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Installation Confirmation Letter

Installation Confirmation Letter Template for Hong Kong

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Key Requirements PROMPT example:

Installation Confirmation Letter

"I need an Installation Confirmation Letter for a new data center cooling system installed at our Hong Kong office premises, scheduled for completion by March 2025, ensuring compliance with both building services regulations and green building standards."

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Document background
The Installation Confirmation Letter is a critical document used in Hong Kong's business environment to formally document and confirm the completion of installation works. It serves as evidence that installation has been carried out in accordance with specified requirements, relevant Hong Kong regulations, and industry standards. This document is typically issued after successful installation and testing of equipment, systems, or infrastructure, and before the commencement of operations or handover to the client. The letter includes essential details such as installation specifications, compliance with local regulations, testing results, and any applicable warranties. It forms part of the project documentation suite and may be required for regulatory compliance, warranty validation, or payment release purposes in Hong Kong.
Suggested Sections

1. Letter Header: Company letterhead, date, reference number, and recipient's details

2. Subject Line: Clear identification of the installation project and confirmation purpose

3. Project Reference: Reference to the original contract or work order number

4. Installation Details: Specific details of what was installed, including location and date of completion

5. Compliance Statement: Confirmation that installation meets required standards and specifications

6. Testing Confirmation: Statement confirming successful testing and commissioning if applicable

7. Handover Statement: Formal confirmation of installation completion and handover

8. Signature Block: Authorized signatory details and signature

Optional Sections

1. Warranty Statement: Include when specific warranty terms need to be highlighted

2. Outstanding Items: List any pending minor items or adjustments if installation is substantially but not fully complete

3. Maintenance Instructions: Brief maintenance requirements if critical for immediate operation

4. Safety Instructions: Include when specific safety considerations need to be highlighted for operation

5. Training Confirmation: Include when user training was part of the installation scope

Suggested Schedules

1. Installation Checklist: Detailed checklist of all installed components and completion status

2. Test Results: Documentation of performance tests and commissioning results

3. Photographic Evidence: Photos of completed installation if required

4. Technical Specifications: Details of installed equipment and technical parameters

5. Warranty Certificates: Manufacturer warranties and guarantee documents

6. Safety Certificates: Relevant safety and compliance certificates

Authors

Alex Denne

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

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Construction

Information Technology

Manufacturing

Telecommunications

Building Services

Energy and Utilities

Healthcare

Retail

Industrial Equipment

Security Systems

HVAC Systems

Electrical Services

Relevant Teams

Operations

Project Management

Technical Services

Quality Assurance

Facilities Management

Construction

Maintenance

Compliance

Engineering

Contract Administration

Health and Safety

Relevant Roles

Project Manager

Installation Manager

Facility Manager

Technical Director

Construction Manager

Site Supervisor

Quality Control Manager

Compliance Officer

Operations Manager

Maintenance Manager

Contract Administrator

Building Services Engineer

Property Manager

Health and Safety Officer

Industries
Contracts Ordinance (Cap. 23): Primary legislation governing contract formation and enforcement in Hong Kong, essential for ensuring the confirmation letter meets basic contractual requirements
Construction Workers Registration Ordinance (Cap. 583): Regulates registration and qualification requirements for construction workers, relevant for confirming proper installation by qualified personnel
Buildings Ordinance (Cap. 123): Governs building works and safety standards in Hong Kong, relevant for ensuring installation compliance with building regulations
Occupational Safety and Health Ordinance (Cap. 509): Sets standards for workplace safety, crucial for confirming installation was performed according to safety requirements
Supply of Services (Implied Terms) Ordinance (Cap. 457): Provides for implied terms in service contracts, including standards of workmanship and completion time
Trade Descriptions Ordinance (Cap. 362): Ensures accurate descriptions of services provided, relevant for describing installation work completed
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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