An Acceptance of Proposal Letter is a critical business document used in New Zealand commercial contexts to formally accept a business proposal or offer. This document type is commonly employed when a party wishes to formally communicate their agreement to terms proposed by another party, creating a binding contract under New Zealand law. The letter should be drafted in compliance with the Contract and Commercial Law Act 2017 and other relevant New Zealand legislation. It typically follows receipt of a detailed proposal and serves to document the accepting party's unequivocal agreement to the proposed terms, conditions, and specifications. The document may be used in various contexts, from simple service agreements to complex commercial arrangements, and can form part of the formal contract documentation.
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1. Letterhead and Date: Complete business letterhead including company name, address, contact details, and current date
2. Recipient Details: Full name, title, company name, and address of the proposal sender
3. Reference Line: Clear reference to the original proposal including date and reference number if applicable
4. Salutation: Professional greeting to the recipient
5. Acceptance Statement: Clear and unequivocal statement of acceptance of the proposal
6. Key Terms Confirmation: Brief restatement of critical terms being accepted (price, scope, timeline)
7. Next Steps: Clear indication of immediate actions or expectations
8. Closing: Professional closing statement, signature block, and signatory details
1. Conditions Precedent: Include when acceptance is subject to specific conditions being met
2. Clarifications: Include when any terms from the original proposal need clarification or minor modification
3. Timeline Acknowledgment: Include when specific deadlines or milestone dates need to be confirmed
4. Contact Person Assignment: Include when designating specific person(s) responsible for implementation
5. Confidentiality Statement: Include when dealing with sensitive commercial information
6. Electronic Signature Statement: Include when the letter will be signed and transmitted electronically
1. Schedule of Key Terms: Detailed breakdown of accepted terms, prices, or specifications when these are too detailed for the main letter
2. Timeline Schedule: Detailed project timeline or delivery schedule when applicable
3. Specific Requirements: Technical specifications or detailed requirements accepted from the proposal
4. Authorization Evidence: Copies of board resolutions or other authorization documents if required for major commitments
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