Identification
Full legal names of discloser and related parties, and any company names or affiliations directly tied to the potential conflict.
Documenting potential conflicts reduces legal, ethical, and reputational risk by creating an auditable record and enabling timely mitigation. A clear written disclosure supports internal governance, client protection, and regulatory reviews and can be executed electronically under ESIGN (15 U.S.C. §7001) and state UETA laws where adopted.
Several types of professionals use these letters to disclose or evaluate conflicts before work proceeds.
Recipients may include counsel, compliance officers, contracting officers, board governance committees, and third‑party reviewers depending on the context.
Full legal names of discloser and related parties, and any company names or affiliations directly tied to the potential conflict.
Clear description of the relationship, financial interest, business arrangement, or personal connection creating the potential conflict.
Dates, transaction values, decision points, and any prior communications or representations that are relevant to assessing the conflict.
Brief explanation of why the relationship could affect impartiality and which decisions or services it might influence.
Proposed actions such as recusal, screening, divestment, third‑party review, or supervision to manage or eliminate the conflict.
Name, title, signature, and date for the discloser and any accepting official; include witness or notary details when required.
| Field | Configuration |
|---|---|
| Signer Order | Discloser → Compliance → Approver |
| Authentication | Email plus optional SMS code |
| Attachments | Allow PDFs and DOCX, max 10 MB |
| Notifications | Email reminders at 3 and 7 days |
Choose a platform that provides authentication, tamper-evident storage, and an auditable trail for each disclosure.
Verify the provider supports ESIGN/UETA compliance and industry-specific requirements (for example, HIPAA BAA for healthcare) and preserves a complete tamper-evident record.
Disclose promptly, generally within 10 business days.
Compliance should acknowledge receipt within 5 business days.
Aim for formal review and decision within 30 days.
Institute temporary screening immediately upon disclosure.
Retain the signed disclosure per records policy.
A COO disclosed an investor relationship affecting a new deal
A founder disclosed a referral arrangement with a vendor
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|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | Varies by vendor | Varies by vendor | Varies by vendor | Varies by vendor |
| Bulk Send | Yes | Yes | Yes | Yes | Varies by plan |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |