The Nomination Acceptance Letter is a crucial document in Hong Kong corporate governance, typically used when a company seeks to appoint new directors or officers to its board. This document is required under Hong Kong company law as part of the formal appointment process and serves multiple purposes: it provides written evidence of the nominee's consent to act, confirms their eligibility under the Companies Ordinance, and acknowledges their understanding of statutory and fiduciary duties. For listed companies, additional confirmations regarding Hong Kong Stock Exchange requirements may be necessary. The letter forms part of the company's official records and may need to be filed with the Companies Registry or other regulatory bodies.
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1. Addressee Details: Full name and address of the nominating company/board
2. Reference Line: Reference to the nomination notice/board resolution and its date
3. Acceptance Statement: Clear statement accepting the nomination for the specific position
4. Position Details: Specification of the role being accepted, including any specific committees or responsibilities
5. Confirmation of Eligibility: Statement confirming eligibility to serve as a director under Hong Kong law
6. Acknowledgment of Duties: Statement acknowledging understanding of director's duties and responsibilities
7. Effective Date: Confirmation of the date from which the appointment will take effect
8. Signature Block: Space for signature, name, and date of acceptance
1. Additional Regulatory Confirmations: For listed companies, additional confirmations required under the Listing Rules
2. Committee Appointments: Acceptance of any specific committee roles if appointed to board committees
3. Disclosure of Interests: Declaration of any relevant interests or potential conflicts, if applicable
4. Professional Details: Background information and qualifications if required for regulatory filings
5. Consent to Information Usage: Consent for use of personal information in company filings and documents
1. Personal Information Form: Form containing detailed personal information required for company records and regulatory filings
2. Declaration of Interests: Schedule listing any existing directorships, shareholdings, or potential conflicts of interest
3. Regulatory Compliance Checklist: Checklist confirming compliance with various regulatory requirements, particularly for listed companies
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