Key takeaways
- A conflict of interest form is a declaration by an employee or evaluator of any personal, financial or family interest that could affect a purchasing decision.
- Collect it at hire, every year, and before every sourcing event with an evaluation panel.
- A declared interest leads to a decision: no action, a limit on involvement or removal from the decision.
- Keep records. They protect the person and the company.
Free PDF and Excel: Conflict of interest declaration and register. Get it below
What the form is
A conflict of interest form is a written declaration in which a person discloses any relationship or interest that could influence, or appear to influence, their decisions in a procurement.
Procurement staff, evaluators and approvers have power over who wins business. A conflict can be financial, such as shares in a bidder, or personal, such as a relative who works for one. Even the appearance of a conflict can taint a tender.
Before a tender evaluation, each of the five panel members signs a declaration. One discloses that her brother-in-law is a director of a bidder. The head of procurement removes her from the panel for that tender and records the decision. The tender stands up to a later challenge because the process was clean.
| Field | What goes in it | Why it matters |
|---|---|---|
| Name, role, department | Who is declaring. | Identifies the person. |
| Event or period | The tender or year covered. | Scope. |
| Financial interests | Shares, loans, directorships in suppliers or bidders. | Direct conflicts. |
| Family and close relationships | Relatives or partners who work for or own suppliers. | Indirect conflicts. |
| Gifts and hospitality | Items received above a limit. | Influence. |
| Outside work | Paid roles with suppliers. | Loyalty. |
| Declaration and signature | A statement of truth and a duty to update. | Accountability. |
What happens next
| Outcome | When used |
|---|---|
| No action | The interest is remote or trivial |
| Limited role | The person steps back from specific decisions |
| Removal | The conflict is direct |
| Independent review | The case is unclear |
Your supplier side has its own parallel rules, see the vendor code in the site's procurement glossary for definitions.
- Forms collected at hire and each year.
- Collected before every panel evaluation.
- Declared interests are reviewed by someone independent.
- Decisions are recorded.
- Staff know how to update a declaration.
- Forms are kept for the retention period.
Last checked: 19 October 2026. General governance practice. Public bodies may have statutory rules.
Free PDF and Excel
Conflict of interest declaration and register
A declaration form for procurement staff and a register for decisions taken on declared interests.
- Declaration form
- Decision options table
- Annual process list
- Excel register
Frequently asked questions
What is a conflict of interest form?
A written declaration of any interest that could affect a purchasing decision.
When should staff complete one?
At joining, annually, and before each tender evaluation.
What counts as a conflict of interest?
A financial, family or other relationship that could influence or appear to influence a decision.
What happens if a conflict is declared?
The organisation decides on no action, a limit on involvement or removal from the process.
Is declaring a conflict an admission of misconduct?
No. Failing to declare one is the issue.