roles or performance-based compensation

3. Currency Conversion: Exchange rate policies for international payments, needed for expatriate employees or cross-border arrangements

4. Special Arrangements: Any unique compensation arrangements or conditions, used for non-standard employment terms

5. Historical Pay Information: Previous salary details and change history, included when confirming a salary revision

What schedules should be included in a Payroll Confirmation Letter?

1. Salary Breakdown Schedule: Detailed breakdown of all compensation components including basic salary, allowances, and deductions

2. Benefits Summary: Comprehensive list and details of all applicable benefits and their monetary value

3. Variable Pay Calculation Method: Formula and examples for calculating commission or variable pay components

4. Tax Calculation Guide: Overview of how tax deductions are calculated and applied to the salary

Authors

Alex Denne

Head of Growth (Open Source Law) @ Ƶ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Jurisdiction

Hong Kong

Publisher

Ƶ

Document Type

Authorization Form

Cost

Free to use
Relevant legal definitions






















Clauses
















Relevant Industries

Banking & Financial Services

Technology

Retail

Manufacturing

Professional Services

Healthcare

Education

Construction

Hospitality

Logistics & Transportation

Real Estate

Media & Entertainment

Telecommunications

Insurance

Government & Public Sector

Relevant Teams

Human Resources

Payroll

Finance

Legal

Compliance

Employee Relations

Operations

Administration

Relevant Roles

HR Manager

Payroll Manager

HR Director

Compensation & Benefits Manager

HR Business Partner

Finance Manager

HR Administrator

Payroll Administrator

HR Operations Manager

Finance Director

HR Specialist

Compliance Officer

Legal Counsel

Employee Relations Manager

Industries






Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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