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Employee Suspension Letter

Employee Suspension Letter Template for Hong Kong

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Key Requirements PROMPT example:

Employee Suspension Letter

"I need an Employee Suspension Letter for a senior IT manager who is being suspended with full pay from January 15, 2025, pending an investigation into data security breaches, with strict confidentiality requirements and provisions for remote access to specific approved systems."

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Document background
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.
Suggested Sections

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

Optional Sections

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

Suggested Schedules

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

Authors

Alex Denne

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

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Financial Services

Technology

Manufacturing

Retail

Healthcare

Education

Professional Services

Construction

Hospitality

Telecommunications

Transportation

Real Estate

Energy

Media and Entertainment

Public Sector

Relevant Teams

Human Resources

Legal

Compliance

Employee Relations

Risk Management

Senior Management

Corporate Governance

Relevant Roles

HR Manager

HR Director

Legal Counsel

Employment Lawyer

Compliance Officer

Department Head

Line Manager

Chief Human Resources Officer

Employee Relations Manager

HR Business Partner

General Counsel

Risk Manager

Industries
Employment Ordinance (Cap. 57): Main legislation governing employment relationships in Hong Kong, including provisions on suspension, wages, and employment protection
Employment (Amendment) Ordinance 2007: Contains specific provisions regarding suspension procedures and employee rights during suspension
Personal Data (Privacy) Ordinance (Cap. 486): Governs the handling and protection of personal data during the suspension process
Sex Discrimination Ordinance (Cap. 480): Ensures suspension decisions are not based on gender discrimination
Disability Discrimination Ordinance (Cap. 487): Protects employees from suspension based on disability discrimination
Race Discrimination Ordinance (Cap. 602): Ensures suspension decisions are not based on racial discrimination
Contracts and Rights of Third Parties Ordinance (Cap. 623): Relevant for contractual aspects of the suspension and its impact on employment agreement
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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