The Counter Offer Decline Letter is a crucial document in Hong Kong's commercial landscape, used when responding to modified terms proposed during contract negotiations. It becomes necessary when one party receives a counter offer but wishes to decline it while maintaining clear communication and professional relationships. The document must comply with Hong Kong's contract law principles and should clearly reference the original offer, acknowledge the counter offer received, and explicitly state its declination. The letter typically includes the reasoning behind the rejection and clarifies whether the original offer remains valid. This document is particularly important in Hong Kong's dynamic business environment, where clear communication in contract negotiations is essential for maintaining legal certainty and business relationships.
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1. Recipient Details: Full name, title, and address of the recipient
2. Reference Information: Date, reference numbers, and subject line identifying the original offer and counter offer
3. Acknowledgment: Formal acknowledgment of receiving the counter offer, including relevant dates and key terms
4. Declination Statement: Clear and unambiguous statement declining the counter offer
5. Reasoning: Brief, professional explanation for declining the counter offer
6. Original Offer Status: Clear statement about the status of the original offer (whether it remains open or is withdrawn)
7. Closing: Professional closing statement, signature block, and contact information
1. Alternative Proposal: Include when proposing alternative terms or conditions for future negotiation
2. Future Business: Include when wanting to maintain business relationship despite declining the counter offer
3. Deadline Information: Include when the original offer remains open but has a specific deadline
4. Confidentiality Statement: Include when the negotiation involves sensitive information or when required by prior agreements
1. Original Offer Summary: Optional attachment summarizing key terms of the original offer for reference
2. Counter Offer Summary: Optional attachment summarizing the received counter offer for reference
3. Supporting Documentation: Any relevant documentation supporting the reason for declining, if applicable
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