Letter of Undertaking and Declaration Forms
This file contains essential forms for employees, including a Letter of Undertaking to acknowledge the Code of Conduct and Ethics. It also includes a Declaration Form to disclose any conflicts of interest. These forms are crucial for maintaining professional integrity within the organization.
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How do I fill this out?
To fill out this form, start by reading the instructions carefully to understand the requirements. Next, provide all necessary personal information and declarations where indicated. Finally, review your entries for accuracy before submission.
How to fill out the Letter of Undertaking and Declaration Forms?
1
Read the Code of Conduct and Ethics thoroughly.
2
Fill in your personal details as required.
3
Complete the Declaration Form sections if applicable.
4
Review your completed form for any errors.
5
Submit the form to the designated company officer.
Who needs the Letter of Undertaking and Declaration Forms?
1
New employees who need to acknowledge the Code of Conduct.
2
Current employees who need to declare potential conflicts of interest.
3
HR personnel responsible for collecting compliance documentation.
4
Management needing to review employee declarations.
5
Risk management committees assessing compliance with ethics.
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What are the instructions for submitting this form?
Submit the completed forms to your company's Chief Risk Officer or the Chairman of HHMB Risk Management Committee. You may send the forms via email to compliance@hmbgroup.com, or submit a physical copy at the HR department's office. Ensure that you keep a copy of the submitted forms for your records.
What are the important dates for this form in 2024 and 2025?
Important dates for this form will be communicated during the annual compliance training sessions. Employees are encouraged to note any deadlines for submissions as specified in company memos. Ensure to stay updated on policy revisions that may affect these forms.
What is the purpose of this form?
The purpose of this form is to ensure that all employees acknowledge and understand the Code of Conduct and Ethics set forth by the company. It also aims to disclose any potential conflicts of interest to maintain transparency and integrity within the workforce. By using this form, the company can ensure compliance and accountability among all employees.
Tell me about this form and its components and fields line-by-line.
- 1. Signature: A space for the employee's signature certifying compliance.
- 2. Full Name: The employee's printed name.
- 3. Identity Card / Passport No.: Identification number for verification purposes.
- 4. Designation: Employee's job title.
- 5. Department and Company: The department in which the employee works and the name of the company.
- 6. Date: The date the form is filled out.
What happens if I fail to submit this form?
Failure to submit this form may lead to disciplinary action or non-compliance with the organization's policies. It's crucial for employees to understand that they are responsible for reporting their adherence to the Code of Conduct. Regular reminders will be sent to ensure all employees are compliant.
- Disciplinary Actions: Non-submission could result in a formal warning or other disciplinary measures.
- Compliance Issues: Failure to comply may affect the employee's evaluation and progression.
- Risk Management: Unreported interests could present a conflict of interest, impacting decision-making.
How do I know when to use this form?
- 1. Employment Onboarding: New hires must submit this form to confirm their understanding of company policies.
- 2. Conflict of Interest Reporting: Used to report any business interests that may conflict with company duties.
- 3. Annual Compliance Review: Required documentation for yearly compliance assessments.
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You can download the edited PDF directly to your device, ensuring you have the latest version.
Can I share the PDF with others?
Yes, after editing, you can generate a shareable link for easy access.
How do I sign the PDF?
Add your digital signature in the designated area and download the signed document.
What if I need to declare additional information?
Simply edit the PDF to include any additional declarations as needed.
Who oversees the submissions of these forms?
The Chief Risk Officer or designated management will handle the collected forms.
What happens if I miss submitting my form?
Failure to submit the form could result in non-compliance with company policies.
Where do I find the form samples?
Sample forms and guidance are available on our website to assist you.
Is there a specific format for signatures?
You may use a digital signature or print and sign the document manually.
How can I track my submission?
All submitted forms will be recorded for internal tracking; contact HR for updates.
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