Do I need to notarize this form?

Not usually. Most conflict of interest declarations do not require notarization unless state law or contractual terms demand it; verify with counsel or the receiving authority to be certain before seeking notarization.

Can this be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are legally equivalent to handwritten ones unless an exception applies; ensure intent, consent, attribution, and retention are documented.

What must be disclosed in detail?

Disclose any financial interest, ownership, employment, consulting relationships, gifts, or other arrangements that could influence decision-making. Include approximate values, dates, counterparties, and whether the interest is ongoing, contingent, or recently terminated to allow full assessment.

How is the accuracy of disclosures verified?

Verification may include supporting documents, internal approvals, cross-checks with financial registries, beneficiary records, and targeted interviews. In regulated industries, auditors or external counsel may perform independent verification and request additional sworn statements or notarized evidence.

Can I update a previously filed declaration?

Yes. Submit an amended declaration that clearly references the original filing date, describes the new information, explains why it is material, and is signed and dated. Retain both versions and a log of amendments for audit purposes.

Who should receive the completed form?

Provide the executed declaration to counsel, compliance officers, contracting authorities, and any party specified by policy or statute. Maintain a secure copy in the records repository with audit metadata and access controls, and notify affected stakeholders when remediation occurs.

Electronic Signature
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Legal
Legal Conflict of Interest Declaration

Legal Conflict of Interest Declaration

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LEGAL CONFLICT OF INTEREST DECLARATION

This Legal Conflict of Interest Declaration (the "Declaration") is made effective as of Effective Date: by and between Party A: with principal address: , and Party B: with principal address: (each a "Party" and collectively the "Parties").

RECITALS

WHEREAS, the Parties seek to identify, disclose, and manage any actual, potential, or perceived conflicts of interest that could affect the Parties' performance of obligations under existing or future engagements;

WHEREAS, each Party acknowledges a duty to disclose interests, relationships, or circumstances that could reasonably be expected to influence objective decision-making or create an appearance of impropriety; and

WHEREAS, the Parties desire to set forth a procedure for disclosure, review, and resolution of such conflicts to protect the integrity of their relationship and the interests of any third parties affected thereby.

NOW, THEREFORE, in consideration of the mutual covenants and promises contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows:

1. DEFINITIONS

For purposes of this Declaration, the following terms shall have the meanings set forth below: "Conflict" means any circumstance, relationship, financial or otherwise, that could reasonably be expected to impair a Party's independent judgment or create an appearance of impropriety. "Interested Person" means any individual or entity (including family members, business associates, or entities controlled by a Party) having an interest that could reasonably be expected to give rise to a Conflict. "Material Financial Interest" means any ownership, investment, compensation, or other economic interest that a reasonable person would consider material in the context of the Parties' relationship.

2. DISCLOSURE OF INTERESTS

Each Party shall disclose in writing to the other Party, promptly and in good faith, any actual, potential, or perceived Conflict of which it becomes aware. Disclosure shall include sufficient detail to allow the receiving Party to understand the nature and extent of the interest, the identities of Interested Persons, and any steps already taken or proposed to manage the Conflict.

Types of potential conflicts (select all that apply):
Financial interest (equity, debt, compensation) Familial or personal relationship Outside employment or directorship Gifts, favors, or entertainment Other

If Other, describe:

3. INITIAL DISCLOSURE DETAILS

Provide a full description of the interest, relationship, or circumstance giving rise to the Conflict: List all Interested Persons (names and relationship):

4. ONGOING DUTY TO REPORT

Each Party shall have a continuing obligation to report in writing any new facts or changes to previously disclosed information that materially affect a disclosed Conflict. Such report shall be made promptly upon discovery of the new facts or changes and shall reference the original disclosure.

5. REVIEW AND RESOLUTION

Upon receipt of a disclosure, the receiving Party shall review the disclosed information in good faith and may request additional documentation. The Parties shall confer and in writing shall (a) determine whether a Conflict exists, (b) agree on measures to manage or eliminate the Conflict, including recusal, divestiture, modification of duties, or other appropriate remedies, and (c) set a schedule for implementation and monitoring of such measures.

Agreed management measures (if any):

6. RESTRICTIONS AND REMEDIES

If a Party fails to disclose a Conflict or breaches an agreed management measure, the non-breaching Party shall be entitled to exercise remedies available at law or in equity, including injunctive relief, termination of affected agreements, recovery of damages, or other remedies deemed appropriate. Nothing in this Declaration limits either Party's right to seek immediate equitable relief to prevent irreparable harm.

7. CONFIDENTIALITY

Disclosure materials created or exchanged pursuant to this Declaration shall be treated as confidential to the extent permitted by applicable law and subject to any existing confidentiality obligations between the Parties. Notwithstanding the foregoing, either Party may disclose such materials to regulatory authorities or third parties when required by law, provided the disclosing Party gives the other Party prompt notice of such disclosure where safe and lawful to do so.

8. RECORDS AND AUDIT

Each Party shall retain records of disclosures, reviews, and management actions taken under this Declaration for a period of not less than five (5) years from the date of final resolution, unless a longer period is required by law. Such records shall be made available for inspection or audit by the other Party upon reasonable written request and subject to appropriate confidentiality protections.

9. NOTICES

All notices, disclosures, and other communications required or permitted under this Declaration shall be in writing and delivered to the addresses set forth below or to such other address as a Party may designate in writing.

Notice address for Party A: Notice address for Party B:

10. GOVERNING LAW

This Declaration shall be governed by and construed in accordance with the laws of the State of , excluding its conflict of laws rules. The Parties submit to the exclusive jurisdiction of the courts located within that State for any action arising out of or relating to this Declaration.

11. ENTIRE AGREEMENT

This Declaration constitutes the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior and contemporaneous understandings, agreements, representations, and warranties, whether written or oral, relating to conflict of interest disclosure and management.

12. SEVERABILITY

If any provision of this Declaration is held to be invalid, illegal, or unenforceable in any respect, the validity, legality, and enforceability of the remaining provisions shall not in any way be affected or impaired.

13. AMENDMENTS AND WAIVER

No amendment to this Declaration shall be effective unless in writing and signed by authorized representatives of both Parties. The waiver by either Party of a breach of any provision of this Declaration shall not constitute a waiver of any other breach or a waiver of such provision.

14. COUNTERPARTS

This Declaration may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one and the same instrument. Signatures transmitted electronically or by facsimile shall be binding.

CERTIFICATION

Each Party hereby certifies that the information provided in this Declaration is true, complete, and accurate to the best of the certifying Party's knowledge and that the certifying Party will comply with the disclosure and management obligations set forth herein.

Supporting documentation attached: Yes No If yes, describe attachments:

Party A:

By:

Date:

Party B:

By:

Date:

What a Legal Conflict of Interest Declaration Is

A Legal Conflict of Interest Declaration is a formal written statement used to disclose relationships, financial interests, or other circumstances that could create an actual or perceived conflict of interest in a legal, business, academic, or governmental setting. The document identifies parties, describes the nature and extent of the interest, and states any steps taken to manage or eliminate the conflict. It serves as a record for counsel, compliance officers, contracting authorities, and tribunals to assess impartiality and to document consent, recusal, or mitigation measures required under applicable law or organizational policy.

Why This Declaration Matters

Use a Legal Conflict of Interest Declaration to create a transparent record that meets legal and ethical obligations, supports regulatory compliance, and reduces disputes by disclosing potential bias. It documents mitigation steps and provides decision-makers and auditors with clear evidence of how conflicts were handled.

Who Typically Prepares and Reviews These Declarations

Typical users include corporate counsel, compliance officers, contracting officers, procurement staff, and individual signatories required to disclose conflicts.

Corporate counsel and in-house legal teams who assess disclosure scope and mitigation.
Compliance officers tracking organizational conflicts and maintaining audit records for regulators.
Contracting officers and procurement staff ensuring impartial procurement decisions and review.

Organizations use the declaration to centralize disclosures and to document remedial actions in compliance files.

Step-by-Step: Completing the Declaration

Follow these steps to complete, review, and submit a Legal Conflict of Interest Declaration accurately and securely.

01

Prepare: Gather documents and list of potential interests.
02

Complete: Fill every field using required formats and supporting details.
03

Review: Confirm accuracy, obtain internal approvals, and attach exhibits.
04

Submit: Deliver signed declaration to compliance or filing repository.

How the Routing and Approval Workflow Operates

This process shows routing from preparation through approval, including records retention and notification steps for stakeholders.

Upload: Attach completed declaration and supporting files to the case record.
Assign Reviewers: Notify counsel and compliance for assessment and approval.
Sign: Capture signatures and authentication details, including method.
Archive: Store the executed declaration in the secure records repository.

Configuring an Online Workflow for Declarations

Configure the online workflow to enforce required fields, route for approvals, and capture authentication and audit data.

Field	Configuration
Required Fields	All critical fields must be mandatory
Routing	Sequential routing to counsel then compliance
Authentication	Email link plus SMS or KBA optional
Audit Trail	Enable detailed timestamps, IP, and history

Technical Requirements for eSubmission Platforms

Ensure your eSignature platform supports required authentication levels, audit trails, secure storage, and complies with applicable regulations such as ESIGN and UETA.

Formats: PDF, DOCX, HTML and Excel supported
Integrations: Salesforce, NetSuite, Microsoft 365 integrations
Security: TLS 1.2/1.3 in transit; AES-256 at rest

Security and Compliance Controls to Consider

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Certifications: SOC 2 Type II and ISO 27001

HIPAA: BAA available for covered entities

ESIGN/UETA: Compliant with federal and state e-signature law

Access Controls: Role-based access, SSO and audit logs

Audit Trail: Timestamps, IP addresses, and action history

Penalties and Risks of Inaccurate or Incomplete Declarations

Professional Sanctions: License suspension or reprimand

Contractual Voidance: Agreements may be rescinded

Financial Penalties: Fines or loss of fees

Criminal Exposure: Rare but possible for fraud

Reputational Harm: Loss of stakeholder trust

Audit Findings: Increased oversight and remedial costs

Common Preparation Pitfalls to Avoid

Incomplete disclosure omitting family, fiduciary, or indirect interests leads to insufficient mitigation and may trigger audits or require corrective filings by counsel or compliance officers.
Using informal language, vague dollar ranges, or unspecified timeframes makes assessment difficult and can invalidate mitigation steps during procurement or regulatory review.
Failing to attach supporting documentation such as equity statements, trust agreements, or transaction records reduces verifiability and increases the chance of follow-up inquiries.
Submitting unsigned or electronically incomplete declarations without authentication metadata (IP, method, timestamp) weakens evidentiary value in audits or legal challenges.

Comparing signNow and Other eSignature Vendors

Compare signNow and leading eSignature vendors on price, trial availability, bulk send, audit trail, HIPAA support, and envelope limits to inform platform selection.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/month billed annually. Business plan starting price.	$15/user/month billed annually on entry-level plan	$14/user/month billed annually for basic subscription	$19/user/month billed annually for standard plan	$15/user/month billed annually for core plan
Free Trial	7-day free trial, no credit card required	Free trial offerings vary by vendor and plan	Free trial offerings vary by vendor and plan	Free trial offerings vary by vendor and plan	Free trial offerings vary by vendor and plan
Bulk Send	Included on Business Premium and higher tiers	Available on selected plans and add-ons	Available on enterprise and business subscriptions	Available on paid plans; check tier limits	Limited bulk send support on some plans
Audit Trail	Full audit trail with timestamps, IP, and audit report	Comprehensive audit trail with event history and timestamps	Comprehensive audit trail with event history and timestamps	Comprehensive audit trail with event history and timestamps	Comprehensive audit trail with event history and timestamps
HIPAA Compliant	HIPAA compliant; BAA available upon request	HIPAA compliance available; BAA offered for covered entities	HIPAA support available with appropriate agreements	HIPAA support not available on standard plans	Not HIPAA compliant on core plans
Envelope Cap	No envelope cap; unlimited envelopes for paid plans	Limit of 100 envelopes per user per year	Envelope limits vary by plan and purchasing model	Limits depend on subscription tier and usage	Limits depend on plan; consult vendor for details

Primary Roles Involved with This Document

Compliance Officer

Compliance Officer — Oversees disclosure intake, evaluates materiality, coordinates mitigation, and maintains the official records. They review supporting documents, log approvals, and ensure retention schedules comply with federal and state requirements such as ESIGN record retention and HIPAA where applicable.

Individual Signatory

Individual Signatory — The person disclosing must provide accurate personal, financial, and relational details, sign and date the declaration, and promptly update it when circumstances change. Accurate attribution and authentication are necessary for legal effect and auditability.

Core Sections to Include in a Professional Declaration

Key elements of a professional Legal Conflict of Interest Declaration ensure clarity, legal validity, and operational handling for compliance, procurement, and governance reviewers.

Identifying Parties

List full legal names and roles of all parties involved, including entity legal names for organizations, subsidiaries, and trustees. Accurate identification prevents ambiguity and supports enforceability and audit cross-referencing.

Disclosure Details

Describe the nature of the interest—financial amounts, ownership percentages, compensation, gifts, or roles—provide dates and transaction context, and state whether the interest is ongoing, contingent, or terminated.

Supporting Evidence

Attach relevant documentation such as equity statements, contracts, transaction receipts, or trustee documents. Reference exhibits clearly and ensure redactions protect unrelated personal data to comply with privacy rules.

Mitigation Plan

Provide concrete measures such as recusal, oversight committees, screening, divestiture timelines, or contractual safeguards. Specify responsible parties and deadlines for implementing each mitigation step and documentation.

Signatures and Dates

Include printed names, signatures, titles, and MM/DD/YYYY dates for all signatories. If electronically signed, record the authentication method, signer email, and audit data for attribution.

Governing Law

Identify the governing state law and forum for disputes. For interstate matters, note ESIGN and UETA applicability and any jurisdictional clauses that affect enforceability and venue.

Key Dates and Submission Deadlines to Track

Key dates include initial filing, material update deadlines, internal review timelines, and retention start dates to meet audit and regulatory obligations.

Initial Filing:

At onboarding or before assignment starts

Material Update:

Within 30 days of learning new information

Internal Review:

Compliance review within 10 business days

Public Contracting:

Before bid submission or contract award

Record Retention:

Follow retention schedule per corporate policy and law

Practical Tips to Reduce Errors and Speed Processing

Adopt consistent processes and documentation standards to improve accuracy, reduce audit findings, and expedite review of conflict disclosures.

Use structured disclosure templates and mandatory fields

Design the declaration as a structured template with required fields, drop-downs, and conditional questions. Enforce mandatory responses for material items, and use validation rules to prevent incomplete submissions that create audit exceptions.

Attach verifiable supporting documents and exhibits

Require evidence for material disclosures such as contracts, equity statements, and transaction records. Keep exhibits indexed and redacted where necessary to protect unrelated personal data while preserving auditability for regulators and internal reviewers.

Standardize review and approval workflows

Set role-based routing to ensure counsel and compliance review precedes final acceptance. Document approval decisions, timelines, and any conditional mitigation steps in the record to demonstrate procedural fairness and legal defensibility.

Preserve audit trail and access controls

Capture comprehensive audit metadata — signer identity, authentication method, timestamps, and IP addresses — and restrict access via role-based controls. Maintain exports for audits and legal holds, and ensure retention settings meet regulatory requirements.

Frequently Asked Questions About the Declaration

Answers to frequent questions about completing, authenticating, and submitting a Legal Conflict of Interest Declaration, including eSignature and retention considerations.

Need help? Contact support

Do I need to notarize this form?
Not usually. Most conflict of interest declarations do not require notarization unless state law or contractual terms demand it; verify with counsel or the receiving authority to be certain before seeking notarization.
Can this be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, electronic signatures are legally equivalent to handwritten ones unless an exception applies; ensure intent, consent, attribution, and retention are documented.
What must be disclosed in detail?
Disclose any financial interest, ownership, employment, consulting relationships, gifts, or other arrangements that could influence decision-making. Include approximate values, dates, counterparties, and whether the interest is ongoing, contingent, or recently terminated to allow full assessment.
How is the accuracy of disclosures verified?
Verification may include supporting documents, internal approvals, cross-checks with financial registries, beneficiary records, and targeted interviews. In regulated industries, auditors or external counsel may perform independent verification and request additional sworn statements or notarized evidence.
Can I update a previously filed declaration?
Yes. Submit an amended declaration that clearly references the original filing date, describes the new information, explains why it is material, and is signed and dated. Retain both versions and a log of amendments for audit purposes.
Who should receive the completed form?
Provide the executed declaration to counsel, compliance officers, contracting authorities, and any party specified by policy or statute. Maintain a secure copy in the records repository with audit metadata and access controls, and notify affected stakeholders when remediation occurs.

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