The Client Engagement Letter is a crucial document used in professional services relationships in Belgium to formally establish the terms of engagement between service providers and their clients. It serves multiple purposes: defining the scope of work, setting expectations, establishing fee arrangements, and ensuring compliance with Belgian legal requirements and professional standards. This document is typically used at the beginning of a new client relationship or when commencing a new project with an existing client. The letter must comply with Belgian civil law principles, incorporate EU regulations such as GDPR, and address specific professional service regulations applicable to the relevant sector. It provides protection for both parties by clearly documenting the agreed terms and conditions while maintaining the flexibility to be customized for different types of services and client relationships.
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1. Letter Header: Professional letterhead, date, and client's address
2. Salutation and Introduction: Formal greeting and introductory paragraph thanking the client for choosing the firm
3. Scope of Services: Detailed description of services to be provided, including any specific deliverables
4. Team and Resources: Key personnel assigned to the engagement and their roles
5. Fees and Payment Terms: Fee structure, billing arrangements, and payment terms
6. Timeline: Expected duration, key milestones, and delivery dates
7. Client Responsibilities: Clear outline of what is expected from the client
8. Confidentiality: Commitments regarding confidential information handling
9. Data Protection: GDPR compliance and data handling procedures
10. Professional Standards: Reference to applicable professional standards and ethical guidelines
11. Termination: Conditions and process for ending the engagement
12. Acceptance: Signature blocks and instructions for accepting the engagement
1. Conflict Resolution: Include when working with larger clients or for complex engagements, detailing dispute resolution procedures
2. Limitation of Liability: Add for high-risk engagements or when required by professional insurance
3. Sub-contractor Terms: Include when parts of the work may be delegated to third parties
4. Intellectual Property: Add when the engagement involves creation of intellectual property or use of existing IP
5. Insurance Coverage: Include when required by regulatory bodies or requested by client
6. Anti-Money Laundering: Required for financial services or when dealing with regulated industries
7. International Services: Add when services will be provided across multiple jurisdictions
1. Fee Schedule: Detailed breakdown of fees, rates, and payment structure
2. Service Specifications: Detailed technical or service-specific requirements and deliverables
3. Team Profiles: Professional profiles of key team members assigned to the engagement
4. Terms and Conditions: Standard terms and conditions referenced in the main letter
5. Data Processing Agreement: GDPR-compliant data processing terms and procedures
6. Project Timeline: Detailed project schedule with milestones and deadlines
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