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What is a Confirmation Letter of Employment




What is a Confirmation Letter of Employment


In Hong Kong, a confirmation letter of employment (also called an employment verification letter, proof of employment letter, or proof of income letter) is an official document issued by your employer that verifies your employment status.


Here's what a confirmation letter typically includes:


  • Your name and job title

  • Your start date (and possibly end date, if applicable)

  • Your salary (sometimes including benefits)

  • Confirmation of your current employment status

  • Company contact information for verification (usually HR department)


Who might ask for a confirmation letter?


There are several reasons why you might need a confirmation letter:


  • To secure a visa or residence permit

  • To apply for a loan or credit card

  • To rent an apartment

  • For another employer during a job application process (usually with your permission)


Here are some additional things to keep in mind:


  • You have the right to request a confirmation letter from your employer in Hong Kong.

  • The letter should be issued on the company's official letterhead.

  • It's a good idea to review the letter carefully to ensure all information is accurate before you use it.


Is an Employment Confirmation Letter Mandatory


In Hong Kong, an employment confirmation letter itself is not mandatory by law.


However, there might be situations where a confirmation of employment is required, but not necessarily through a formal letter. Here's the breakdown:


  • For Employers: There's no legal requirement for employers in Hong Kong to provide confirmation letters to employees. But, it's good practice to maintain proper employment records https://www.labour.gov.hk/eng/public/wcp/KeepingRecords.pdf.

  • For Employees: You have the right to request a confirmation letter from your employer if needed. It can be helpful for various purposes like applying for visas, loans, etc.


So, the need for the letter arises from situations you might encounter, not from a legal standpoint.


How to Make a Confirmation Letter for an Employee


Here's how to make a confirmation letter for an employee in Hong Kong:


Information to Include:


  • Company Letterhead: Use the company's official letterhead with contact information (address, phone number, email).

  • Date: Include the date the letter is issued.

  • Recipient Information: Add the name and contact information (if needed) of the party receiving the letter (usually "To Whom It May Concern" works).

  • Employee Information:

  • Employee Name

  • Job Title

  • Start Date (and end date if applicable)

  • Employment Status: Clearly state that the employee is currently employed by the company.

  • Optional Information:

  • Salary (monthly or annual, with or without benefits - depending on the employee's request and company policy)

  • Notice period (if applicable)

  • Closing: Include a closing statement like "Sincerely" or "Yours Sincerely".

  • Signature: Have an authorized representative (e.g., HR Manager) sign the letter.

  • Contact Information: Provide contact details (phone number or email) for verification purposes, typically pointing to the HR department.


Here's a sample template you can adapt:


[Company Name]

[Company Address]

[Company Phone Number] | [Company Email]


[Date]


To Whom It May Concern,


This letter confirms that [Employee Name] is currently employed by [Company Name] as [Job Title]. Their start date was [Start Date] (and end date, if applicable, is [End Date]).

[Employee Name] is in good standing with the company.


Optional: [If including salary information] [Employee Name]'s current salary is [Salary amount] (including/excluding benefits, as applicable).


Optional: [If including notice period information] The required notice period for termination of employment is [Notice period].


For further verification of employment, please contact the Human Resources Department at [Phone number] or [Email address].


Sincerely,


[Authorized Representative Name]

[Title]


Important Note:


  • This is a sample template, and you can adjust it based on your company's specific needs and policies.


How Bestar can Help


Bestar can assist with creating an employee confirmation letter in Hong Kong. Here's how:


  • Template and Content Guidance: Bestar can provide you with a template specifically suited for Hong Kong employment practices. We can also advise on what information to include and what to exclude based on your company policy and the employee's needs.

  • Ensuring Compliance: Bestar can ensure the confirmation letter adheres to relevant Hong Kong labour laws and avoids any misleading or inaccurate information.

  • Maintaining Confidentiality:  We can help you navigate privacy concerns and ensure the letter only contains information the employee has consented to be shared.

  • Standardization: If you have a high volume of confirmation letter requests, Bestar can help develop a standardized process for generating them efficiently.


Bestar has experience in Hong Kong employment law and practices.


Overall, while your HR department might be able to handle a simple confirmation letter, Bestar can offer valuable expertise for ensuring accuracy, compliance, and efficiency, especially if you have specific requirements or need ongoing assistance.





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