Engagement letter

This is the standard Vicinage engagement letter template. When we confirm your engagement, a version specific to your brief — with the actual scope, deliverables, fees, and timeline — is generated and sent to you for countersignature before field work begins. The template below shows the structure and standard terms.

Date: [Date of issue]

Ref: [Engagement ID]

Dear [Client name],

Thank you for engaging Vicinage. This letter sets out the agreed scope, deliverables, fees, and terms for your engagement. Please countersign below to confirm your acceptance. Field work will begin once this letter is countersigned and payment has been received.

1. Scope of engagement

Service: [Service type — e.g. Supplier Verification]

Subject: [Description of entity/property/individual to be verified]

Location: [Address or city]

Specific objectives:

• [Objective 1 as agreed in the brief]
• [Objective 2]
• [Additional objectives as applicable]

Any scope items not listed above are excluded. If additional scope is required after field work has commenced, this must be agreed in a written amendment.

2. Deliverables

We will deliver a structured written report containing:

• Executive summary and findings;
• Photographic and/or video evidence with GPS coordinates and timestamps;
• Supporting documents reviewed during the engagement;
• Risk assessment and observations (where applicable to the service type);
• Cryptographic hash of the final report for integrity verification.

The report will be delivered via the Vicinage client portal within [SLA] business days of the site visit.

3. Fees

Engagement fee: [Amount in USD / NGN]

Payment is due prior to commencement of field work. Accepted methods: [bank transfer / card / Paystack / Stripe as applicable]. Invoicing details will be provided separately.

The engagement fee is non-refundable once field work has commenced, except in the case of our material failure to deliver the agreed scope.

4. Timeline

• Countersignature deadline: [Date] — failure to countersign by this date will require re-confirmation of availability.
• Payment due: prior to field work commencement.
• Planned site visit: [Date or date range]
• Report delivery: within [SLA] business days of site visit.

5. Inspector assignment

We will assign a qualified inspector based on sector expertise and proximity to the engagement location. You will receive the inspector’s name and credentials before the site visit. The inspector acts solely as an agent of Vicinage and is bound by our confidentiality and quality obligations.

6. Confidentiality

Both parties agree to keep this engagement letter, the report, and all associated information confidential. You may share the report with your own advisers and stakeholders on a need-to-know basis but may not publish it or share it with the subject of the investigation without our written consent.

7. Limitations

Our findings reflect the observable facts at the time of the site visit. We do not provide legal, investment, or audit opinions. We cannot guarantee the accuracy of third-party documents reviewed and recommend independent legal verification of critical documents such as title deeds and company registrations.

Our total liability for this engagement is capped at the engagement fee paid.

8. Governing law

This letter is governed by Nigerian law. Any dispute shall be resolved by arbitration in Lagos, Nigeria under the Lagos Court of Arbitration rules.

Questions about engagement letters? hello@vicinage.ng