The Acceptance Of Proposal Letter is a crucial document in Belgian business transactions that formally confirms the accepting party's intention to be bound by the terms of a previously received proposal. Used when a party wishes to formally accept business terms, pricing, or service conditions proposed by another party, this document creates legal certainty under Belgian law about the acceptance and the formation of a binding agreement. The letter must comply with Belgian Civil Code requirements for contract formation and include specific elements required by Belgian business law, such as company identification details and authorized signatures. This document type is particularly important in commercial transactions as it marks the transition from negotiation to a binding commitment and serves as clear evidence of contract formation under Belgian jurisdiction.
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1. Letterhead and Date: Company letterhead including full legal entity name, registered address, and business registration numbers as required by Belgian law; current date
2. Recipient Details: Full name and address of the proposal sender, including their business details
3. Reference Line: Clear reference to the original proposal (including date and reference number if applicable)
4. Subject Line: Clear indication that this is an acceptance of proposal
5. Acceptance Statement: Explicit and unambiguous statement of acceptance of the proposal terms
6. Key Terms Confirmation: Brief restatement of key terms being accepted (price, scope, timeline, etc.)
7. Next Steps: Clear indication of any immediate actions required or expected timeline
8. Closing: Professional closing, including authorized signature block with full name and title of signatory
1. Conditions Precedent: Include if acceptance is subject to specific conditions that must be met before the agreement becomes effective
2. Modification Statement: Include if any minor modifications to the original proposal are being suggested (note: significant changes would require a counter-proposal rather than an acceptance)
3. Contact Person: Include when designating a specific person for further communication
4. Language Declaration: Include when the letter is being provided in multiple languages, specifying which version prevails
5. Electronic Signature Statement: Include when using electronic signature, confirming its validity under Belgian law
1. Copy of Original Proposal: Attach the original proposal being accepted for clear reference
2. Authorization Documentation: If required, proof of signatory's authority to accept on behalf of the company
3. Specific Requirements List: If applicable, detailed list of any specific requirements or conditions mentioned in the acceptance
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