The Confirmation of Order Letter is a essential commercial document used in Hong Kong business transactions to formalize and acknowledge receipt of a customer's order. This document is typically issued after receiving an initial order or purchase request and before the final delivery of goods or services. It serves multiple purposes: confirming the exact specifications of the order, establishing delivery expectations, documenting the agreed price, and setting payment terms. Under Hong Kong law, while verbal contracts are generally valid, a written Confirmation of Order Letter provides valuable evidence of the agreement's terms and helps ensure compliance with the Contracts Ordinance (Cap. 23) and Sale of Goods Ordinance (Cap. 26). It's particularly important in international trade, where clear documentation is crucial for customs and regulatory compliance.
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1. Letter Header: Company letterhead, date, reference number, and recipient's address
2. Subject Line: Clear indication that this is an Order Confirmation with reference to any previous communications
3. Opening Acknowledgment: Thank the customer for their order and reference the original order details
4. Order Details Confirmation: Specific products/services ordered, quantities, specifications, and agreed prices
5. Delivery Information: Confirmed delivery date, location, and any special delivery instructions
6. Payment Terms: Agreed payment amount, method, and timeline
7. Contact Information: Details of the person handling the order and how to reach them with queries
8. Closing Statement: Expression of appreciation and commitment to fulfilling the order
9. Signature Block: Authorized signatory details and company stamp (if required)
1. Special Conditions: Used when there are specific terms or conditions unique to this order that deviate from standard terms
2. Installation Services: Include when the order includes installation or setup services
3. Warranty Information: Used when specific warranty terms need to be highlighted
4. Return Policy: Include when return terms differ from standard policy or need emphasis
5. Cancellation Terms: Used for custom orders or when cancellation policies need specific mention
6. Quality Assurance: Include for specialized products or when specific quality standards apply
1. Product Specifications: Detailed technical specifications or drawings of ordered items
2. Price Breakdown: Itemized list of products/services with individual pricing when the order is complex
3. Delivery Schedule: For multiple delivery dates or complex logistics arrangements
4. Terms and Conditions: Company's standard terms and conditions if referenced in the letter
Authors
Relevant legal definitions
Clauses
Relevant Industries
Manufacturing
Retail
Wholesale
Technology
Construction
Electronics
Food and Beverage
Automotive
Medical Supplies
Textiles
Industrial Equipment
Consumer Goods
Professional Services
Import/Export
Relevant Teams
Sales
Procurement
Legal
Operations
Customer Service
Order Processing
Administration
Supply Chain
Commercial
Export
Contracts
Business Development
Relevant Roles
Sales Manager
Account Executive
Procurement Manager
Sales Administrator
Order Processing Specialist
Customer Service Manager
Business Development Manager
Contract Administrator
Operations Manager
Commercial Manager
Supply Chain Manager
Legal Counsel
Administrative Assistant
Export Coordinator
Purchasing Officer
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