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Discontinuation Of Service Letter Template for Hong Kong

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Key Requirements PROMPT example:

Discontinuation Of Service Letter

"I need a Discontinuation of Service Letter to formally end our IT maintenance contract with TechServe Solutions Limited, effective March 1, 2025, including specific provisions for the handover of system documentation and access credentials to our new service provider."

Document background
The Discontinuation of Service Letter is a crucial document used in Hong Kong business relationships when one party needs to formally end a professional service arrangement. It serves as an official record of service termination, complying with Hong Kong's legal framework, particularly the Employment Ordinance and Contracts Ordinance. This document is essential when professional services, consultancy arrangements, or ongoing business relationships need to be terminated in a formal, professional manner. The letter typically includes key information such as the effective date of discontinuation, notice period, final payment terms, and handover requirements. It helps maintain professional relationships while ensuring legal compliance and proper documentation of the service termination process.
Suggested Sections

1. Recipient Details: Full name, title, and address of the recipient

2. Date: Current date and effective date of discontinuation

3. Subject Line: Clear indication that this is a Discontinuation of Service notice

4. Service Details: Specific service or arrangement being discontinued

5. Notice Period: Clear statement of the notice period being given and the final date of service

6. Reason for Discontinuation: Brief, professional explanation for the discontinuation of service

7. Final Payment Terms: Information about final payments, outstanding invoices, or fee settlements

8. Handover Requirements: Essential information about the transfer of any ongoing work or responsibilities

9. Closing Statement: Professional conclusion including any appreciation for past service

10. Signature Block: Sender's details including name, title, and company information

Optional Sections

1. Transition Plan: Detailed plan for transitioning services to another provider or internal team, included when there are complex ongoing projects

2. Confidentiality Reminder: Reminder of ongoing confidentiality obligations, included when sensitive information was handled during service

3. Property Return: List of company property to be returned, included when applicable

4. Reference Provision: Statement about providing references, included when agreed upon

5. Future Contact Protocol: Guidelines for any necessary future communication, included for complex service relationships

6. Ongoing Obligations: Any continuing obligations or restrictions, included when applicable

Suggested Schedules

1. Schedule A - Outstanding Payments: Detailed breakdown of any final payments, fees, or expenses to be settled

2. Schedule B - Project Status Report: Status update on any ongoing projects or works in progress

3. Schedule C - Asset Register: List of any company assets or materials to be returned

4. Appendix 1 - Handover Checklist: Detailed checklist of all items and tasks to be completed before service ends

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok³ÉÈ˰æ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions




















Clauses















Relevant Industries

Professional Services

Information Technology

Consulting

Financial Services

Legal Services

Healthcare Services

Property Management

Facilities Management

Marketing and Advertising

Educational Services

Business Process Outsourcing

Engineering Services

Maintenance Services

Security Services

Telecommunications

Relevant Teams

Legal

Operations

Contract Administration

Procurement

Human Resources

Compliance

Administration

Account Management

Project Management

Client Services

Relevant Roles

Contract Manager

Operations Director

Service Delivery Manager

Account Manager

Project Manager

Business Development Manager

Procurement Manager

Legal Counsel

HR Manager

Facility Manager

Administrative Manager

Compliance Officer

Department Head

Chief Operating Officer

Managing Director

Company Secretary

Industries







Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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