Conflict of Interest Declaration Form Template
Give employees and board members a clear way to disclose conflicts — and give your organization a clean record.
Undisclosed conflicts of interest create governance risks and, in regulated industries, legal exposure. This form gives organizations a formal process for annual disclosure and for one-off declarations when a conflict arises unexpectedly.
The template covers the declarant's name and role, the nature of the potential conflict, the parties involved, the specific decisions or transactions where the conflict might affect judgment, any financial interests, and a statement of how the conflict will be managed (recusal, disclosure to the board, etc.).
A consistent disclosure process demonstrates organizational integrity. When conflicts are surfaced and managed proactively — not discovered after the fact — trust is maintained.
Any situation where a personal, financial, or professional relationship could influence — or appear to influence — an individual's decisions in their organizational role. This includes relationships with vendors, competitors, or organizations that your company does business with.
Annually for all relevant employees and board members, and additionally any time a new potential conflict arises. Many organizations require declarations at onboarding and again at the start of each year.
Review by the appropriate authority (board, ethics committee, or supervisor), a documented decision on how the conflict will be managed, and if necessary, recusal from relevant decisions. Document the process and the outcome.
No — disclosure requires identification. The value of the process depends on named accountability. However, ensure the review process treats disclosures with appropriate confidentiality.
At minimum: board members, executives, procurement decision-makers, and anyone who influences vendor selection or contract decisions. Some organizations extend requirements to all employees — check your industry's governance standards.
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