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The We Regret To Inform You Letter is a critical business document used across various industries in Hong Kong to communicate negative decisions professionally and sensitively. This document type must comply with Hong Kong's legal framework, including the Personal Data (Privacy) Ordinance and various anti-discrimination laws. It's commonly used in recruitment processes, business proposal responses, tender rejections, and other situations requiring formal communication of a negative decision. The letter should balance directness with diplomacy, incorporating both Western professional standards and Chinese business customs. Key elements typically include formal letterhead, clear identification of parties, professional acknowledgment of the application or proposal, the decision itself, and appropriate closing remarks. The document serves not only as a communication tool but also as a legal record of the decision and response.

1. Letterhead and Date: Company details, recipient's address, and date of the letter

2. Greeting and Reference: Formal salutation and reference to the original application/submission

3. Acknowledgment: Thank the recipient for their time and interest

4. Main Message: Clear but tactful communication of the negative decision

5. Brief Explanation: A general, non-specific reason for the decision, worded diplomatically

6. Professional Closing: Formal sign-off with sender's details and signature