The Tender Confirmation Letter is a crucial document in Hong Kong's procurement landscape, used when an organization wishes to formally accept a tender submission while setting out the framework for the subsequent contractual relationship. This document serves as an interim step between tender acceptance and formal contract execution, providing certainty to both parties while detailed contracts are being prepared. The letter typically follows a successful tender evaluation process and includes key commercial terms, conditions precedent, and required next steps. It must comply with Hong Kong's common law principles and relevant ordinances governing contract formation and commercial transactions. The Tender Confirmation Letter is particularly important in complex procurement scenarios where there may be a time gap between tender acceptance and formal contract signing, or where certain conditions need to be met before full contract execution.
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1. Letter Header: Company letterhead, date, reference number, and addressee details
2. Tender Reference: Clear identification of the tender being confirmed, including tender reference number, project name, and submission date
3. Confirmation Statement: Clear statement confirming acceptance of the tender submission
4. Key Terms Confirmation: Restatement of critical tender terms being accepted (price, scope, timeline)
5. Contract Formation: Statement about how and when the formal contract will be formed
6. Next Steps: Clear outline of immediate actions required from both parties
7. Contact Details: Designated contact person for following up on the tender acceptance
8. Closing and Signature: Formal closing, signature block with authorized signatory details
1. Conditions Precedent: Include when acceptance is subject to specific conditions that must be met before proceeding
2. Performance Bond Requirements: Include when a performance bond or bank guarantee is required as part of the tender acceptance
3. Insurance Requirements: Include when specific insurance certificates need to be provided before proceeding
4. Regulatory Approvals: Include when acceptance is subject to obtaining specific regulatory or governmental approvals
5. Parent Company Guarantee: Include when a parent company guarantee is required as part of the acceptance
1. Schedule of Key Commercial Terms: Summary of accepted prices, timelines, and key deliverables
2. Schedule of Required Documents: List of documents that need to be submitted following tender acceptance
3. Project Timeline: Key milestones and dates for contract execution and project commencement
4. Form of Performance Bond: Template or requirements for the performance bond if required
5. Form of Parent Company Guarantee: Template for parent company guarantee if required
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