The Client Engagement Letter is a crucial document used to initiate and formalize professional service relationships under Swiss law. It is typically employed at the beginning of a new client relationship or when commencing a new project with an existing client. The document comprehensively outlines the scope of services, delivery expectations, fee arrangements, and key terms while ensuring compliance with Swiss regulatory requirements, including the Swiss Code of Obligations, data protection laws, and sector-specific regulations. The letter serves multiple purposes: it clarifies expectations, provides legal protection for both parties, establishes clear communication channels, and demonstrates regulatory compliance. For regulated industries, it includes mandatory disclosures and specific terms required by Swiss regulatory authorities.
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1. Date and Address Block: Formal business letter heading with date and client's complete contact details
2. Greeting and Introduction: Professional salutation and brief introduction expressing appreciation for choosing the firm
3. Purpose of Engagement: Clear statement of the purpose of the engagement and confirmation of instructions received from the client
4. Scope of Services: Detailed description of services to be provided, including any specific limitations or exclusions
5. Team and Key Contacts: Introduction of key team members who will be responsible for service delivery
6. Fees and Payment Terms: Clear explanation of fee structure, billing arrangements, and payment terms
7. Timeline and Deliverables: Expected timelines, key milestones, and deliverables
8. Client Responsibilities: Outline of what is expected from the client to facilitate service delivery
9. Confidentiality: Commitment to maintaining client confidentiality and handling sensitive information
10. Terms and Conditions: Reference to applicable terms and conditions, including liability limitations
11. Acceptance and Confirmation: Instructions for confirming acceptance of the engagement terms
12. Closing and Signature: Professional closing, signature block, and firm details
1. Regulatory Disclosures: Required for regulated services such as financial advisory or legal services, including relevant licensing and regulatory information
2. Conflict of Interest Statement: Declaration of any potential conflicts of interest, used when relevant to the engagement
3. Data Protection Notice: Detailed information about data handling practices, particularly important for engagements involving sensitive personal data
4. Anti-Money Laundering Procedures: Required for financial services or when AML regulations apply
5. Insurance Coverage: Details of professional indemnity insurance, particularly relevant for high-value or high-risk engagements
6. Subcontractor Information: Include when parts of the service will be delegated to third parties
7. International Services Notice: Required when services cross international borders or involve multiple jurisdictions
1. Schedule 1: Detailed Scope of Work: Comprehensive breakdown of services, methodologies, and specific deliverables
2. Schedule 2: Fee Schedule: Detailed breakdown of fees, rates, and charging structures
3. Schedule 3: General Terms and Conditions: Complete set of standard terms and conditions governing the engagement
4. Appendix A: Team Profiles: Detailed information about key team members and their qualifications
5. Appendix B: Service Level Agreement: Specific performance metrics and service standards
6. Appendix C: Data Processing Agreement: Detailed terms for handling personal data in compliance with Swiss data protection laws
7. Appendix D: Required Forms: Any regulatory or compliance forms that need to be completed by the client
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