The Order Acceptance Letter is a critical commercial document used in Hong Kong business transactions to formally acknowledge and accept a customer's purchase order. It serves as a key element in contract formation under Hong Kong law, transforming the customer's order into a binding agreement upon acceptance. This document is typically used when a business wishes to formally confirm its commitment to supply goods or services as per the customer's order specifications. It should include reference to the original purchase order, confirm key commercial terms such as price and delivery, and may incorporate standard terms of business. The letter plays a crucial role in Hong Kong's commercial practice by providing documentary evidence of the agreement and helping prevent future disputes about order terms.
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1. Letter Header: Company letterhead, date, reference number, and recipient's address
2. Reference Line: Clear reference to the original purchase order number and date
3. Opening Acknowledgment: Formal acknowledgment of receiving the order
4. Confirmation of Terms: Express acceptance and restatement of key order terms including quantity, price, and delivery date
5. Payment Terms: Confirmation of payment terms, method, and timing
6. Delivery Details: Confirmation of delivery location and expected timeframe
7. Contact Information: Relevant contact details for order fulfillment and queries
8. Closing: Standard closing, signature block, and company details
1. Special Conditions: Any specific conditions or qualifications to the acceptance, used when standard terms need modification
2. Performance Timeline: Detailed timeline of performance stages, used for complex orders with multiple delivery phases
3. Quality Assurance: Specific quality standards and testing procedures, used for technical or specialized products
4. Warranty Statement: Specific warranty terms, used when offering warranties beyond standard terms
5. Regulatory Compliance: Specific regulatory requirements, used for regulated industries or products
6. Force Majeure: Specific force majeure provisions, used when needing to highlight particular circumstances that might affect performance
1. Product Specifications: Detailed technical specifications of products ordered, when complex products are involved
2. Price Breakdown: Itemized pricing details, used for complex orders with multiple items or pricing components
3. Delivery Schedule: Detailed delivery timeline for multiple shipments or complex logistics arrangements
4. Special Requirements: Any specific technical, packaging, or handling requirements
Relevant legal definitions
Order
Delivery Date
Products
Services
Purchase Price
Payment Terms
Delivery Location
Specifications
Purchase Order
Business Day
Force Majeure Event
Quality Standards
Acceptance Tests
Warranty Period
Intellectual Property Rights
Confidential Information
Working Hours
Delivery Terms
Inspection Period
Documentation
Delivery Date
Products
Services
Purchase Price
Payment Terms
Delivery Location
Specifications
Purchase Order
Business Day
Force Majeure Event
Quality Standards
Acceptance Tests
Warranty Period
Intellectual Property Rights
Confidential Information
Working Hours
Delivery Terms
Inspection Period
Documentation
Clauses
Relevant Industries
Manufacturing
Retail
Wholesale Trade
Technology
Construction
Professional Services
Healthcare
Automotive
Electronics
Consumer Goods
Industrial Equipment
Food and Beverage
Textiles
Logistics
E-commerce
Relevant Teams
Sales
Procurement
Legal
Commercial Operations
Supply Chain
Customer Service
Order Processing
Business Development
Finance
Compliance
Operations
Relevant Roles
Sales Manager
Procurement Manager
Commercial Director
Supply Chain Manager
Business Development Manager
Contract Administrator
Account Executive
Operations Manager
Legal Counsel
Chief Commercial Officer
Order Processing Specialist
Customer Service Manager
Finance Manager
Compliance Officer
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