The Property Management Termination Letter is a crucial document used in Hong Kong when a property owner, owners' corporation, or management committee decides to end their existing property management arrangement. This document must comply with Hong Kong's Building Management Ordinance (Cap. 344) and Property Management Services Ordinance (Cap. 626), which set specific requirements for termination notices and procedures. The letter should be used when there is a need to formally terminate property management services, whether due to contract expiration, change in service providers, or performance issues. It includes essential elements such as identification of parties, property details, termination date, handover requirements, and settlement of outstanding matters. Proper documentation is crucial as property management arrangements in Hong Kong are heavily regulated, and the termination process must be handled in accordance with local legal requirements.
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1. Sender Details: Full name, address, and contact information of the party sending the termination notice
2. Recipient Details: Full name, address, and contact information of the property management company
3. Property Details: Clear identification of the property/properties under management
4. Contract Reference: Reference to the original property management agreement including date and contract number
5. Termination Notice: Clear statement of intention to terminate the property management services
6. Effective Date: Specific date when the termination will take effect, ensuring compliance with notice period requirements
7. Reason for Termination: Brief explanation of the grounds for termination, if applicable
8. Handover Requirements: Details of required handover procedures and documentation
9. Closing Statement: Professional closing and request for acknowledgment
1. Outstanding Payments: Section detailing any outstanding fees or payments to be settled, used when there are financial matters to resolve
2. Dispute Resolution: Reference to dispute resolution procedures, included when there are ongoing disputes or potential issues
3. Special Instructions: Any specific instructions for the transition period, used when special arrangements are needed
4. Performance Issues: Documentation of service issues or breaches, included when termination is due to performance problems
5. Legal Representatives: Details of legal representatives if any are involved in the termination process
1. Schedule A - Property Inventory: List of all property-related items, documents, and access devices to be returned
2. Schedule B - Outstanding Matters: List of any pending maintenance issues, ongoing projects, or unresolved matters
3. Schedule C - Financial Statement: Summary of any outstanding financial matters, including management fees and expenses
4. Appendix 1 - Handover Checklist: Detailed checklist of all items and documents to be handed over
5. Appendix 2 - Property Condition Report: Current condition report of the managed property and facilities
Relevant legal definitions
Clauses
Relevant Industries
Real Estate
Property Management
Facility Management
Building Management
Commercial Property
Residential Property
Mixed-use Development
Property Services
Asset Management
Relevant Teams
Legal
Property Management
Operations
Facilities Management
Asset Management
Contract Administration
Building Services
Compliance
Real Estate
Administrative Services
Relevant Roles
Property Manager
Facility Manager
Building Manager
Asset Manager
Property Director
Operations Manager
Legal Counsel
Property Management Supervisor
Building Services Manager
Estate Manager
General Manager - Properties
Compliance Officer
Contract Manager
Property Administrator
Owners' Corporation Chairman
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