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.
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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
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
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
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