HR request template

Conflict of interest declaration signing request template

A declaration in which an employee, contractor or board member discloses any actual, potential or perceived conflicts of interest and confirms it is accurate.

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What is a conflict of interest declaration?

A conflict of interest declaration asks a person to disclose any personal, financial or relationship interests that could influence, or appear to influence, how they carry out their role. It is a core part of good governance and helps an organisation manage risks before they cause harm. Capturing it as a signed record shows the disclosure was made and accepted on a specific date.

Boards, government suppliers and many businesses run declarations on a regular cycle or before key decisions and procurement. A signed declaration supports transparency and can be important if a decision is later questioned. It is a disclosure record, not a clearance, so the organisation still needs to assess and manage any conflict that is declared.

When to use a conflict of interest declaration

Onboarding a new employee, contractor or board member
Before a tender, procurement or supplier selection decision
Annual governance refresh for staff and directors
When a person takes on a new project, client or committee role

What to include in a conflict of interest declaration

Disclosure section: space to list any actual, potential or perceived conflicts, or a nil return
Relationships and interests: financial holdings, related parties, outside roles or directorships
Materiality: brief explanation of how each interest could affect the person's duties
Ongoing duty: a statement to update the declaration if circumstances change
Declaration and sign-off: confirmation the information is true and complete to their knowledge

Pros and cons of sending a conflict of interest declaration as a signing request

Pros

Collects a dated, signed declaration from each person via a private link
Tracks who has and has not completed their declaration
Reminders make annual or pre-decision declaration rounds easier to run
Completion receipt supports your governance and audit records

Cons and things to watch

A declaration only captures what the person chooses to disclose
It does not assess or resolve a conflict, only records it
Sensitive personal details should be stored and handled carefully
Does not replace governance or legal advice on managing conflicts

How to send a conflict of interest declaration with Cosign

Upload your declaration form and preview it to confirm the disclosure fields and nil-return option are clear
Add the employee, contractor or board member as the signer for this declaration
Set a 14-day expiry and add a password, as declarations can contain sensitive personal information
Send the private link and track completion, keeping the receipt for your governance records

Conflict of interest declaration request details

Email subject

Conflict of interest declaration

Default message

Please review and sign this conflict of interest declaration.

Signer setup

Employee, contractor, or board member

Suggested expiry

14 days

Button label

Submit declaration

Best fit

HR teams

Conflict of interest declaration FAQs

Are electronic signatures valid for a conflict of interest declaration in Australia?

Electronic signatures are generally recognised in Australia when the signer consents and is identifiable. For internal governance declarations they are commonly used. Confirm any rules in your own policy or constitution. This is general information, not legal advice.

What should someone do if they have no conflicts to declare?

They should still complete the declaration and record a nil return. This confirms they considered the question and had nothing to disclose, which is valuable for your records.

Is the declaration kept private and out of search engines?

Yes. Cosign delivers the declaration through a private link and does not publish or index it. Only the intended signer can open it.

How often should conflict of interest declarations be collected?

Many organisations collect them on onboarding, annually, and before significant decisions or procurements. The right frequency depends on your governance policy. Cosign's expiry and reminder features help you run each round.

Does a signed declaration remove the conflict?

No. Declaring a conflict records it but does not manage or resolve it. Your organisation still needs to assess each disclosure and decide on appropriate steps.