The Accounts Receivable Demand Letter is a crucial document in Hong Kong's commercial debt collection process, typically used when standard invoicing and reminder procedures have failed to secure payment. This document serves as a formal, often final, attempt to collect payment before initiating legal proceedings. It must be drafted in accordance with Hong Kong law, particularly considering the Limitation Ordinance and debt collection regulations. The letter should clearly state the outstanding amount, reference relevant invoices or contracts, specify payment terms, and include a reasonable deadline for response. It's essential to maintain a professional tone while firmly establishing the creditor's right to payment and the debtor's obligation to pay. The document typically includes supporting evidence such as invoice copies, payment histories, and contract terms, making it a comprehensive record of the debt claim.
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1. Sender Details: Full legal name, business address, and contact information of the creditor
2. Recipient Details: Full legal name and address of the debtor, including any relevant business registration numbers
3. Date: Current date of the demand letter
4. Reference Line: Clear subject line identifying this as a formal demand letter and including relevant account/invoice numbers
5. Debt Details: Specific amount owed, original due date, and reference to underlying contract or transaction
6. Payment History: Brief summary of previous payments made (if any) and current outstanding balance
7. Formal Demand: Clear statement demanding immediate payment of the specified amount
8. Payment Instructions: Specific details on how and where to make the payment
9. Response Timeline: Clear deadline for response or payment (typically 7-14 days)
10. Signature Block: Official signature, name, and title of the sender
1. Interest Calculation: Include when claiming interest on the outstanding amount, showing calculation method and period
2. Previous Communications: Reference to prior collection attempts when multiple reminders have been sent
3. Payment Plan Option: Offer of payment plan terms when willing to accept installment payments
4. Legal Consequences: Warning of potential legal action if payment is not received, used in final demand letters
5. Without Prejudice: Include this section when the letter contains settlement offers or negotiations
6. Disputed Items: Address any previously disputed items or discrepancies when relevant
1. Statement of Account: Detailed breakdown of all relevant invoices, payments, and current balance
2. Copy of Original Invoice(s): Copies of all unpaid invoices referenced in the demand
3. Payment History Log: Chronological record of all payments and attempts to collect
4. Contract Extract: Relevant sections of the original contract regarding payment terms
5. Previous Correspondence: Copies of prior reminders or communication regarding the debt
Relevant legal definitions
Clauses
Relevant Industries
Financial Services
Professional Services
Manufacturing
Retail
Wholesale Trade
Construction
Technology
Healthcare
Education
Logistics and Transportation
Real Estate
Consulting Services
Industrial Services
Media and Entertainment
Telecommunications
Relevant Teams
Finance
Accounts Receivable
Legal
Treasury
Credit Control
Corporate Services
Risk Management
Collections
Financial Operations
Business Administration
Relevant Roles
Credit Controller
Accounts Receivable Manager
Financial Controller
Chief Financial Officer
Credit Collection Specialist
Finance Manager
Accounts Manager
Legal Counsel
Corporate Lawyer
Business Owner
Company Director
Credit Risk Manager
Treasury Manager
Debt Collection Officer
Finance Director
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