The Confirmation Of Relationship Letter is a crucial business document used in Belgian commercial practice to formally acknowledge and document existing business relationships between parties. It serves multiple purposes, including clarifying the nature of business arrangements, supporting regulatory compliance, and providing evidence of business relationships for administrative or legal purposes. This document is particularly valuable in Belgium's business environment, where clear documentation of commercial relationships is essential for tax, social security, and regulatory compliance. The letter typically confirms details such as the relationship's nature, duration, key terms, and any specific arrangements, while ensuring alignment with Belgian legal requirements and business practices. It's commonly used when parties need to formalize their existing relationship without creating a full contract, or when documentation of a business relationship is required for third parties such as banks, government authorities, or auditors.
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1. Letter Header: Date, recipient's name and address, and reference number if applicable
2. Salutation: Formal greeting to the recipient
3. Introduction: Brief statement identifying the writer and the purpose of the letter
4. Relationship Description: Clear statement of the nature of the relationship between the parties, including start date and key characteristics
5. Key Terms: Summary of main terms or conditions that define the relationship
6. Confirmation Request: Request for the recipient to confirm their agreement with the described relationship
7. Closing: Professional closing statement, signature block, and company details
1. Confidentiality Statement: Include when the relationship involves sensitive information or trade secrets
2. Regulatory Compliance: Add when the relationship is subject to specific regulatory requirements or oversight
3. Term and Termination: Include when the relationship has a specific duration or special termination provisions
4. Financial Arrangements: Add when there are specific financial terms or compensation arrangements to be documented
5. Intellectual Property Rights: Include when the relationship involves creation or use of intellectual property
6. Data Protection Notice: Add when personal data processing is part of the relationship (GDPR compliance)
1. Schedule of Services: Detailed list of services or activities covered by the relationship
2. Contact Details: List of key contacts and their roles from both parties
3. Compliance Requirements: Specific regulatory or compliance obligations relevant to the relationship
4. Rate Card: If applicable, detailed breakdown of rates, fees, or compensation structure
5. Required Certifications: Copies of relevant certifications or qualifications
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