The Client Confirmation Letter is a fundamental business document used to formalize professional engagements under Dutch law. It is typically issued following initial discussions or negotiations with a client to document the agreed terms of service provision. The document serves multiple purposes: it confirms the scope and nature of services to be provided, establishes commercial terms, and ensures compliance with Dutch regulatory requirements. This type of letter is particularly important in regulated industries where formal documentation of client relationships is mandatory. The Client Confirmation Letter should incorporate relevant regulatory disclosures, data protection notices, and specific industry requirements while maintaining clarity and professionalism. It acts as a bridge between informal discussions and formal contractual arrangements, providing both parties with clear documentation of their business relationship.
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1. Letter Header: Company letterhead, date, reference number, and client address details
2. Salutation: Formal greeting to the client contact person
3. Introduction: Reference to previous discussions/meetings and purpose of the letter
4. Service Description: Clear description of the agreed services, scope, and key deliverables
5. Commercial Terms: Confirmation of fees, payment terms, and any specific commercial arrangements
6. Timeline: Expected duration, key dates, or project milestones
7. Key Contact Information: Details of primary contact persons for both parties
8. Regulatory Disclosures: Required regulatory statements and disclosures under Dutch law
9. Closing: Formal closing, signature block, and company details
1. Service Level Commitments: Include when specific service levels or performance metrics are agreed upon
2. Team Composition: Include when specific team members or roles are crucial to the engagement
3. Conflict of Interest Statement: Include for regulated services or when potential conflicts need to be disclosed
4. Data Processing Terms: Include when personal data processing is part of the services (GDPR compliance)
5. Risk Disclosures: Include for financial services or high-risk engagements
6. Regulatory Status: Include when services are regulated under Wft or other regulatory frameworks
1. Fee Schedule: Detailed breakdown of fees and charging structure if complex pricing applies
2. Service Specification: Detailed technical or service specifications if too lengthy for main letter
3. Terms and Conditions: Standard terms and conditions referenced in the letter
4. Privacy Notice: Detailed privacy notice if required under GDPR
5. Professional Credentials: Relevant certifications or regulatory authorizations if required
Relevant legal definitions
Clauses
Relevant Industries
Financial Services
Professional Services
Consulting
Legal Services
Information Technology
Business Advisory
Real Estate
Healthcare
Engineering
Manufacturing
Education and Training
Marketing and Advertising
Relevant Teams
Legal
Compliance
Business Development
Sales
Client Relations
Operations
Project Management
Risk Management
Account Management
Service Delivery
Relevant Roles
Managing Director
Business Development Manager
Client Relationship Manager
Compliance Officer
Legal Counsel
Account Manager
Project Manager
Service Delivery Manager
Operations Director
Sales Director
Partner
Associate
Engagement Manager
Contract Manager
Risk Manager
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