The Consulting Engagement Letter is a crucial document used to formalize professional consulting relationships under Belgian law. It is typically employed when engaging external consultants or consulting firms for specific projects or ongoing professional services. The document encompasses essential elements required by Belgian commercial and contract law, including clear service definitions, fee structures, VAT considerations, and relevant regulatory compliance requirements. This letter-format agreement serves as a foundational document that outlines the parties' obligations, protects their interests, and ensures clarity in the business relationship while maintaining compliance with Belgian legal frameworks. The Consulting Engagement Letter is particularly important in the Belgian context where professional services relationships require clear documentation for tax, social security, and regulatory purposes.
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1. Letterhead and Date: Professional letterhead including consultant's business details, registration numbers, and date
2. Client Details: Full legal name and address of the client organization
3. Salutation: Professional greeting to the appropriate client representative
4. Introduction: Brief introduction confirming the intent to provide consulting services
5. Scope of Services: Detailed description of the consulting services to be provided
6. Term: Duration of the engagement, including start date and end date if applicable
7. Fees and Payment Terms: Consulting rates, payment schedule, and invoicing details including VAT considerations
8. Consultant's Obligations: Key commitments and responsibilities of the consultant
9. Client's Obligations: Essential responsibilities and commitments required from the client
10. Confidentiality: Basic confidentiality obligations for both parties
11. Intellectual Property: Ownership and usage rights of work products
12. Termination: Basic terms for ending the engagement
13. Acceptance: Signature blocks and acceptance terms
1. Travel and Expenses: Include when the engagement may require travel or significant expenses
2. Data Protection: Include when personal data processing is involved, detailing GDPR compliance
3. Non-Competition: Include when restricting consultant's work with competitors is necessary
4. Insurance: Include when specific insurance coverage requirements exist
5. Force Majeure: Include when need to address potential extraordinary circumstances
6. Subcontracting: Include when the consultant may need to engage other professionals
7. Limitation of Liability: Include when specific liability caps or limitations are needed
8. Dispute Resolution: Include when specific dispute resolution procedures are required
1. Schedule A - Detailed Service Description: Comprehensive breakdown of services, deliverables, and timelines
2. Schedule B - Fee Schedule: Detailed breakdown of fees, rates, and payment milestones
3. Schedule C - Key Personnel: List of key consultants and their roles when multiple team members are involved
4. Appendix 1 - Technical Requirements: Any technical specifications or requirements for the consulting work
5. Appendix 2 - Client Policies: Relevant client policies that consultant must adhere to
6. Appendix 3 - Compliance Requirements: Specific regulatory or industry compliance requirements
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