Client Termination Letter Template for Hong Kong

The Client Termination Letter is a crucial business document used in Hong Kong when a service provider needs to formally end their professional relationship with a client. This document is essential in situations where there is a need to terminate ongoing services, whether due to contract completion, breach of terms, mutual agreement, or other circumstances. The letter must comply with Hong Kong's legal framework, particularly the Contract Ordinance (Cap. 26) and related business regulations. It typically includes key information such as termination date, reasoning, outstanding obligations, and transition arrangements. The Client Termination Letter serves as an official record of the termination and helps protect both parties' interests by clearly documenting the end of the business relationship and any subsequent obligations or requirements.

1. Letter Header: Company letterhead, date, and recipient's address details

2. Client Reference: Account number, contract reference, or other relevant identifiers

3. Subject Line: Clear indication that this is a termination notice

4. Opening Statement: Professional greeting and reference to the existing service agreement or relationship

5. Termination Declaration: Clear statement of termination and the effective date

6. Reason for Termination: Brief, professional explanation of the termination reason if appropriate

7. Outstanding Matters: Statement regarding any pending work, payments, or obligations

8. Next Steps: Clear outline of what happens next and any action required from the client

9. Contact Information: Details of who to contact for queries or further information

10. Closing: Professional closing statement, signature block, and company details