Contract Renewal Request Letter Template for Hong Kong

The Contract Renewal Request Letter is a crucial business document used when an organization wishes to extend an existing contractual relationship before its expiration. This document type is particularly relevant in Hong Kong's business environment, where formal written communication is highly valued in commercial relationships. The letter serves as an official record of the renewal request and typically includes key information such as the original contract details, performance history, proposed renewal duration, and any suggested modifications to existing terms. It is commonly used across various industries and can be adapted to different contract types, from service agreements to lease contracts. The document must align with Hong Kong's legal requirements and business practices, particularly the Contracts Ordinance (Cap. 23) and relevant commercial regulations. A well-drafted Contract Renewal Request Letter helps maintain business continuity while providing a clear paper trail for contract management purposes.

1. Letter Header: Complete business contact information of sender and recipient, date, and reference numbers

2. Subject Line: Clear indication that this is a Contract Renewal Request for [specific contract name/reference]

3. Opening Salutation: Formal greeting to the appropriate contact person

4. Contract Reference: Details of the existing contract including contract number, title, and current expiration date

5. Renewal Request Statement: Clear and direct statement requesting the renewal of the contract

6. Current Relationship Summary: Brief overview of the current business relationship and contract performance

7. Proposed Renewal Terms: Specific details about the requested renewal period and any continuation terms

8. Closing Statement: Expression of appreciation and request for response

9. Sign-off: Formal closing, signature block with full name and title