Turn Down Letter for Hong Kong

Turn Down Letter Template for Hong Kong

A formal written communication used in Hong Kong business context to inform an applicant that their application, proposal, or request has been unsuccessful. The document adheres to Hong Kong legal requirements, including privacy and anti-discrimination laws, while maintaining professional courtesy and clarity. It provides clear reasoning for the rejection decision while minimizing legal exposure and maintaining compliance with relevant ordinances and regulations.

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What is a Turn Down Letter?

The Turn Down Letter is a critical business document used in Hong Kong when an organization needs to formally decline an application, proposal, or request. It serves multiple purposes: communicating the rejection decision clearly, providing legally-sound reasoning, maintaining professional relationships, and ensuring compliance with Hong Kong's legal framework, including the Personal Data (Privacy) Ordinance and Anti-Discrimination Ordinances. The document should be drafted carefully to balance transparency with legal protection, avoiding discriminatory language while giving clear, factual reasons for rejection. It's particularly important in regulated industries where formal documentation of decisions is required and may need to be referenced in future interactions or potential disputes.

What sections should be included in a Turn Down Letter?

1. Date and Address Block: Recipient's name, address, and current date

2. Salutation: Professional greeting to the recipient

3. Reference Line: Reference to the original application or request

4. Main Message: Clear and direct statement of the rejection decision

5. Reason for Decision: Brief, factual explanation of the rejection rationale

6. Professional Closing: Courteous closing statement and future considerations

7. Signature Block: Sender's details including name, title, and organization

What sections are optional to include in a Turn Down Letter?

1. Alternative Solutions: Suggested alternatives or other options the applicant might consider, used when viable alternatives exist

2. Appeal Process: Information about how to appeal the decision, included when an appeal process exists

3. Reapplication Guidelines: Information about when and how the applicant can reapply, used when reapplication is possible

4. Return of Documents: Details about returning submitted documents, included when physical documents were received

5. Data Retention Notice: Information about how personal data will be handled, used when significant personal data was collected

What schedules should be included in a Turn Down Letter?

1. Reasons Schedule: Detailed breakdown of rejection reasons, used when multiple or complex reasons need to be explained

2. Required Documentation: List of missing or inadequate documentation that led to rejection, if applicable

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

Jurisdiction

Hong Kong

Publisher

Genie AI

Document Type

Service Agreement

Cost

Free to use
Relevant Industries

Banking and Financial Services

Insurance

Real Estate

Employment and Recruitment

Professional Services

Healthcare

Education

Retail and Commercial

Investment Services

Legal Services

Relevant Teams

Human Resources

Legal

Compliance

Operations

Administration

Credit Assessment

Underwriting

Customer Service

Risk Management

Relevant Roles

Human Resources Manager

Hiring Manager

Recruitment Specialist

Legal Counsel

Compliance Officer

Bank Manager

Insurance Underwriter

Property Manager

Credit Officer

Account Manager

Department Head

Administrative Director

Operations Manager

Industries
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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