What is the conflict of interest declaration form template?
Most conflict of interest policies ask people to declare interests when they join, whenever something changes, and often once a year. Collecting those declarations by email or paper makes them hard to track. This template gives everyone the same form, and gives compliance a signed PDF for each one.
People with nothing to declare can finish in a couple of minutes: a short note explains what counts as a conflict, they answer No, and sign. A Yes opens the detail: the kind of interest — financial, outside work, family, a relationship in the reporting line, public roles or involvement in a decision — the organisation or person involved, a description, value and start date, how it could affect their work, and how they suggest managing it.
Declarations are saved as signed PDFs in your FileIt vault, making it easy to keep a register and show that declarations were collected.
- Best for
- HR, compliance and company secretaries; boards of companies, charities and public bodies
- Filled in by
- Employees, directors, trustees, contractors or volunteers
- Time to complete
- 2 minutes with nothing to declare; about 10 with an interest
- Includes
- Declaration reason, a nothing-to-declare path, interest types, impact and mitigation, and a signature
Who uses a conflict of interest declaration form?
- Annual declarations across the whole organisation
- New joiners and board appointees declaring interests on arrival
- Staff declaring a new interest mid-year
- Procurement panels confirming independence before a tender
- Charity trustees completing a register of interests
- Recruitment panels declaring relationships with candidates
Questions on this conflict of interest declaration form
20 questions over 3 pages · includes signature, file upload, conditional questions, multiple pages, consent checkbox.
1 About you
- Your name*
- Work email*
- Job title*
- Department or team
- Line manager
- Your position* Employee · Director or board member · Trustee · Contractor or consultant · Volunteer
- Why are you completing this declaration?* Annual declaration · New joiner or appointment · A new interest has arisen · A change to an interest I declared before
2 Your interests
- Do you have any interest to declare?*
- What kind of interest is it?* asked only when it applies Shareholding or financial interest in a supplier, customer or competitor · Outside employment, consultancy or directorship · A family member or close friend works for, or does business with, the organisation · A personal relationship with someone in my reporting line · Political, public or charity role · Involvement in a decision or tender where I have a personal interest
- Organisation or person involved* asked only when it applies
- Describe the interest* asked only when it applies
- Approximate financial value, if any asked only when it applies
- Since when? asked only when it applies
- How could it affect your work?* asked only when it applies
- What do you suggest to manage it? asked only when it applies
- Have you discussed it with your manager? asked only when it applies
- Supporting documents (optional) asked only when it applies
3 Declaration
- Declaration*
- Signature*
- Date*
The conflict of interest declaration form, page by page
1 About you
Name, work email, job title, department, line manager, position (employee, director, trustee, contractor or volunteer) and why they're declaring — annually, on joining, for a new interest or a change.
2 Your interests
A short explanation of what a conflict of interest is, then a required yes/no. On a yes: the type of interest, the organisation or person involved, a required description, approximate value and start date, how it could affect their work, a suggested way to manage it, whether it has been discussed with their manager, and an optional document upload.
3 Declaration
A statement that the declaration is complete and that the person will update it if circumstances change, a signature and date.
Make the template yours
- Add your policy's own definition of a conflict and link to the policy in the guidance text
- Rename positions to match your organisation, such as governor or council member
- Add a manager review section on a separate copy of the form
- Route declarations into a compliance folder in the vault
- Set a close date for annual declaration rounds
- Add the company secretary as a notification email
Tips for a better conflict of interest declaration form
- Send the form to everyone at once for annual rounds and use the Responses table to see who's done it
- Encourage people to declare when in doubt — an unnecessary declaration costs little
- Review mitigation suggestions with the person's manager rather than filing them away
- Ask for an updated declaration whenever someone changes role
Every response becomes a PDF in your vault
Each declaration is saved as a signed PDF in the vault folder you choose and the account owner is notified. With a respondent copy on, the person receives their own signed PDF.
Compliance or HR typically review declarations with interests, agree any management steps and record them in the register. Exporting the Responses table to CSV gives a quick view of who has declared.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Conflict of interest declaration form: frequently asked questions
Is this conflict of interest template free?
Yes. It's included with FileIt's Forms app on every plan, including free.
What if someone has nothing to declare?
They answer No and go straight to the declaration and signature, which records that nothing was declared.
Can more than one interest be declared?
The form captures one interest in detail. People with several can describe them all in the description box or submit the form again.
Is this the same as a gifts register?
No. Gifts and hospitality are usually recorded separately — see the gifts and hospitality declaration template.
Can I send it to the board?
Yes. Send it by email to each director or share a link.
Do people need an account?
No, they can complete and sign it from the link.