Undertakings must be in writing and blind-copied to undertakings@keystonelaw.co.uk. Where there is no alternative to giving an oral undertaking, it should be followed up by a written confirmation as soon as possible.
Undertakings may only be given by solicitors with a minimum 3 years' PQE.
Bespoke Undertakings (see below) require client authority in the form of a signed Undertaking Request.
Bespoke Undertakings (see below) require approval from undertakings@keystonelaw.co.uk.
Undertakings should state any time limit during which the relevant action must be performed. Where there is no time limit, then the rules state that the undertaking must be performed within a reasonable period. Such uncertainty is not desirable.
Our undertaking templates should be used with as little amendment as possible and you must always ensure that all boilerplate language is included. Ideally an undertaking should be given by way of a separate letter or document rather than in the body of an email.
Where an undertaking relates to the transmission of funds, then the destination sort code and account details must be included in the undertaking.
The drafting of an undertaking must be entirely precise: we cannot undertake to do something not absolutely and wholly within our control. If the undertaking is in some way conditional, then the condition must be entirely clear (e.g. the receipt at a given address, by a given person of a signed and dated original of a given document).
Once an undertaking has been issued, and until it has been released in writing by its addressee, any asset or funds subject to it must be held in our Client Accounts. Undertakings can be used to hold documents. If so, you may wish to arrange for original documents to be kept in the safe at Central Office.
Confirmation as to the release of an undertaking must be sent to undertakings@keystonelaw.co.uk with supporting documentation.
If an undertaking expires by itself for any reason (e.g. it was expressed to be time-limited), you should advise undertakings@keystonelaw.co.uk on its expiry.
You will receive an email notification from undertakings@keystonelaw.co.uk upon the receipt of: your request for undertakings approval, the issued undertaking, a release of the undertaking or a change to the undertaking. You will also receive an undertaking statement of all undertakings which are due for release.