The Evergreen Engagement Letter is designed for professional service providers operating under Irish law who seek to establish ongoing, indefinite-term relationships with their clients. This document type is particularly useful when services are expected to continue without a fixed end date, requiring regular or periodic delivery of professional services. It includes essential elements such as scope definition, fee structures, quality standards, and termination mechanisms, while ensuring compliance with Irish regulatory requirements and GDPR. The evergreen nature of the engagement requires careful consideration of pricing adjustment mechanisms, service evolution provisions, and flexible termination options. This format is commonly used by professional service firms, consultants, and advisors who provide ongoing services to their clients, offering both parties the security of a formal engagement while maintaining flexibility for long-term collaboration.
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1. Letterhead and Date: Professional header including firm details, registration numbers, and date of the letter
2. Client Details: Full legal name and address of the client
3. Salutation: Professional greeting to the appropriate client contact
4. Introduction: Opening paragraph expressing appreciation and confirming the intention to provide services
5. Scope of Services: Detailed description of the services to be provided on an ongoing basis
6. Professional Fees: Fee structure, billing arrangements, and payment terms
7. Service Standards: Commitment to quality and professional standards
8. Communication Protocol: How and when communications will occur between parties
9. Termination Provisions: Process and conditions for terminating the evergreen arrangement
10. Confidentiality: Obligations regarding confidential information handling
11. Data Protection: GDPR compliance and data handling procedures
12. Professional Liability: Extent and limitations of professional liability
13. Closing and Signatures: Formal closing, signature blocks, and acceptance provisions
1. Conflict Resolution: Include when specific dispute resolution procedures are required beyond standard legal processes
2. Team Structure: Include when multiple team members will be involved in service delivery
3. Service Level Agreements: Include when specific performance metrics need to be maintained
4. Regulatory Compliance: Include when services involve regulated activities requiring specific compliance measures
5. Insurance Coverage: Include when specific insurance requirements need to be detailed
6. Intellectual Property: Include when services might involve creation or use of intellectual property
7. Force Majeure: Include when specific provisions for unforeseen circumstances are necessary
1. Fee Schedule: Detailed breakdown of fees, rates, and payment terms
2. Service Specifications: Detailed technical or operational aspects of the services
3. Key Personnel: List of key team members and their roles
4. Data Processing Agreement: GDPR-compliant data processing terms and procedures
5. Compliance Requirements: Specific regulatory or industry compliance requirements
6. Standard Terms and Conditions: Firm's standard terms and conditions referenced in the main letter
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