The Declination Letter is a crucial business communication tool used in Hong Kong's commercial environment to formally reject proposals, applications, or requests. It serves multiple purposes: documenting the decision for record-keeping, maintaining professional relationships despite the negative response, and ensuring legal compliance with Hong Kong's business communication standards. The document should be drafted with consideration of Hong Kong's common law system, particularly regarding contract law principles and professional conduct requirements. A well-crafted Declination Letter typically acknowledges the original submission, clearly states the rejection, and may include reasoning or alternative suggestions when appropriate. It's essential in various business contexts, from job applications to business proposals, and helps organizations maintain professional standards while minimizing potential legal or reputational risks.
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1. Letterhead and Date: Company letterhead (if applicable) and current date
2. Recipient Details: Full name, title, company (if applicable), and address of the recipient
3. Reference Line: Clear reference to the original proposal/application being declined
4. Salutation: Professional greeting to the recipient
5. Acknowledgment: Recognition of the received proposal/application and expression of appreciation
6. Declination Statement: Clear and unambiguous statement of declination
7. Professional Closing: Courteous closing statement with signature block
1. Reason for Declination: Brief explanation of the decision when appropriate and beneficial to provide
2. Alternative Suggestions: If applicable, suggestions for alternative approaches or modifications that might be more suitable
3. Future Opportunities: Statement keeping the door open for future engagement when appropriate
4. Confidentiality Statement: Include when the declined matter involves sensitive or confidential information
5. Return of Materials: Include when physical or digital materials need to be returned to the applicant
6. Legal Disclaimers: Include when necessary to protect legal interests or comply with regulatory requirements
1. Original Proposal Reference: May be attached if specific sections of the original proposal need to be referenced
2. Supporting Documentation: Any relevant documentation supporting the reason for declination, if appropriate and necessary
3. Return Materials List: If returning materials, a detailed list of items being returned
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