The Client Confirmation Letter is a essential business document used in New Zealand to formalize professional engagements and ensure clarity in business relationships. This document is typically issued following initial discussions or proposals and serves to confirm the agreed terms of service, pricing, and delivery expectations. The letter needs to comply with New Zealand's legal framework, including the Contract and Commercial Law Act 2017, Fair Trading Act 1986, and any sector-specific regulations. A Client Confirmation Letter is particularly important in professional services, financial advisory, and consulting arrangements, where it helps establish clear expectations and can serve as a reference point for the engagement's scope and terms. It also provides necessary disclosures and helps demonstrate compliance with regulatory requirements, making it a crucial tool for risk management and professional practice.
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1. Letterhead and Date: Company letterhead including business details, registration numbers, and current date
2. Client Details: Full name and address of the client
3. Reference Line: Clear reference to previous discussions or meetings and the purpose of the letter
4. Service Confirmation: Detailed description of the agreed services, scope, and any specific deliverables
5. Commercial Terms: Fees, charges, payment terms, and payment methods
6. Timeline: Expected commencement date, duration, and any key milestones or deadlines
7. Key Contacts: Names and contact details of key personnel responsible for service delivery
8. Next Steps: Clear outline of what happens next and any actions required from the client
9. Signature Block: Space for authorized signatory, including name and position
1. Regulatory Disclosures: Required when providing regulated services, including financial adviser disclosures or professional registrations
2. Service Level Agreements: Include when specific performance metrics or service levels have been agreed upon
3. Conflict of Interest Declaration: Required when there are potential conflicts that need to be disclosed
4. Privacy Statement: Include when collecting or handling personal information, outlining compliance with Privacy Act 2020
5. Dispute Resolution Process: Include for regulated services or when specific complaint handling procedures are required
6. Terms and Conditions Reference: Include when referring to standard terms and conditions that apply to the service
1. Fee Schedule: Detailed breakdown of fees and charges when the fee structure is complex
2. Service Specification: Detailed description of services when the scope is complex or requires technical specification
3. Key Personnel: List of team members and their roles when multiple people are involved in service delivery
4. Compliance Certificates: Copies of relevant professional certifications or registrations when required by regulation
Relevant legal definitions
Clauses
Relevant Industries
Professional Services
Financial Services
Legal Services
Management Consulting
Information Technology
Business Advisory
Accounting
Healthcare
Real Estate
Engineering
Architecture
Education and Training
Relevant Teams
Legal
Compliance
Business Development
Client Services
Operations
Sales
Account Management
Professional Services
Risk Management
Customer Success
Relevant Roles
Managing Director
Partner
Business Development Manager
Account Manager
Client Services Director
Engagement Manager
Professional Services Manager
Legal Counsel
Compliance Officer
Financial Adviser
Business Consultant
Project Manager
Operations Manager
Sales Director
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