The Engagement Confirmation Letter is a crucial document in Hong Kong's professional services landscape, used to formalize the relationship between service providers and their clients. It is typically issued after initial discussions and agreement on key terms, but before the commencement of substantive work. The document serves multiple purposes: it confirms the engagement terms, ensures compliance with Hong Kong regulatory requirements (including anti-money laundering regulations), and provides a clear reference point for both parties throughout the engagement. The letter includes essential information such as scope of work, fees, team structure, timelines, and deliverables, while incorporating necessary legal and regulatory provisions specific to Hong Kong. Professional services firms use this type of document to protect their interests while providing clarity to clients about what they can expect from the engagement.
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1. Letter Header: Firm's letterhead, date, reference number, and addressee details
2. Greeting and Introduction: Formal salutation and introductory paragraph confirming the engagement discussion
3. Scope of Services: Clear description of services to be provided and any specific deliverables
4. Professional Fees: Fee structure, payment terms, and billing arrangements
5. Timeline: Expected duration or key milestones of the engagement
6. Team Structure: Key personnel responsible for the engagement
7. Client Responsibilities: Clear outline of what is expected from the client
8. Confidentiality: Confidentiality obligations and handling of sensitive information
9. Acceptance Mechanism: How the client can indicate acceptance of the engagement terms
10. Signature Block: Space for signatures and formal closing
1. Conflict of Interest Statement: Required when there are potential conflicts that need to be disclosed
2. Limitation of Liability: Include when specific liability caps or limitations need to be established
3. Force Majeure: Added when specific risk allocation for unforeseen events is necessary
4. Regulatory Disclosures: Required for regulated services or when specific regulatory requirements apply
5. Sub-contractor Terms: Include when parts of the service may be subcontracted
6. Insurance Coverage: Added when specific insurance arrangements need to be highlighted
7. Intellectual Property Rights: Include when the engagement involves creation or use of intellectual property
1. Schedule of Fees: Detailed breakdown of fees, rates, and charging mechanisms
2. Scope Detail: Detailed description of services, methodologies, and deliverables
3. Standard Terms and Conditions: Firm's standard terms and conditions referenced in the main letter
4. Team Profiles: Detailed information about key team members and their qualifications
5. Project Timeline: Detailed project schedule and milestone dates
6. Required Documents: List of documents and information required from the client
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