Before you close the Deal: Let us talk Disclosure Letters
Authored by: Lovejeet Singh (Partner, Corporate & Aviation) and Shivani (Senior Associate, General Corporate and Transactions)
In the bustle of due diligence and preparation of transaction documents, the ‘Disclosure Letter’ often gets overlooked and surfaces at the eleventh hour just prior to signing or closing. Why is it a problem when you are focused on negotiating your rights under the transaction documents? It is due to following:
When disclosures drop late, especially shortly before signing or closing, sellers typically lose their leverage to negotiate – there is little-to-no time to assess, clarify or renegotiate, which may lead to hasty acceptance of terms that may leave them exposed to liabilities post-closing.
A rushed Disclosure Letter increases the probability of errors, omissions, and contradictory representations, which can trigger indemnity claims and lawsuits.
Buyers rely on a Disclosure Letter to understand and validate disclosed issues, but when it is delivered late, they lack time to investigate and respond thoughtfully, undermining transparency and trust. A well-known pitfall in transactions is when a buyer discovers unknown liabilities, such as environmental issues or legal claims, that may not have been fully disclosed at the diligence stage – this increases the likelihood of renegotiation or walkaway.
Incomplete and unclear disclosures raise red flags, putting the integrity of the entire transaction at risk. In addition to triggering last-minute renegotiations as mentioned above, in cases where key issues are obscured - or recklessly downplayed - the deal may even fall apart completely.
In this Article, we analyse the concept, timeline and nuances of a ‘Disclosure Letter’ to highlight the key issues and subtle complexities which parties to a transaction should be conscious of.
What is a Disclosure Letter and why is it crucial?
To put simply, a Disclosure Letter is a document which qualifies or creates exceptions to the otherwise extensive representations and warranties (R&Ws) which are provided as part of transactions. Typically, it is provided by a seller at two stages – signing and closing. However, disclosures made at closing typically relate to issues arising between signing and closing – i.e., if a seller misses disclosing a non-compliance which existed at the time of signing, the buyer may not accept such disclosure after signing and resultantly, the seller will continue to be liable for all post-closing claims arising out of any related R&W given by it under the transaction document(s).
For a buyer, a Disclosure Letter serves as a preview of the risks and liabilities which it will ultimately assume as part of the transaction – typically covering information relating to inter alia contracts, legal disputes, claims and non-compliances which, for the buyer, can ultimately have an impact on the valuation as well as future operations and therefore, may trigger re-negotiation of the deal terms. On the other hand, for a seller, a Disclosure Letter serves to ring‑fence against potential future/ post-closing claims.
Key items in a Disclosure Letter
Introduction
The introductory section of a Disclosure Letter is as crucial as the special disclosures – the general disclosures usually form a part of the introductory part and at the same time, are as heavily negotiated as the specific disclosures. This section would, typically, also include a clause stating that the Disclosure Letter takes precedence in case of conflict with other transaction documents and representations regarding the information being provided being true and accurate.
Inclusion of documents/ information provided in the Data Room
One of the most contested and heavily negotiated parts of a Disclosure Letter includes as to whether or not the documents uploaded and disclosed in the data room (as part of due diligence exercise), would or would not form part of the disclosures. From a buyer’s perspective, agreeing to such clause can be a pandora’s box and a strong push back from the buyer can be anticipated. This is one of the terms which should be discussed and agreed at an early stage since it provides opportunities for both parties to assess the quality of data room created and then arrive at an informed and mutual decision.
Specific Disclosures
Specific disclosures are usually tied to the R&Ws which have been provided as part of the transaction. Therefore, a comprehensive and careful reading of the R&W schedule should be done. It is advisable to consult your legal advisors when in doubt. Buyers would usually include a provision in the Disclosure Letter stating that any disclosure will be treated as a disclosure against only the specific R&W against which such disclosure is made. Therefore, it is crucial to ensure that all such R&W which are impacted by a particular non-compliance/ fact, are clearly listed out while preparing the Disclosure Letter.
Annexures
While this is not required in all cases, in situations where any disclosure has extensive background and details that are material to it, such disclosures should be supplemented by supporting documents or correspondence that may be relevant for making such disclosure full and fair.
The right time to kick things off
Ideally, a seller’s cue regarding the matters/ issues which could be included in a Disclosure Letter, comes at the diligence stage itself. Therefore, for a seller, it is always advisable that the key employees from compliance team are actively involved at the diligence stage so that they can identify the gaps and in parallel, prepare a list of the matters which may need to be disclosed.
But why does it matter when you can burn the midnight oil for a couple of nights and deliver the letter? It does – last minute disclosures may erode your leverage to negotiate the letter thoroughly and can lead to acceptance of unreasonable risks merely to achieve closure. Even worse, if a buyer is displeased with a last-minute disclosure and the parties are unable to reach an agreement, it could jeopardize the entire deal and months of negotiation.
How specific should the disclosures be?
The thumb rule for preparing a disclosure is always err on the side of caution – no one really benefits from vague and unclear disclosure. If you have a doubt on whether an information should be disclosed in the letter, always go ahead and disclose it and let your legal advisors take it from there. That said, your external legal counsel would not have access to the information which your inhouse counsel and team would – therefore, it is essential to ensure a smooth flow of information and identifying and placing such employees/ officers to coordinate with your legal advisors, who are aware of the business and operations.
Best practices for drafting a Disclosure Letter
When in doubt, over include – not under: It is always better to include minor issues upfront than risk a cash drain with an indemnity dispute later.
Ensure clarity and completeness: A Disclosure Letter should communicate the exceptions clearly and legal jargon and complex drafting should be avoided. That said, a disclosure should be complete in all sense - an incomplete disclosure could potentially lead a party in a suit for misrepresentation and misleading the other party by hiding material facts.
Involvement of Legal Advisors: Always run the Disclosure Letter past legal advisors who draft such documents on a day-to-day basis and can anticipate and point out the gaps and potential legal risks.
Importance of Materiality and Knowledge Qualifiers
Materiality and knowledge qualifiers are very crucial negotiating tools which shape the seller’s obligations as well as the buyer’s protection. A materiality qualifier narrows the representation to only those matters deemed significant – as a buyer, it should be considered to define ‘materiality’ under the transaction document because financial thresholds or material adverse effect standard shields the sellers from liability for trivial/ immaterial issues. Further, a knowledge qualifier limits representations to what the seller knows (or, if agreed, should have known), with disputes usually arising from whether the scope includes ‘constructive knowledge’ or relates solely to senior personnel. Therefore, buyers must carefully negotiate definitions - such as whose knowledge matters, whether “should have known” is included in the definition - especially to avoid being left exposed to undisclosed liabilities hidden behind semantic qualifiers.
Our Two Cents
A Disclosure Letter is not merely a formality – it is the keystone of risk allocation in a deal. It crystallizes the boundary between what the buyer has acknowledged and what the seller still guarantees, ensuring neither side is blindsided post-closing. Done thoughtfully – i.e., with clarity, comprehensive substance, timely updates, and qualified by materiality and knowledge, a Disclosure Letter transforms potential deal-breaking surprises into manageable, transparent covenants. Conversely, a rushed or vague disclosure letter invites disputes, indemnity claims, and in worst-case scenarios, transaction collapse. In essence, a well-orchestrated disclosure letter could be your first - and often the best - defensive line in any transaction.
Disclaimer: The views and opinions expressed in this Article are those of the authors. This Article is for informational purposes only and does not constitute legal advice. Readers should consult their legal advisors regarding their specific facts and situation.
Chandhiok & Mahajan, Advocates and Solicitors - September 1 2025