Imagine wanting to travel easily for business in Asia. The APEC Business Travel Card (ABTC) helps with that! But before you can zoom around, you need to apply. Part of that application often involves a company letter. This essay will break down what an “Apec Card Company Letter Sample Hong Kong” looks like and why it’s so important. We’ll explore different examples to give you a solid understanding.
Why is the Company Letter Important?
The company letter is a crucial part of your APEC Business Travel Card (ABTC) application. Think of it like a recommendation letter from your employer, but instead of talking about how great you are, it’s confirming that you actually need to travel for work!
- It verifies your employment and the legitimacy of your business travel.
- It assures the APEC authorities that you’re not just trying to sneak into their country for a vacation pretending to be on work.
- It outlines why your company needs you to travel to other APEC economies.
A well-written letter improves your chances of your application being approved. It shows that you’re serious about your business travel, and that your company is supporting your application. Therefore, the company letter provides a clear and documented explanation of your business travel needs within the APEC region.. If you are confused about where to start, here is a short to-do list:
- Gather company information (address, contact person, etc.)
- Understand the APEC travel purpose
- Get the company’s legal representative signature
Letter Example: Initial APEC Card Application
[Date] [APEC Card Application Authority] [Address] Subject: Application for APEC Business Travel Card – [Applicant Name] Dear Sir/Madam, This letter is to confirm that [Applicant Name] is currently employed by [Company Name] as a [Job Title]. [He/She] has been with our company since [Start Date]. [Company Name] is a [Brief Description of Company Business] based in Hong Kong. As part of [Applicant Name]’s responsibilities, [He/She] is required to travel frequently to APEC economies, including [List of APEC Economies] for [Purpose of Travel - e.g., meetings with clients, attending conferences, business development]. We hereby support [Applicant Name]’s application for an APEC Business Travel Card, which will facilitate [his/her] travel and contribute to the growth of our business within the APEC region. Please feel free to contact us if you require any further information. Sincerely, [Name of Authorised Person] [Job Title] [Company Name] [Contact Number]
Letter Example: Renewal of APEC Card
[Date] [APEC Card Application Authority] [Address] Subject: Renewal of APEC Business Travel Card – [Applicant Name] Dear Sir/Madam, This letter is to confirm our continued support for [Applicant Name]’s APEC Business Travel Card application. [He/She] is still employed by [Company Name] as a [Job Title] and continues to require frequent travel to APEC economies. Since the issuance of the previous APEC card, [Applicant Name] has travelled to [List of APEC Economies] on numerous occasions for [Purpose of Travel - e.g., project management, sales negotiations, supplier visits]. The APEC card has greatly assisted in streamlining [his/her] travel. We continue to support [Applicant Name]’s APEC card renewal, as it remains essential for [his/her] role and the continued success of our business within the APEC region. Sincerely, [Name of Authorised Person] [Job Title] [Company Name] [Contact Number]
Letter Example: Change of Passport Details
[Date] [APEC Card Application Authority] [Address] Subject: Notification of Passport Details Change – APEC Business Travel Card – [Applicant Name] Dear Sir/Madam, This letter is to inform you that [Applicant Name], holder of APEC Business Travel Card number [Card Number], has recently renewed [his/her] passport. [His/Her] new passport details are as follows: * Passport Number: [New Passport Number] * Date of Issue: [Date of Issue] * Date of Expiry: [Date of Expiry] [Applicant Name] remains employed by [Company Name] as a [Job Title] and continues to require the use of [his/her] APEC card for business travel within the APEC region. Please update your records accordingly. Sincerely, [Name of Authorised Person] [Job Title] [Company Name] [Contact Number]
Letter Example: Notification of Change of Company Name
[Date] [APEC Card Application Authority] [Address] Subject: Notification of Company Name Change – APEC Business Travel Card – [Applicant Name] Dear Sir/Madam, This letter is to inform you that [Company Name] has officially changed its name to [New Company Name] effective [Date of Change]. [Applicant Name], holder of APEC Business Travel Card number [Card Number], remains employed by our company, now known as [New Company Name], as a [Job Title]. [His/Her] responsibilities and business travel requirements within the APEC region remain unchanged. Please update your records to reflect this company name change. All future correspondence should be addressed to [New Company Name]. Sincerely, [Name of Authorised Person] [Job Title] [New Company Name] [Contact Number]
Letter Example: Supporting Travel to a Specific APEC Economy
[Date] [APEC Card Application Authority] [Address] Subject: Supporting APEC Business Travel Card for Travel to [Specific APEC Economy] – [Applicant Name] Dear Sir/Madam, This letter is to specifically support [Applicant Name]’s use of [his/her] APEC Business Travel Card for travel to [Specific APEC Economy]. [He/She] is employed by [Company Name] as a [Job Title]. [Company Name] has significant business interests in [Specific APEC Economy]. [Applicant Name] is required to travel to [Specific APEC Economy] on a regular basis for [Specific Purpose of Travel - e.g., negotiating contracts with [Company Name in Specific APEC Economy], overseeing operations at our branch office]. These trips are essential for the continued success of our business relationship with [Company Name in Specific APEC Economy]. We confirm that [Applicant Name]’s travel to [Specific APEC Economy] is solely for legitimate business purposes. Sincerely, [Name of Authorised Person] [Job Title] [Company Name] [Contact Number]
Letter Example: Explaining a Delay in Travel
[Date] [APEC Card Application Authority] [Address] Subject: Explanation for Delay in Travel - APEC Business Travel Card – [Applicant Name] Dear Sir/Madam, This letter is to explain the temporary delay in [Applicant Name]’s travel within the APEC region, despite holding a valid APEC Business Travel Card (Card Number: [Card Number]). [He/She] is employed by [Company Name] as a [Job Title]. Due to [Reason for Delay - e.g., unforeseen circumstances related to a project, a temporary company travel freeze], [Applicant Name] has not been able to utilise [his/her] APEC card as frequently as initially anticipated. However, we anticipate that [Applicant Name]’s travel requirements will resume in [Timeframe - e.g., the next quarter, within the next few months] as [Explanation of Resumption of Travel - e.g., the project is now back on track, the company travel freeze has been lifted]. We remain committed to supporting [his/her] business travel within the APEC region and value the convenience provided by the APEC card. Sincerely, [Name of Authorised Person] [Job Title] [Company Name] [Contact Number]
The “Apec Card Company Letter Sample Hong Kong” is a formal document confirming your employment and the need for you to travel within the APEC region for business. It’s a key part of your application. By understanding the importance of the letter and studying the examples provided, you’ll be well-equipped to prepare a strong letter and increase your chances of getting your APEC card approved. Remember to always tailor the letter to your specific circumstances and company needs!