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PNG HR Letter Writer
Employment Act · Discipline · Work permits & visas · IRC tax · Nasfund · NCSL · Banks
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PNG HR Letter Writer only uses the details in the form. Missing facts are left as [placeholders] for you to fill.
Developed by Mr. Rauka Ovia, HR Manager, KK Kingston Limited · 2026Use at your own discretion. No liability accepted.
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Disclaimer
Use at your own discretion. PNG HR Letter Writer gives general letter templates and drafting help for Human Resources officers. Everything it produces, including AI-assisted drafts, is a starting point only. The user must review it, edit it and approve it before it is signed or sent.
Check before you send. Users are responsible for making sure every letter is accurate and complete and meets:
- the current requirements of the PNG Immigration & Citizenship Service Authority (ICSA), the Department of Labour & Industrial Relations, the Internal Revenue Commission, Nasfund, NCSL, banks and other institutions;
- their organisation’s own policies, awards, delegations and approval processes;
- the laws of Papua New Guinea, including the Employment Act 1978, the Employment of Non-Citizens Act 2007, the Migration Act 1978, the Income Tax Act 2025, the Workers’ Compensation Act 1978 and superannuation legislation.
Undertakings in a letter, such as salary deductions, release of final entitlements or loan guarantees, legally bind the issuing organisation. They should only be given with proper authority.
Not professional advice. Nothing in this app is legal, financial, tax or superannuation advice. Get professional advice where needed.
Disciplinary and termination letters. Termination, dismissal and redundancy decisions carry legal risk. Follow a fair process and get advice before you send these letters. The compliance checks in the app are prompts only and do not guarantee a decision is lawful.
No affiliation. This app is independent. It is not endorsed by or affiliated with ICSA, the Department of Labour & Industrial Relations, the IRC, Nasfund, NCSL, any bank or any other institution named in it. Their names are used only to identify where letters are addressed. Requirements shown in the app may change without notice.
Your data. Employee details come from the HR system. Company details and the letter log are saved with the HR system; letterhead images and letter drafts are saved only in this browser on this device. Users are responsible for protecting employee personal information and for clearing it from shared computers.
No liability. The app is provided “as is”, without warranty of any kind. To the fullest extent permitted by law, the developer, Mr. Rauka Ovia, and KK Kingston Limited accept no liability for any loss, damage, claim or cost arising from use of, or reliance on, this app or any letter produced with it.
PNG employment law – quick guide
Key rules the letter templates are built on, checked November 2026. Laws, rates and procedures change, so confirm with the relevant authority or a lawyer before you rely on them.
| Law | What HR letters must reflect |
|---|---|
| Employment Act 1978 (Ch. 373) |
Written contracts: minimum age 16 (s.18). Signed with a literacy endorsement, or attested before a labour officer if the employee can’t read it (s.19). Made in duplicate (s.20). Must contain the s.14 particulars (s.21). Notice (s.34(4)), where the contract is silent: under 4 weeks’ service – 1 day; 4 weeks to 1 year – 1 week; 1–5 years – 2 weeks; 5+ years – 4 weeks. Notice must be the same for both parties and given in writing for written contracts. Pay in lieu is allowed (s.35(2)). Summary dismissal (s.36(1)): wilful disobedience, misconduct, fraud or dishonesty, habitual neglect, imprisonment of more than 7 days, continual absence without leave, or an employment-law conviction. Act as soon as practicable (s.36(3)). Hours: max 12 hours a day. Overtime after 8 hours on a weekday, after noon Saturday, and Sundays and public holidays. A 44-hour standard week is used for overtime (ss.48–52). Leave: 14 days’ recreation leave per year of service, with pro-rata pay on termination after 6 months (s.61). 6 days’ sick leave a year after 6 months, accumulating to 18 days (s.65). Maternity leave covers hospitalisation plus 6 weeks after birth, plus up to 4 more weeks if ill. It is unpaid unless leave credits are used, with job protection and nursing breaks (ss.100–102). |
| Minimum Wages Board Determination | National minimum wage: K5.00/hr from 1 Jan 2026, K5.25/hr from 1 Jan 2027, K5.50/hr from 1 Jan 2028. |
| Constitution s.59 – natural justice | Before discipline or dismissal, put the allegations to the employee in writing. Give a fair chance to respond, and consider the response before deciding. |
| Employment of Non-Citizens Act 2007 & Regulation 2008; Migration Act 1978 | Non-citizens need a work permit and an employment (working resident) visa before starting work. Work permits are now issued by the PNG Immigration & Citizenship Service Authority (ICSA) and lodged with the visa through ICSA’s online sponsor portal. DLIR still sets foreign employment policy. Expect to provide: a labour-market test (advertisement), a citizen understudy and a training & localisation plan. Permits are tied to the employer, position and location, so a new role or employer needs a new permit. Apply for renewal about 3 months before expiry. The ICSA sponsorship letter must state the applicant’s name, position, work permit number and expiry, passport number and expiry, the PNG mission where the visa will be collected, and the employer’s guarantee of accommodation, welfare and repatriation. |
| Income Tax Act 2025 (in force 1 Jan 2026; IRC) | Replaced the Income Tax Act 1959. Employers deduct salary & wages tax and remit it to IRC monthly (by the 7th of the following month), and lodge an annual reconciliation. Employees complete an SWT declaration on starting work and when their circumstances change. |
| Superannuation (General Provisions) Act 2000 | Employer contributes 8.4% and employee 6% of base salary for members of an approved fund (e.g. Nasfund, Nambawan Super). |
| Workers’ Compensation Act 1978 | Notify the Registrar, Office of Workers’ Compensation, on the prescribed form within 7 days of learning of a work injury or death (s.42). Late notice can defeat the worker’s claim. Claims are generally lodged within 12 months. |
| HIV/AIDS Management & Prevention Act 2003 | No discrimination in employment on the basis of HIV status. Keep any health information confidential. |
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