{
  "letter_to_client_bodies": [
    {
      "topic": "opposition_response_needed",
      "body": "Dear {contact_person},\n\nWe write on behalf of our client {client_name} in relation to Trade Mark Application No. {tm_number} for the mark {tm_text}. We wish to bring to your urgent attention that a Notice of Opposition has been filed against the above-mentioned application by a third party before the Trade Marks Registry of Hong Kong. Pursuant to the Trade Marks Ordinance (Cap. 559) and the applicable Registry practice, you are required to file a Counter-Statement in response to the said opposition within the prescribed period.\n\nThe deadline for filing your Counter-Statement is {deadline}. Failure to respond within this period may result in the application being deemed abandoned and the opposition proceeding by default, which would be highly prejudicial to your interests. We therefore strongly urge you to revert to us as soon as possible with your instructions so that we may prepare and file the necessary Counter-Statement on your behalf in a timely manner.\n\n请您注意，上述商标申请目前面临第三方异议，我们需要您尽快提供相关指示及支持文件，以便我们在截止日期 {deadline} 前向香港商标注册处提交答辩陈述书。如有任何疑问，敬请随时与本所联系。\n\nWe look forward to receiving your prompt instructions and remain at your disposal should you require any further information or clarification regarding the above matter."
    },
    {
      "topic": "examination_report_received",
      "body": "Dear {contact_person},\n\nWe are writing to you on behalf of {client_name} with respect to Trade Mark Application No. {tm_number} for the mark {tm_text}. We are pleased to inform you that we have recently received an Examination Report issued by the Trade Marks Registry of Hong Kong in connection with the above application. The Examiner has raised certain objections and requisitions which require your attention and a formal written response.\n\nIn summary, the Examiner has objected to the application on the grounds that the mark may be considered descriptive of the goods and/or services applied for, and has further cited certain earlier registered marks which are alleged to be confusingly similar to {tm_text}. We are of the view that these objections are capable of being overcome with appropriate legal arguments and, where necessary, supporting evidence of use and distinctiveness acquired through use.\n\nIn order to prepare a comprehensive and persuasive response to the Examination Report, we kindly request that you provide us with any evidence of the use of the mark {tm_text} in Hong Kong and/or internationally, including but not limited to sales figures, marketing materials, and invoices. The deadline for submitting our response to the Registry is {deadline}, and we would appreciate receiving your instructions and supporting materials no later than two weeks prior to that date so as to allow sufficient time for preparation.\n\nPlease do not hesitate to contact us should you have any questions regarding the Examiner's objections or the response strategy we propose to adopt."
    },
    {
      "topic": "renewal_reminder",
      "body": "Dear {contact_person},\n\nWe act as trade mark agents for {client_name} and write to draw your attention to the upcoming renewal of Trade Mark Registration No. {tm_number} for the mark {tm_text}. As you may be aware, trade mark registrations in Hong Kong are granted for an initial period of ten years from the date of filing and are thereafter renewable for successive periods of ten years upon payment of the prescribed renewal fees.\n\n本所谨提醒贵方，上述商标注册的续展截止日期为 {deadline}。根据香港《商标条例》（第559章）的相关规定，如未能在届满日期或其后六个月的宽限期内办理续展手续，该注册将被注销，届时贵方将失去对该商标的专有权利。\n\nWe strongly recommend that renewal instructions be provided to us well in advance of the deadline of {deadline} to ensure that we have sufficient time to prepare and file the renewal application and to avoid any risk of the registration lapsing. Please note that a late renewal may be accepted within a six-month grace period following the expiry date, subject to payment of an additional surcharge, but we would advise against reliance upon this grace period as a matter of best practice.\n\nKindly confirm your instructions to proceed with the renewal of Trade Mark Registration No. {tm_number} at your earliest convenience. We shall be happy to provide you with a detailed costs estimate upon request."
    },
    {
      "topic": "registration_confirmed",
      "body": "Dear {contact_person},\n\nWe are delighted to write to you on behalf of {client_name} to inform you that Trade Mark Application No. {tm_number} for the mark {tm_text} has now proceeded to registration. The Trade Marks Registry of Hong Kong has issued the Certificate of Registration confirming that the mark has been duly entered on the Register of Trade Marks. We enclose herewith a copy of the Certificate of Registration for your records.\n\n我们很高兴地通知贵方，商标 {tm_text}（注册编号：{tm_number}）现已正式获得注册，贵方自注册日期起享有在香港对该商标的专有使用权。此商标注册的有效期为十年，续展截止日期为 {deadline}。本所将适时提醒贵方办理续展手续。\n\nThe registration grants {client_name} the exclusive right to use the mark {tm_text} in Hong Kong in connection with the goods and/or services covered by the registration. We would recommend that you affix the ® symbol to the mark in connection with the registered goods and/or services, as this serves to put third parties on notice of your registered rights and may assist in any future enforcement proceedings.\n\nWe congratulate you on this successful outcome and thank you for entrusting this matter to Jingtian & Gongcheng. Should you require any further assistance with respect to the protection or enforcement of your trade mark rights in Hong Kong or other jurisdictions, please do not hesitate to contact us."
    },
    {
      "topic": "filing_update",
      "body": "Dear {contact_person},\n\nWe write to provide {client_name} with an update on the status of Trade Mark Application No. {tm_number} for the mark {tm_text}, which was filed with the Trade Marks Registry of Hong Kong on your behalf. We are pleased to confirm that the application has been duly accepted for filing and is currently undergoing substantive examination by the Registry.\n\nUpon completion of the examination process, assuming no objections are raised by the Examiner, the application will be published in the Hong Kong Intellectual Property Journal for a period of three months to allow third parties an opportunity to file an opposition against the registration of the mark. Should no opposition be filed within this period, or should any opposition be successfully overcome, the Registry will proceed to grant registration. We anticipate that this process will be completed and a decision rendered by approximately {deadline}, though we wish to note that such timelines are subject to the Registry's processing capacity and may be subject to change.\n\nWe will continue to monitor the progress of the application and will revert to you immediately upon receipt of any further communication from the Registry. In the meantime, should you have any queries regarding the application or wish to discuss any related matters, please feel free to contact the undersigned."
    },
    {
      "topic": "amendment_required",
      "body": "Dear {contact_person},\n\nWe refer to Trade Mark Application No. {tm_number} for the mark {tm_text} filed on behalf of {client_name} and write to advise you that the Trade Marks Registry of Hong Kong has issued a requisition requesting certain amendments to the application. Specifically, the Registry has required that the specification of goods and/or services be amended to more precisely define the scope of the protection sought, as certain of the current descriptions are considered by the Examiner to be overly broad or ambiguous.\n\n就上述商标申请，注册处认为现有商品及/或服务说明未能清晰界定所申请保护的范围，并要求申请人于 {deadline} 前提交经修订的说明。本所已就此问题进行研究，并将向贵方提出具体修改建议，以确保相关修订既能满足注册处的要求，又能最大限度地保护贵方的商业利益。\n\nWe have carefully reviewed the Registry's requisition and have prepared proposed amendments to the specification which we believe will satisfy the Examiner's requirements whilst preserving the broadest possible scope of protection for {client_name}. We kindly request that you review our proposed amendments, a copy of which is enclosed herewith, and revert to us with your approval or any comments at the earliest opportunity, and in any event no later than {deadline}.\n\nWe wish to emphasise that failure to respond to the Registry's requisition within the stipulated time may result in the application being treated as withdrawn. We therefore urge you to treat this matter with the utmost urgency and to provide your instructions as soon as possible."
    },
    {
      "topic": "deadline_approaching",
      "body": "Dear {contact_person},\n\nWe write to you on behalf of {client_name} in connection with Trade Mark Application No. {tm_number} for the mark {tm_text} and wish to draw your urgent attention to the fact that an important procedural deadline in the above matter is fast approaching. As previously advised, the deadline for the filing of certain required documents and/or taking of a specific procedural step before the Trade Marks Registry of Hong Kong is {deadline}.\n\n本所此前已就上述截止日期向贵方发出提示，然而截至本函发出之日，本所尚未收到贵方就此事项所作出的明确指示。鉴于距截止日期 {deadline} 所余时间有限，本所敦请贵方立即与本所联系，以便及时采取相应行动，避免因逾期而对贵方的商标权益造成不可挽回的损害。\n\nWe must stress in the strongest possible terms that this deadline is non-extendable and that failure to act before {deadline} will result in serious and potentially irreversible consequences for your trade mark application, including but not limited to the deemed abandonment of the application. We therefore respectfully request that you provide us with your instructions by return so that we may take all necessary steps to safeguard your interests before the Registry.\n\nShould you have any difficulties in providing instructions within the required timeframe or require any further information, please contact Benjamin Choi of this office immediately by telephone or email so that we may discuss the matter and explore any available options."
    },
    {
      "topic": "evidence_submission_required",
      "body": "Dear {contact_person},\n\nWe act for {client_name} in the opposition proceedings concerning Trade Mark Application No. {tm_number} for the mark {tm_text} currently pending before the Trade Marks Registry of Hong Kong. We write to advise you that, pursuant to the directions issued by the Registrar, the deadline for the filing of evidence in these proceedings is {deadline}. As the applicant in these proceedings, it falls upon {client_name} to file evidence in support of the application within this period.\n\nIn order to mount an effective defence of the application and to demonstrate to the Registry that the mark {tm_text} is registrable and has acquired the necessary distinctiveness through use, we will require you to provide us with the following categories of evidence as soon as possible: (1) records of sales and turnover in Hong Kong and/or internationally attributable to goods and/or services bearing the mark {tm_text}; (2) samples of advertising and promotional materials featuring the mark; (3) evidence of the duration and geographical extent of use of the mark; and (4) any relevant survey evidence, awards, or media coverage which may assist in establishing the reputation and recognition of the mark among the relevant public.\n\n上述证据材料对于本案的成功至关重要。请贵方于 {deadline} 前至少三周内将相关材料提供予本所，以便本所有充裕时间整理、审阅并以证据陈述书的形式向注册处提交。如贵方在收集上述证据材料方面遇到任何困难，敬请尽早告知，以便本所协助寻求解决方案。\n\nWe look forward to receiving the requested materials promptly and will keep you closely informed of all developments in the proceedings. Please do not hesitate to contact us should you require any further guidance on the nature or format of the evidence to be submitted."
    },
    {
      "topic": "hearing_notice",
      "body": "Dear {contact_person},\n\nWe write to you on behalf of {client_name} with reference to the opposition proceedings relating to Trade Mark Application No. {tm_number} for the mark {tm_text} before the Trade Marks Registry of Hong Kong. We are writing to inform you that the Registrar has fixed a hearing in the above matter, which is scheduled to take place on {deadline} at the Trade Marks Registry. The purpose of this hearing is for both parties to present oral submissions in support of their respective positions following the completion of the evidence rounds.\n\n就上述聆讯，本所将代表贵方出席并向注册官陈述相关法律论据及事实依据，以支持商标申请编号 {tm_number} 的注册。为确保本所能够在聆讯中充分维护贵方的权益，敬请贵方就以下事项于 {deadline} 前至少四周向本所提供确认：(1) 贵方是否授权本所代表贵方出席聆讯；(2) 是否有任何新的商业信息或其他相关事实需要提请本所注意；(3) 贵方是否有意亲自出席聆讯或委派代表出席。\n\nWe wish to advise that the outcome of the hearing will be determinative of the fate of Trade Mark Application No. {tm_number}, and we are accordingly devoting considerable resources to ensuring that the strongest possible case is presented on behalf of {client_name}. We will be in contact with you in due course to discuss the key arguments to be advanced at the hearing and to seek your input on certain factual matters relevant to the proceedings.\n\nIn the meantime, should you have any questions about the hearing procedure or wish to discuss the current status of the case, please do not hesitate to contact Benjamin Choi of this office at your earliest convenience."
    },
    {
      "topic": "costs_estimate",
      "body": "Dear {contact_person},\n\nThank you for your recent instructions to Jingtian & Gongcheng in relation to the proposed trade mark application for {tm_text} on behalf of {client_name}. As requested, we are pleased to provide you with a costs estimate in respect of the professional fees and official fees anticipated to be incurred in connection with the filing and prosecution of an application for registration of the mark {tm_text} before the Trade Marks Registry of Hong Kong under Application No. {tm_number}.\n\nOur estimated costs for the preparation and filing of the trade mark application, including the conduct of a preliminary clearance search, preparation of the application, and attendance to filing formalities, are set out in the schedule enclosed herewith. The official filing fees payable to the Trade Marks Registry are fixed by the Registry and are non-negotiable. Please note that the estimate provided is based on the assumption that the application proceeds in a straightforward manner and does not take into account additional costs that may be incurred in the event that the Registry raises objections, a third party files an opposition, or other complications arise during the prosecution of the application.\n\n如注册处就申请提出审查意见或第三方就申请提出异议，则处理上述事宜所需的额外费用将另行估算并提前知会贵方。本所致力于为贵方提供透明、合理的收费安排，并将在整个申请过程中就任何可能产生额外费用的情况及时向贵方汇报。请注意，就本次申请而言，办理相关手续的截止日期为 {deadline}，请贵方尽早确认指示及费用安排，以确保申请能够及时提交。\n\nKindly review the enclosed schedule of costs and revert to us with your approval to proceed at your earliest convenience. We remain at your disposal should you have any queries regarding the estimate or wish to discuss the scope of our proposed services in greater detail."
    }
  ],
  "letter_from_client_bodies": [
    {
      "topic": "proceed_with_filing",
      "body": "Dear Benjamin,\n\nThank you for sending over the trademark search report and your recommendations. We have reviewed everything internally and are happy to proceed with the filing of {tm_text} in the classes discussed.\n\nPlease go ahead and file the application at your earliest convenience. We understand that the sooner we file, the better our priority date, so please treat this as urgent. We are comfortable with the estimated official fees and your professional charges as outlined in your fee estimate dated last week.\n\nCould you please confirm once the application has been lodged and provide us with the application number as soon as it is available? Also, please keep us posted on any official correspondence from the Trade Marks Registry.\n\nPlease note we need the filing completed before {deadline} to align with our planned product launch.\n\nThanks again for your help on this.\n\nBest regards,\n{client_name}\n{contact_person}"
    },
    {
      "topic": "approve_response",
      "body": "Dear Mr. Choi,\n\nThank you for preparing the draft response to the examination report issued against our trademark application {tm_number} for {tm_text}. We have reviewed the arguments carefully with our marketing and legal teams and are pleased to confirm that we approve the response as drafted.\n\nPlease proceed to file the response with the Trade Marks Registry. We note from your advice that the deadline for submitting the response is {deadline}, so please ensure it is filed well in advance of that date.\n\nIf the Registry raises any further objections or requests additional information following your submission, please do come back to us right away. We are keen to resolve this matter as smoothly as possible.\n\nThank you for your thorough work on this.\n\nKind regards,\n{client_name}\n{contact_person}"
    },
    {
      "topic": "query_about_status",
      "body": "Dear Benjamin,\n\nHope you are well. I am writing to check on the current status of our trademark application {tm_number} for {tm_text}. We filed this some months ago and have not heard anything recently, so we just wanted to make sure everything is on track.\n\nIn particular, we would like to know:\n1. Has the application been examined by the Trade Marks Registry yet?\n2. Are there any outstanding objections or actions required on our part?\n3. What is the estimated timeline to registration at this stage?\n\nWe have an internal board meeting coming up where we need to report on the status of our IP portfolio, so a quick update would be very much appreciated.\n\nThanks in advance and look forward to hearing from you.\n\nBest,\n{client_name}\n{contact_person}"
    },
    {
      "topic": "provide_evidence",
      "body": "Dear Mr. Choi,\n\nFurther to your letter requesting evidence of use in support of our trademark application {tm_number} for {tm_text}, please find attached the following materials which we hope will satisfy the Registry's requirements:\n\n1. Copies of invoices addressed to Hong Kong customers dated over the past three years;\n2. Screenshots of our Hong Kong website showing use of the mark;\n3. Photographs of product packaging bearing the trademark as sold in Hong Kong retail outlets;\n4. Copies of advertisements placed in local publications.\n\nWe trust that the above evidence is sufficient to demonstrate genuine use of the mark. Please let us know if you need anything further or if any of the materials need to be certified or translated.\n\nWe understand the deadline for filing the evidence is {deadline} and we hope the above materials give you enough time to prepare the necessary submission. Please do not hesitate to call if you have questions.\n\nKind regards,\n{client_name}\n{contact_person}"
    },
    {
      "topic": "confirm_renewal",
      "body": "Dear Benjamin,\n\nThank you for your renewal reminder regarding our trademark registration {tm_number} for {tm_text}. We confirm that we wish to renew this registration for a further ten-year term.\n\nPlease go ahead and attend to the renewal on our behalf. We are happy for you to proceed on the basis of the fee estimate set out in your reminder letter. Please note the renewal deadline is {deadline} and we want to make sure this is handled well in advance to avoid any late fees or complications.\n\nFor our records, could you please confirm the renewed registration period once the renewal has been processed? Also, please let us know if there are any changes to the registered details that we should be aware of or update at this stage.\n\nThank you as always for keeping track of these important dates for us.\n\nWarm regards,\n{client_name}\n{contact_person}"
    },
    {
      "topic": "change_instructions",
      "body": "Dear Mr. Choi,\n\nI am writing to update you on some changes to our filing instructions in relation to trademark application {tm_number} for {tm_text}.\n\nFollowing a recent restructuring of our group, the trademark is to be held by our newly incorporated Hong Kong entity rather than the parent company as originally instructed. The new applicant details are as follows:\n\nNew Applicant Name: {client_name}\nAddress: [to be confirmed separately]\n\nIf the application has already been filed in the original entity's name, please advise on the process and cost involved in recording an assignment or correction of the applicant details. If it has not yet been filed, please update the application accordingly before submission.\n\nWe apologise for any inconvenience this change may cause. Please let us know what further information you require from us and whether there is any impact on the filing timeline or the deadline of {deadline}.\n\nMany thanks,\n{client_name}\n{contact_person}"
    },
    {
      "topic": "budget_concerns",
      "body": "Dear Benjamin,\n\nThank you for your recent advice regarding the opposition proceedings filed against our trademark application {tm_number} for {tm_text}. We have reviewed the situation internally and while we are keen to defend our application, we do have some concerns about the projected costs.\n\nWe would be grateful if you could provide a more detailed cost estimate broken down by stage, so that we can present this to our finance team for approval. Specifically, we would like to understand the likely costs of:\n1. Filing a counter-statement;\n2. Discovery and evidence rounds;\n3. Attending the hearing, if it gets that far.\n\nWe want to be realistic about our budget and may need to reassess our strategy at each stage. Is there a more cost-effective approach you would recommend, such as attempting a settlement with the opponent?\n\nWe note the deadline to file our counter-statement is {deadline} so we will need to make a decision fairly quickly. Please advise at your earliest convenience.\n\nThanks,\n{client_name}\n{contact_person}"
    },
    {
      "topic": "urgent_request",
      "body": "Dear Benjamin,\n\nI am sorry to contact you on such short notice but we have an urgent matter that requires your immediate attention.\n\nWe have just discovered that a third party has recently filed a trademark application for a mark that is very similar to our registered trademark {tm_number} for {tm_text}. We only became aware of this today and we are very concerned about the potential impact on our brand.\n\nCould you please urgently review the third party application and advise us on whether we should file an opposition? We understand that the deadline to file an opposition is {deadline}, which does not leave us much time. Please let us know what information you need from us in order to assess the situation as quickly as possible.\n\nWe are available for a call at any time today or tomorrow morning to discuss. Please do not hesitate to reach out directly on my mobile.\n\nThank you very much for your urgent assistance.\n\nBest regards,\n{client_name}\n{contact_person}"
    },
    {
      "topic": "new_trademark_idea",
      "body": "Dear Benjamin,\n\nHope you are doing well. I wanted to reach out about a new brand name we are considering for an upcoming product line we plan to launch in Hong Kong and across the Asia-Pacific region.\n\nThe new trademark we have in mind is {tm_text} and we are looking to protect it in {class}. Before we commit to this name from a marketing perspective, we would very much like your advice on the following:\n\n1. Please conduct a clearance search to check whether there are any conflicting prior registrations or applications in Hong Kong;\n2. Please also advise on the registrability of the mark in general, including whether it is distinctive enough for registration;\n3. If the mark looks clear, could you provide a fee estimate for filing in Hong Kong and, if possible, a regional strategy across key Asian markets?\n\nWe are targeting a product launch by {deadline} so it would be ideal to have the search results and your initial advice within the next two weeks if at all possible.\n\nLooking forward to working with you on this new project.\n\nKind regards,\n{client_name}\n{contact_person}"
    },
    {
      "topic": "withdrawal_request",
      "body": "Dear Mr. Choi,\n\nI am writing to instruct you to withdraw our trademark application {tm_number} for {tm_text}.\n\nAfter careful internal deliberation, we have decided not to proceed with this application. This decision has been driven by a change in our business strategy and a decision to rebrand this product line under a different name. We appreciate all the work you have done on this matter to date.\n\nCould you please confirm the procedure for withdrawing the application and let us know if there are any official fees or formalities involved? We would like the withdrawal to be processed before {deadline} if possible to avoid incurring any further official costs in respect of this application.\n\nPlease also confirm by return that you have received these instructions and that no further action will be taken on the application pending the withdrawal. If there is anything you need from us to complete the withdrawal process, please do let us know.\n\nThank you for your understanding and continued support.\n\nYours sincerely,\n{client_name}\n{contact_person}"
    }
  ],
  "email_from_client_bodies": [
    {
      "topic": "quick_follow_up",
      "body": "Hi Benjamin,\n\nJust following up on our trademark application for {tm_text}. Has there been any update from the Registry since we last spoke? We're keen to keep things moving.\n\nThanks for your help as always."
    },
    {
      "topic": "status_check",
      "body": "Dear Benjamin,\n\nI wanted to check in on the status of {tm_number}. Our board has been asking for an update and I'd like to give them something concrete by {deadline}.\n\nPlease let me know if you need anything from our side."
    },
    {
      "topic": "forwarding_document",
      "body": "Hi Benjamin,\n\nPlease find attached the latest version of the evidence of use package for {tm_text}. Our marketing team compiled everything this morning.\n\nKindly confirm receipt and let us know if anything is missing before {deadline}. Thanks!"
    },
    {
      "topic": "asking_about_costs",
      "body": "Hi Mr. Choi,\n\nWe're considering filing additional trademark applications for a few new product lines and wanted to get a rough sense of the costs involved — official fees, your firm's fees, etc.\n\nNo rush on this one, just want to budget accordingly for next quarter."
    },
    {
      "topic": "confirming_meeting",
      "body": "Dear Benjamin,\n\nJust writing to confirm our meeting this Thursday at 3pm regarding {tm_number}. {contact_person} from our legal team will be joining as well.\n\nLooking forward to it — see you then."
    },
    {
      "topic": "deadline_reminder",
      "body": "Hi Benjamin,\n\nI just wanted to flag that the response deadline for {tm_number} is coming up on {deadline}. I know you're on top of it, but wanted to make sure it's on your radar given the importance of this mark to us.\n\nPlease let me know if you need any additional information from {client_name} to prepare the response."
    },
    {
      "topic": "new_matter_inquiry",
      "body": "Hi Mr. Choi,\n\nWe're looking to register a new trademark, {tm_text}, in Hong Kong and potentially a few other Asia-Pacific jurisdictions. Could you advise on the best approach and whether a clearance search would be recommended first?\n\nHappy to jump on a quick call if that's easier."
    },
    {
      "topic": "sending_signed_docs",
      "body": "Dear Benjamin,\n\nPlease find the signed authorization forms attached for {tm_text}. {contact_person} has signed on behalf of {client_name}.\n\nWe understand you need these by {deadline} to proceed with the filing — please confirm once received."
    },
    {
      "topic": "travel_affecting_timeline",
      "body": "Hi Benjamin,\n\nI wanted to give you a heads up that I'll be travelling internationally from next Monday through to {deadline} and may have limited availability. If anything urgent comes up regarding {tm_number}, please copy {contact_person} who can assist in my absence.\n\nApologies for any inconvenience this may cause."
    },
    {
      "topic": "board_meeting_deadline",
      "body": "Hi Benjamin,\n\nWe have a board meeting scheduled for {deadline} and the directors would like a full status report on all pending trademark matters, including {tm_number} and {tm_text}.\n\nWould it be possible to get a short written summary from you by end of day the Friday before? We'd really appreciate it."
    }
  ],
  "memo_bodies": [
    {
      "topic": "upcoming_renewals_batch",
      "body": "INTERNAL MEMO — Upcoming Trademark Renewals (Next 60 Days)\n\nPlease action the following renewal matters before the respective deadlines. Confirm receipt of client instructions and ensure renewal fees are collected in advance.\n\n1. TM No. {tm_number_1} | Mark: {tm_text_1} | Client: {client_1} | Class: {class_1} | Renewal Deadline: {deadline_1}\n   — Client instructions received: PENDING. Follow up with {contact_person_1} immediately.\n\n2. TM No. {tm_number_2} | Mark: {tm_text_2} | Client: {client_2} | Class: {class_2} | Renewal Deadline: {deadline_2}\n   — Renewal fee invoice to be issued. Note: 6-month grace period expires on {deadline_2}. No further extension available.\n\n3. TM No. {tm_number_3} | Mark: {tm_text_3} | Client: {client_3} | Class: {class_3} | Renewal Deadline: {deadline_3}\n   — Instructions confirmed. File renewal with HKIPD by {deadline_3}. Update docket upon completion.\n\nAction: Prepare docketing report for partner review by end of week. Flag any matter where client instructions remain outstanding beyond 14 days prior to deadline."
    },
    {
      "topic": "overdue_items",
      "body": "INTERNAL MEMO — Overdue Trademark Matters: Urgent Attention Required\n\nThe following matters are overdue or approaching critical status. Immediate escalation required.\n\n1. TM No. {tm_number_1} | Mark: {tm_text_1} | Client: {client_1}\n   — Response to HKIPD examination report was due {deadline_1}. NO RESPONSE FILED. Contact {contact_person_1} today to obtain instructions. If no response is filed, application will be treated as abandoned. Advise client of consequences in writing.\n\n2. TM No. {tm_number_2} | Mark: {tm_text_2} | Client: {client_2}\n   — Opposition period expired {deadline_2}. Awaiting confirmation of registration certificate. Check HKIPD online database and update file status accordingly.\n\n3. TM No. {tm_number_3} | Mark: {tm_text_3} | Client: {client_3}\n   — Renewal overdue as of {deadline_3}. Grace period filing may still be possible. Check current status with HKIPD registry and advise client of late renewal surcharge immediately.\n\nNote: All overdue matters must be reported in writing to the supervising partner by close of business today. Do not allow further delay on Item 1."
    },
    {
      "topic": "priority_matters",
      "body": "INTERNAL MEMO — Priority Trademark Matters: This Week\n\nThe following matters require priority handling and should be actioned before all other routine correspondence.\n\n1. TM No. {tm_number_1} | Mark: {tm_text_1} | Client: {client_1} | Class: {class_1}\n   — HKIPD has issued an adverse examination report citing a conflicting mark. Deadline to respond: {deadline_1}. Prepare draft submissions addressing relative grounds and distinctiveness arguments. Circulate draft to {contact_person_1} for client approval no later than {deadline_1} minus 7 days.\n\n2. TM No. {tm_number_2} | Mark: {tm_text_2} | Client: {client_2} | Class: {class_2}\n   — Cease and desist letter received from third party claiming prior rights. Matter requires urgent review. Advise {contact_person_2} on defensive options including co-existence agreement or opposition proceedings. Response to opposing counsel due: {deadline_2}.\n\nNote: Both matters are to be flagged as HIGH PRIORITY in the case management system. No extensions to be sought without partner approval."
    },
    {
      "topic": "quarterly_review",
      "body": "INTERNAL MEMO — Quarterly Trademark Portfolio Review: Q{quarter} {year}\n\nThis memo summarises outstanding action items identified during the quarterly portfolio review meeting. Please update all file statuses and billing records accordingly.\n\n1. TM No. {tm_number_1} | Mark: {tm_text_1} | Client: {client_1} | Class: {class_1}\n   — Status: Registered. Next renewal due {deadline_1}. Reminder letter to be sent to {contact_person_1} 12 months in advance. Confirm current address for recordals.\n\n2. TM No. {tm_number_2} | Mark: {tm_text_2} | Client: {client_2} | Class: {class_2}\n   — Status: Application pending. Examination report anticipated by {deadline_2}. Monitor HKIPD database weekly and notify {contact_person_2} upon publication or any office action.\n\n3. TM No. {tm_number_3} | Mark: {tm_text_3} | Client: {client_3} | Class: {class_3}\n   — Status: Under opposition. Hearing scheduled for {deadline_3}. Prepare witness statements and evidence of use bundles. Liaise with {contact_person_3} to gather supporting commercial materials.\n\nNext quarterly review meeting to be scheduled for the first week of the following quarter. Docket report to be circulated 5 business days in advance."
    },
    {
      "topic": "opposition_deadlines",
      "body": "INTERNAL MEMO — Trademark Opposition Deadlines: Action Required\n\nThe following marks published in the Hong Kong Intellectual Property Gazette are being monitored for potential opposition. Client instructions must be obtained and filed within the statutory opposition window.\n\n1. Published Mark: {tm_text_1} | Application No. {tm_number_1} | Applicant: [Third Party]\n   — Our Client: {client_1} | Opposing on behalf of: {contact_person_1}\n   — Grounds: Likelihood of confusion with client's registered mark. Notice of opposition deadline: {deadline_1}.\n   — Action: Draft Notice of Opposition Form T9 and evidence of earlier rights. Obtain signed authority from {client_1} to proceed. File on or before {deadline_1}.\n\n2. Published Mark: {tm_text_2} | Application No. {tm_number_2} | Applicant: [Third Party]\n   — Our Client: {client_2} | Monitoring only — no opposition recommended.\n   — Basis for non-opposition: Distinct class and low commercial overlap. File note to be placed on record. Advise {contact_person_2} of monitoring decision by {deadline_2}.\n\nReminder: Opposition periods are strictly non-extendable under the Trade Marks Ordinance (Cap. 559). Miss no deadlines."
    },
    {
      "topic": "examination_response_deadlines",
      "body": "INTERNAL MEMO — Examination Report Responses: Pending Deadlines\n\nThe following trademark applications have received examination reports from HKIPD requiring substantive response. Deadlines are firm and no extension will be sought unless absolutely necessary.\n\n1. Application No. {tm_number_1} | Mark: {tm_text_1} | Client: {client_1} | Class: {class_1}\n   — Office Action Date: {deadline_1} minus 60 days. Response Due: {deadline_1}.\n   — Objection Grounds: Descriptiveness under s.11(1)(b) of the Trade Marks Ordinance.\n   — Proposed Response: Submit evidence of acquired distinctiveness and statutory declaration from {contact_person_1}. Draft response to be completed 10 days before deadline.\n\n2. Application No. {tm_number_2} | Mark: {tm_text_2} | Client: {client_2} | Class: {class_2}\n   — Office Action Date: {deadline_2} minus 45 days. Response Due: {deadline_2}.\n   — Objection Grounds: Citation of earlier conflicting mark No. {tm_number_3}.\n   — Proposed Response: Request owner of cited mark to withdraw citation or consent to co-existence. If unsuccessful, prepare substantive submissions distinguishing marks. Liaise with {contact_person_2} immediately.\n\nAll draft responses must be reviewed and approved by Benjamin Choi before filing."
    },
    {
      "topic": "new_filings_status",
      "body": "INTERNAL MEMO — New Trademark Filings: Status Update\n\nThe following new trademark applications have been filed or are pending filing instructions. Please verify official receipt and update the docket with filing particulars.\n\n1. Mark: {tm_text_1} | Client: {client_1} | Class: {class_1}\n   — Filing Instructions Received: Yes. Target Filing Date: {deadline_1}.\n   — Proposed Application No. (once assigned): {tm_number_1}\n   — Action: Conduct pre-filing clearance search. If clear, proceed to file with HKIPD. Send filing confirmation and official receipt to {contact_person_1} within 3 business days of filing.\n\n2. Mark: {tm_text_2} | Client: {client_2} | Class: {class_2}\n   — Filing Instructions Received: PENDING. Awaiting signed engagement letter and advance payment of official fees.\n   — Target Filing Date: {deadline_2}. Note: Client has indicated urgency due to competitor activity.\n   — Action: Chase {contact_person_2} for executed documents and payment. Do not file until all formalities are satisfied.\n\n3. Mark: {tm_text_3} | Client: {client_3} | Class: {class_3}\n   — Application filed: {tm_number_3}. Awaiting examination. Expected examination period: 3–6 months from {deadline_3}.\n   — Action: Set docket reminder for {deadline_3} to check examination status on HKIPD online portal.\n\nPlease ensure all new files are opened in the practice management system within 24 hours of filing."
    },
    {
      "topic": "billing_follow_up",
      "body": "INTERNAL MEMO — Billing Follow-Up: Outstanding Invoices — Trademark Matters\n\nThe following matters have outstanding invoices requiring follow-up. Finance to escalate as appropriate. Do not release further work product until payment is received on overdue accounts unless otherwise instructed by partner.\n\n1. TM No. {tm_number_1} | Mark: {tm_text_1} | Client: {client_1}\n   — Invoice No. {invoice_number_1} issued {deadline_1} minus 30 days. Amount: HK${amount_1}.\n   — Status: OVERDUE — 30+ days outstanding. Services rendered: Examination report response and prosecution.\n   — Action: Send formal payment reminder to {contact_person_1}. If no payment received within 14 days, escalate to partner for decision on further credit extension.\n\n2. TM No. {tm_number_2} | Mark: {tm_text_2} | Client: {client_2}\n   — Invoice No. {invoice_number_2} issued {deadline_2} minus 15 days. Amount: HK${amount_2}.\n   — Status: Due {deadline_2}. Services rendered: New trademark filing and clearance search.\n   — Action: Routine payment reminder to {contact_person_2} one week before due date. Confirm bank transfer details are correct.\n\n3. TM No. {tm_number_3} | Mark: {tm_text_3} | Client: {client_3}\n   — Disbursements (HKIPD official fees) paid on client's behalf. Reimbursement invoice to be raised.\n   — Action: Prepare disbursement invoice for {contact_person_3} and issue by {deadline_3}. Attach copy of HKIPD payment receipt.\n\nNote: All billing queries to be directed to the finance team. Partner approval required before any fee reduction or write-off."
    }
  ],
  "email_subjects": [
    "Re: Trademark Application No. {tm_number} – Office Action Response Required",
    "商標申請編號 {tm_number} – 審查意見書通知",
    "Urgent: Examination Report Issued – TM No. {tm_number}",
    "Re: \"{tm_text}\" – Trademark Registration Certificate Received",
    "商標 \"{tm_text}\" – 異議通知 (Opposition Notice)",
    "Action Required: Renewal Deadline – TM No. {tm_number}",
    "Re: {tm_number} – Response to Examiner's Objection",
    "\"{tm_text}\" 商標 – 注冊成功通知",
    "Re: Trademark Opposition Proceedings – {tm_number} – Hearing Date Confirmed",
    "商標編號 {tm_number} – 續期申請確認",
    "Re: \"{tm_text}\" – Cease and Desist Letter Follow-Up",
    "Reminder: Outstanding Instructions Required – TM Application \"{tm_text}\"",
    "商標 {tm_number} – 更改持有人姓名/地址申請",
    "Re: {tm_number} – Notice of Acceptance and Publication in HKIPJ",
    "FYI: Status Update on \"{tm_text}\" Portfolio – Hong Kong & Mainland China"
  ],
  "deadline_phrases": [
    "Please respond by {deadline} to avoid any lapse in your trademark rights.",
    "The statutory deadline for filing a response is {deadline}.",
    "請於{deadline}前回覆，以免影響您的商標權益。",
    "Kindly revert with your instructions no later than {deadline}.",
    "We must receive your instructions by {deadline} at the latest.",
    "注意：本案之法定期限為{deadline}，逾期將不獲受理。",
    "To allow adequate preparation time, we respectfully request your confirmation before {deadline}.",
    "This matter requires your urgent attention, as the deadline falls on {deadline}.",
    "請盡快與我們聯絡，最遲不得晚於{deadline}。",
    "Time is of the essence. The non-extendable deadline is {deadline}.",
    "Failure to respond before {deadline} may result in abandonment of the application.",
    "如閣下希望提出異議，須於{deadline}前向香港知識產權署提交相關文件。",
    "We would appreciate your instructions well in advance of the deadline of {deadline}.",
    "As a courtesy reminder, please note that {deadline} is approaching rapidly.",
    "最後期限為{deadline}，本所建議預留充足時間處理相關程序。"
  ],
  "letter_closings": [
    "We trust the foregoing is in order and to your satisfaction. Should you have any queries or require any clarification in respect of the above, please do not hesitate to contact the undersigned. We look forward to receiving your further instructions.",
    "Please review the contents of this letter carefully and revert with your instructions at your earliest convenience. We remain at your disposal should you require any additional information or wish to discuss this matter further.",
    "We shall proceed in accordance with your instructions upon receipt thereof. In the meantime, should you have any questions regarding the above, please feel free to contact our office at any time.",
    "This letter is sent to you strictly on a without-prejudice basis and nothing contained herein shall be construed as a waiver of any of our client's rights or remedies, all of which are expressly reserved.",
    "We hope this letter sets out the current position clearly. We would be grateful if you could confirm receipt of this correspondence and advise as to your intended course of action within the time stipulated above.",
    "Kindly note that the above constitutes a summary of the current position and should not be taken as a comprehensive statement of all applicable laws and regulations. We recommend that you seek independent legal advice should you have any concerns.",
    "We appreciate your continued trust in Jingtian & Gongcheng LLP and look forward to assisting you with this and all future intellectual property matters. Please do not hesitate to contact us should you require any further assistance.",
    "Please be guided accordingly. We shall update you on any further developments as and when they arise. In the meantime, we remain at your service and await your valued instructions."
  ],
  "invoice_descriptions": [
    "Professional fees for trademark application filing in Hong Kong – Class {class}",
    "Government filing fee – Hong Kong Trademark Application – Class {class}",
    "Professional fees for preparation and filing of response to Examiner's Office Action",
    "Professional fees for trademark renewal filing – Class {class}",
    "Government official fee for trademark renewal – Class {class}",
    "Professional fees for trademark search and clearance opinion – Class {class}",
    "Professional fees for filing Notice of Opposition against conflicting trademark application",
    "Professional fees for preparation of Statutory Declaration in support of trademark application",
    "Government filing fee for recordal of change of owner name/address – TM Portfolio",
    "Professional fees for trademark assignment – preparation and filing of deed and recordal",
    "Professional fees for drafting and serving cease and desist letter in respect of trademark infringement",
    "Disbursements – courier, translation, official certified copies and miscellaneous out-of-pocket expenses"
  ]
}