A Purchase Cancellation Letter is an essential business document used to formally communicate the intention to cancel a purchase of goods or services. This document is particularly relevant in Hong Kong's business environment, where it must comply with specific local legislation including the Sale of Goods Ordinance and Consumer Goods Safety Ordinance. It is typically used when a buyer needs to cancel a purchase due to various reasons such as defective products, delayed delivery, or change of mind (where permitted by law). The letter should include crucial information such as purchase details, reason for cancellation, and refund request details. In Hong Kong's commercial context, this document serves both legal and practical purposes, providing a clear record of the cancellation request while protecting the rights of both parties involved in the transaction.
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1. Sender Details: Full name, address, and contact information of the person/entity cancelling the purchase
2. Date: Current date of the letter
3. Recipient Details: Full name, address, and contact information of the seller/company
4. Reference Information: Order number, invoice number, purchase date, and any other relevant reference numbers
5. Purchase Details: Clear description of the goods/services being cancelled
6. Cancellation Statement: Clear and unambiguous statement of intention to cancel the purchase
7. Reason for Cancellation: Brief explanation of the cancellation reason
8. Refund Request: Details of the refund amount requested and preferred refund method
9. Closing Statement: Expected timeline for response and any immediate actions required
10. Signature Block: Sender's signature, name, and title if applicable
1. Defect Description: Detailed description of any defects or issues with the product - include when cancellation is due to product problems
2. Legal Basis: Reference to specific consumer rights or legal grounds for cancellation - include when strengthening the legal position
3. Return Details: Information about how and when the goods will be returned - include when physical goods need to be returned
4. Previous Communication: Summary of any previous attempts to resolve the issue - include when there has been prior communication
5. Compensation Request: Details of any additional compensation sought - include when claiming for additional costs or damages
1. Purchase Documentation: Copies of original purchase order, receipt, or invoice
2. Product Photos: Documentation of product condition or defects, if applicable
3. Communication Records: Copies of previous correspondence regarding the purchase or issues
4. Proof of Payment: Evidence of payment made for the purchase
5. Return Shipping Labels: Pre-paid shipping labels or return authorization documents if provided by seller
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