The Maternity Leave Letter to Employer is a crucial document in Hong Kong's employment landscape, required when an employee needs to formally notify their employer of pregnancy and request maternity leave. Under Hong Kong's Employment Ordinance, eligible employees are entitled to 14 weeks of maternity leave, making this formal notification essential for both legal compliance and practical planning. The letter should be submitted once pregnancy is confirmed and the expected date of confinement is known, typically at least 3 months before the intended leave commencement. It serves multiple purposes: documenting the pregnancy notification, specifying leave dates, ensuring legal compliance, and initiating workplace arrangement discussions. The document demonstrates professionalism while protecting both employer and employee rights under Hong Kong law.
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1. Sender's Details: Full name, position, employee ID, department, and contact information of the employee
2. Recipient's Details: Name, title, and department of the employer/HR manager
3. Date: Date of the letter
4. Subject Line: Clear indication that this is a Maternity Leave Application/Notification
5. Formal Notification of Pregnancy: Statement confirming pregnancy and expected date of delivery
6. Leave Period Request: Specific dates for the intended start and end of maternity leave
7. Statutory Entitlements Reference: Brief reference to entitlements under Hong Kong Employment Ordinance
8. Handover Planning: Brief outline of how current responsibilities will be managed during absence
9. Closing Statement: Professional closing with commitment to provide any additional information if needed
10. Signature Block: Space for signature, printed name, and date
1. Medical Appointments Schedule: Include when regular medical appointments are expected during the pregnancy period before maternity leave begins
2. Special Arrangements Request: Include if requiring any workplace accommodations during pregnancy (e.g., modified duties, flexible hours)
3. Return to Work Indication: Include if already planning to discuss return-to-work arrangements or flexible working requests post-maternity leave
4. Benefits Continuation: Include if needing to address specific company benefits or insurance coverage during leave period
1. Medical Certificate: Certificate from registered medical practitioner confirming pregnancy and expected date of confinement
2. Prior Leave Records: If relevant, record of any pregnancy-related sick leave or medical appointments already taken
3. Company Maternity Policy: If applicable, reference to specific company policy or additional benefits beyond statutory requirements
4. Handover Document: Detailed document outlining current projects, responsibilities, and proposed handover plan
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