Running a conflict check is a key part of doing business, especially for service-based professionals. It’s all about making sure a new project or client doesn’t clash with your existing commitments.
Having a solid email template on hand makes this process much smoother. It takes the guesswork out of what to say, so you can get the all-clear and move forward with confidence.
<template>
Subject: Conflict Check for New Client: [New Client Name]
Hi Team,
I’m writing to request a conflict check for a potential new client. Please review the following details to ensure there are no conflicts of interest before we proceed with the engagement.
Potential New Client: [Client's Full Name/Company Name]
Nature of Matter: [Briefly describe the project or legal matter]
Known Associated Parties: [List any other individuals, companies, or entities involved]
Please review your records and let me know by [Date or EOD] if you identify any potential conflicts. Your prompt review will help us move forward quickly.
Thanks,
[Your Name]
[Your Position]
[Your Company/Firm Name]
</template>
<template>
Subject: Conflict Check for New Matter: [Existing Client Name]
Hi Team,
We’re preparing to start a new project for an existing client, [Existing Client Name]. Before we begin, please conduct a conflict check to ensure this new matter doesn’t create any issues with our other commitments.
New Matter: [Briefly describe the new project or legal matter]
Known Opposing/Associated Parties: [List any individuals, companies, or entities involved in this specific matter]
Please review your records against the new matter details and let me know by [Date or EOD] if you find any potential conflicts. Your quick confirmation will help us get started on this new project without delay.
Thanks,
[Your Name]
[Your Position]
[Your Company/Firm Name]
</template>
<template>
Subject: Inquiry Regarding Potential Conflict: [Client/Matter Name]
Hi [Recipient Name],
I’m reaching out because our initial conflict check for [Client/Matter Name] has flagged a potential issue regarding [Name of Potentially Conflicting Party/Matter].
To help us determine if a true conflict exists, could you please provide some additional details about [Specific information needed, e.g., 'your relationship with this party' or 'the scope of the previous project']? Your input is key to clarifying the situation.
Please send over the information by [Date] so we can fully assess the matter and decide on the best way to move forward. Let me know if you have any immediate questions.
Thanks,
[Your Name]
[Your Position]
[Your Company/Firm Name]
</template>
<template>
Subject: Follow-Up on Conflict Resolution: [Client/Matter Name]
Hi [Recipient Name],
This email is to follow up on our discussion about the potential conflict involving [Client/Matter Name]. I’m writing to confirm the resolution we agreed upon.
Based on our conversation, we will proceed by [Clearly describe the agreed-upon resolution, e.g., 'implementing an ethical wall,' 'obtaining a waiver from the client,' or 'assigning a different team to the new matter']. This ensures we can move forward effectively while maintaining our professional standards.
Please reply to confirm this aligns with your understanding. Your confirmation will allow us to implement these steps immediately.
Thank you for your cooperation in resolving this.
[Your Name]
[Your Position]
[Your Company/Firm Name]
</template>
<template>
Subject: Request for Conflict Waiver: [Client/Matter Name]
Dear [Client Name],
We’re writing to you because a potential conflict of interest has arisen in connection with your matter, [Client/Matter Name]. Our commitment is to represent you with complete loyalty, so we want to be fully transparent and address this with you directly.
During our review process, we identified a potential conflict with another client. The situation is as follows: [Briefly describe the nature of the potential conflict, e.g., 'we represent another party in an unrelated matter'].
We have carefully assessed the circumstances and are confident that we can represent your interests without compromise. To ensure complete separation and confidentiality, we will implement measures such as [Explain the safeguards, e.g., 'assigning separate teams and creating an ethical wall'].
For us to continue representing you in this matter, professional conduct rules require us to obtain your written consent. We have attached a formal waiver document that explains the situation and confirms your agreement for us to proceed. Please review it at your convenience.
We are available to discuss this with you further and answer any questions you may have. Your trust is our priority, and we want to ensure you are comfortable moving forward.
Best regards,
[Your Name]
[Your Position]
[Your Company/Firm Name]
</template>
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With these templates, you can handle conflict checks efficiently and maintain clear communication. This simple step helps protect your business and keeps your projects on track.
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