The Advance Payment Request Letter is a critical business document used in Hong Kong's commercial environment when a company needs to secure funding before or during the early stages of project execution. This document is particularly relevant in situations requiring significant upfront capital expenditure, such as large-scale construction projects, manufacturing orders, or technology implementations. The letter must comply with Hong Kong's Contract Ordinance and banking regulations, typically including detailed payment requirements, project specifics, and often accompanied by security arrangements such as bank guarantees. It serves as both a formal request and a legal record of the advance payment arrangement, protecting both parties' interests while facilitating project commencement. The document's structure and content are influenced by Hong Kong's common law system and local commercial practices.
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1. Letter Header: Company letterhead, date, reference number, and recipient's full contact details
2. Subject Line: Clear identification of the document as an Advance Payment Request Letter with relevant project/contract reference
3. Contract Reference: Specific details of the main contract or agreement under which the advance payment is being requested
4. Payment Amount: Clear statement of the advance payment amount requested, both in figures and words
5. Purpose and Justification: Explanation of why the advance payment is needed and how it will be used
6. Payment Details: Bank account information and preferred payment method
7. Timeline: Expected date by which the advance payment is required
8. Closing: Professional closing, signature block, and company stamp if required
1. Previous Communications Reference: Include when there have been prior discussions or agreements about the advance payment
2. Security Offering: Include when offering bank guarantees or other forms of security against the advance payment
3. Progress Report: Include when the advance payment request is linked to specific project milestones or progress
4. Cost Breakdown: Include when detailed justification of how the advance payment will be utilized is required
5. Return Schedule: Include when specifying how and when the advance payment will be adjusted against future payments
1. Bank Guarantee Format: Template or copy of the bank guarantee to be provided against the advance payment
2. Project Schedule: Timeline showing project milestones and cash flow requirements
3. Contract Extract: Relevant sections from the main contract supporting the advance payment request
4. Cost Analysis: Detailed breakdown of intended use of the advance payment
5. Company Financial Statement: Recent financial statements if required to support the request
Relevant legal definitions
Clauses
Relevant Industries
Construction
Manufacturing
Engineering
Technology and Software Development
Infrastructure Development
Energy and Utilities
Telecommunications
Industrial Equipment
Shipping and Logistics
Defense Contracting
Relevant Teams
Finance
Project Management
Commercial
Legal
Operations
Procurement
Treasury
Contract Administration
Business Development
Accounts
Relevant Roles
Project Manager
Finance Director
Commercial Manager
Contract Administrator
Chief Financial Officer
Treasury Manager
Project Director
Account Manager
Business Development Manager
Financial Controller
Operations Manager
Procurement Manager
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