The Client Transfer Letter is a critical document used in the Netherlands when transitioning client relationships between service providers. It's particularly relevant in scenarios such as business acquisitions, reorganizations, retirement of professionals, or strategic partnerships. The document must comply with Dutch civil law, including the Burgerlijk Wetboek (Dutch Civil Code), GDPR requirements, and sector-specific regulations. The letter serves multiple purposes: it formally notifies clients of the change, ensures regulatory compliance, maintains service continuity, and protects both the service providers' and clients' interests. It typically includes information about the transfer timing, data handling procedures, service continuity assurances, and any required client actions or consents.
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1. Letterhead and Date: Current date and outgoing party's letterhead details
2. Client Address Block: Full name and address of the client
3. Subject Line: Clear indication that this is regarding a transfer of services
4. Salutation: Professional greeting to the client
5. Introduction: Brief introduction identifying the current service provider and the purpose of the letter
6. Transfer Details: Information about who services are being transferred to and when
7. Reason for Transfer: Brief explanation of why the transfer is occurring
8. Impact on Services: Explanation of how this affects current services and any changes the client should be aware of
9. Data Protection Statement: Information about how client data will be handled during the transfer
10. Next Steps: Clear outline of what the client needs to do (if anything) and what will happen next
11. Contact Information: Details of who to contact with questions about the transfer
12. Closing: Professional closing and signature block
1. Fee Structure Changes: Include if there will be any changes to current fee arrangements
2. Service Level Commitments: Include if there are any changes to service levels or service commitments
3. Transition Period Details: Include if there will be a transition period with specific arrangements
4. Regulatory Notifications: Include if there are specific regulatory requirements to notify about
5. Client Consent Request: Include if explicit client consent is required for the transfer
6. Objection Process: Include if clients have the right to object to the transfer
1. Schedule of Services: Detailed list of services being transferred
2. Data Processing Appendix: Details of how personal data will be handled during and after the transfer
3. Timeline Appendix: Detailed timeline of the transfer process and key dates
4. New Service Provider Information: Background information about the new service provider
5. Frequently Asked Questions: Document addressing common client questions about the transfer
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