5 Great Conflict Check Email Templates To Copy & Paste

Navigating potential conflicts of interest requires clear and professional communication. A well-crafted conflict check email is your first line of defense, setting the right tone from the start.

Having a go-to template takes the guesswork out of the equation. It helps you communicate with clarity and confidence every time.

Tips for Writing Conflict Check Emails

• Be direct and specific. Your subject line should immediately signal the email's intent—think "Conflict Check: [Matter Name/Client Name]". In the body, get straight to the point. State that you're performing a conflict check and list all relevant parties and the nature of the matter clearly.
• Provide just enough context. Give all the necessary names and a brief, neutral description of the engagement. You want to provide enough information for an accurate check without disclosing sensitive or confidential details prematurely. It's a balancing act, but clarity is key.
• Set clear expectations for a response. Don't leave the recipient guessing what you need. Explicitly ask for a confirmation. For example, "Please reply by [Date/Time] to confirm whether or not a conflict exists." This creates a clear action item and timeline.
• Keep it clean and simple. A conflict check email is a functional tool, not a novel. Use short sentences, bullet points for lists of names, and a professional but straightforward tone. A clean layout makes the information easier to process, leading to a faster, more accurate response.

Types of Conflict Check Email Templates We Will Cover

1. New Client Conflict Check Email Template
2. Existing Client Conflict Check Email Template
3. Potential Conflict Inquiry Email Template
4. Conflict Resolution Follow-Up Email Template
5. Conflict Waiver Request Email Template

5 Conflict Check Email Templates

1) New Client Conflict Check Email Template

<template>

Subject: Conflict Check for New Client: [Client Name/Matter Name]

Dear [Recipient Name or Team],

This email is to request a conflict of interest check for a potential new client. To ensure we can proceed with this engagement, please review the information below against our firm's records.

Here are the details for the check:

• Prospective Client: [Full Name of New Client]
• Nature of Matter: [Brief, neutral description of the legal matter or project]
• Known Adverse Parties: [List all known adverse parties, or "None known"]
• Other Relevant Parties: [List any other associated individuals or entities, e.g., witnesses, corporate affiliates]

Please review these details and reply by [Date/Time] to confirm whether a conflict exists. A simple confirmation of "no conflict" or a brief description of any potential issues is all that is needed.

Thank you for your prompt attention to this.

Best regards,

[Your Name]

[Your Position]

[Your Law Firm/Company Name]

</template>

2) Existing Client Conflict Check Email Template

<template>

Subject: Conflict Check for New Matter: [Existing Client Name] - [Matter Name]

Dear [Recipient Name or Team],

We are opening a new matter for our existing client, [Existing Client Name]. To ensure there are no conflicts with our other commitments, please perform a conflict check using the details provided below.

Here is the information for the new matter:

• Client: [Full Name of Existing Client]
• New Matter: [Brief, neutral description of the new matter]
• Known Adverse Parties in New Matter: [List all known adverse parties, or "None known"]
• Other Relevant Parties: [List any other associated individuals or entities]

Please review these details and reply by [Date/Time] to confirm whether any conflict exists. A quick confirmation is all we need to proceed.

Thank you for your attention to this.

Best regards,

[Your Name]

[Your Position]

[Your Law Firm/Company Name]

</template>

3) Potential Conflict Inquiry Email Template

<template>

Subject: Inquiry Regarding Potential Conflict: [Matter/Client Name]

Dear [Recipient Name],

Our initial conflict check for the [Matter/Client Name] matter has flagged a potential issue that requires your attention. We are writing to gather more information to determine if an actual conflict of interest exists.

The system has identified a potential conflict with [Name of Potentially Conflicting Party or Matter]. To help us assess the situation accurately, could you please provide clarification on the following:

• [Specific question about the potential conflict, e.g., "What was the nature and duration of our firm's prior engagement with this party?"]
• [Another specific question, e.g., "Can you confirm the relationship between [Potentially Conflicting Party] and the adverse party in our current matter, [Adverse Party Name]?"]

Your insights are crucial for us to make an informed decision and ensure we are proceeding correctly.

Please review this and provide the requested details by [Date/Time]. This will allow us to resolve the inquiry promptly.

Thank you for your help.

Best regards,

[Your Name]

[Your Position]

[Your Law Firm/Company Name]

</template>

4) Conflict Resolution Follow-Up Email Template

<template>

Subject: Follow-Up on Conflict Resolution: [Matter/Client Name]

Dear [Recipient Name],

This email is to formally document the resolution of the conflict of interest identified in the [Matter/Client Name] matter. We are confirming the steps we have agreed upon to move forward.

Following our discussion, we have implemented the following solution to resolve the issue concerning [Name of Conflicting Party/Matter]:

[Clearly describe the agreed-upon resolution, e.g., "An ethical wall has been established," "We have received a signed waiver from the client," or "The firm will be declining representation for the conflicting matter."]

With these measures now in place, we are cleared to proceed. We will resume our work on this matter effective immediately.

Please reply to this email to confirm your understanding and agreement with this resolution. This will ensure our records are accurate and complete.

Thank you for your cooperation in resolving this swiftly.

Best regards,

[Your Name]

[Your Position]

[Your Law Firm/Company Name]

</template>

5) Conflict Waiver Request Email Template

<template>

Subject: Action Required: Conflict of Interest Waiver for [Matter Name]

Dear [Client Name],

We are writing to you today to ensure complete transparency regarding your [Matter Name] matter. Our standard conflict check has identified a potential conflict of interest that requires your attention before we can proceed.

The potential conflict arises because our firm also represents [Name of Other Client or a general description, e.g., "another client in an unrelated matter"]. We have carefully reviewed the circumstances and are confident that our representation of you will not be compromised. The matters are sufficiently distinct, and we have safeguards in place to protect your confidential information.

To comply with our professional responsibilities and continue as your counsel, we need your informed consent in writing. We have attached a formal conflict waiver document that explains the situation in detail. It confirms you understand the potential conflict and consent to our continued representation.

Please review the attached document. If you agree, please sign and return it to us by [Date]. We are, of course, available to discuss this with you and answer any questions you may have.

Thank you for your understanding and prompt attention to this.

Best regards,

[Your Name]

[Your Position]

[Your Law Firm/Company Name]

</template>

What About Using Flodesk?

Once you have your conflict check email templates ready, you need a reliable way to send and manage them. Flodesk offers intuitive email marketing tools for small businesses, helping you communicate with clients and grow your list. Our platform lets you create, send, and automate emails without needing any coding or design skills, allowing you to focus on your work.

With a straightforward email builder, effective automations, and well-designed forms, Flodesk gives you the tools for clear email communication. Our platform is built to help you send professional emails in a simple way, giving you everything you need without the usual complexity.

Wrapping Up

Clear conflict check templates are fundamental to professional communication, ensuring you handle every inquiry with precision. These templates provide a reliable foundation for protecting your practice and maintaining client trust.

Flodesk gives you the tools to put these templates into action. Sign up to streamline your client communications.