Client Engagement Letter Template for Netherlands

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Key Requirements PROMPT example:

Client Engagement Letter

"I need a Client Engagement Letter for our Amsterdam-based IT consulting firm to provide cloud migration services to a German client, starting March 2025, including cross-border data transfer provisions and specific information security requirements."

Document background
The Client Engagement Letter is a fundamental document used in the Netherlands to formally establish and define professional service relationships. It serves as the primary agreement between service providers and their clients, incorporating essential elements required under Dutch law and professional regulations. This document is typically used at the commencement of a new professional engagement or when significantly modifying existing service arrangements. The letter must comply with Dutch Civil Code requirements, professional standards, and EU regulations such as GDPR. It includes crucial information about service scope, fees, team structure, confidentiality, data protection, liability limitations, and termination provisions. The Client Engagement Letter's format and content are designed to provide clarity while ensuring legal compliance and protecting both parties' interests in the Dutch legal context.
Suggested Sections

1. Letterhead and Date: Professional letterhead including firm details, registration numbers, and date

2. Client Details: Full name and address of the client organization or individual

3. Introduction: Brief introduction confirming the engagement discussion and purpose of the letter

4. Scope of Services: Detailed description of services to be provided, including specific deliverables and any limitations

5. Team and Responsibilities: Key team members, their roles, and primary contact persons

6. Fees and Payment Terms: Detailed fee structure, billing arrangements, and payment terms

7. Timeline: Expected duration, key milestones, and delivery schedules

8. Confidentiality: Confidentiality obligations and handling of sensitive information

9. Data Protection: GDPR compliance details and data handling procedures

10. Professional Standards: Reference to applicable professional standards and codes of conduct

11. Liability and Insurance: Limitation of liability clauses and professional insurance coverage

12. Termination Provisions: Conditions and procedures for ending the engagement

13. Acceptance: Signature blocks and instructions for accepting the engagement

Optional Sections

1. Conflict of Interest Statement: Required when there are potential conflicts that need to be disclosed and addressed

2. Anti-Money Laundering Procedures: Required for regulated professions subject to Wwft requirements

3. Intellectual Property Rights: Needed when the services involve creation of intellectual property

4. Use of Third-Party Services: Required when subcontractors or external specialists may be involved

5. International Services: Needed when services extend beyond the Netherlands

6. Client References: Optional section regarding use of client name for references

7. Force Majeure: Additional protections for extraordinary circumstances

8. Alternative Dispute Resolution: Optional mediation or arbitration provisions

Suggested Schedules

1. Fee Schedule: Detailed breakdown of fees, rates, and charging structures

2. Service Description: Detailed technical or specialized description of services if too lengthy for main letter

3. Team Profiles: Detailed information about key team members and their qualifications

4. General Terms and Conditions: Firm's standard terms and conditions referenced in the letter

5. Data Processing Agreement: Required GDPR documentation if personal data processing is involved

6. Project Timeline: Detailed project schedule and milestones if applicable

7. Required Forms: Client intake forms, KYC documentation, or other required paperwork

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions
Relevant Industries

Legal Services

Consulting

Accounting and Financial Services

IT Services

Marketing and Communications

Business Advisory

Engineering Services

Architecture

Healthcare Services

Education and Training

Human Resources

Environmental Services

Real Estate Services

Research and Development

Relevant Teams

Legal

Procurement

Finance

Compliance

Operations

Business Development

Client Relations

Risk Management

Professional Services

Contract Management

Project Management

Relevant Roles

Managing Partner

Legal Counsel

Chief Financial Officer

Procurement Manager

Project Manager

Account Director

Compliance Officer

Risk Manager

Business Development Director

Operations Manager

Department Head

Senior Consultant

Client Relations Manager

Contract Manager

Professional Services Director

General Counsel

Finance Director

Managing Director

Industries
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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