Bid Acceptance Letter Template for Hong Kong

The Bid Acceptance Letter is a critical document in Hong Kong's procurement process, serving as the formal communication of bid acceptance and bridging the gap between bid submission and contract execution. It is used when an organization wishes to formally accept a bid following a tender or proposal process, whether in private commercial dealings or public sector procurement. The document typically includes confirmation of the accepted bid details, key terms and conditions, any modifications to the original bid, and next steps for contract formation. Under Hong Kong's common law system, this letter can constitute a binding commitment if properly drafted, making it essential to clearly state any conditions precedent or requirements that must be met before final contract formation. The document must comply with Hong Kong's contract law principles, electronic transactions ordinance (if delivered electronically), and any specific regulatory requirements applicable to the sector or procurement type.

1. Letter Header: Official letterhead, date, reference number, and addressee details

2. Bid Reference: Clear identification of the bid being accepted, including bid reference number and submission date

3. Acceptance Statement: Clear and unequivocal statement of acceptance of the bid

4. Key Terms Confirmation: Confirmation of critical terms including price, scope, and timeline

5. Next Steps: Instructions regarding contract execution, commencement date, and any immediate actions required

6. Closing: Signature block, contact details for further communication