Client Disengagement / Withdrawal Letter

CLIENT DISENGAGEMENT / WITHDRAWAL LETTER

Table of Contents

1. Letter Header
2. Notice of Withdrawal
3. Reason for Withdrawal
4. Effective Date and Transition Period
5. Pending Deadlines and Court Dates
6. Return of Client File and Property
7. Financial Accounting
8. Recommendation to Obtain New Counsel
9. Post-Withdrawal Obligations
10. Signature Block
11. Acknowledgment of Receipt

1. Letter Header

Date: [__/__/____]

SENT VIA: ☐ Certified Mail, Return Receipt Requested ☐ Email (with read receipt) ☐ Hand Delivery ☐ Regular Mail

TO:

[Client Name]
[Client Address]
[City, State, ZIP]

RE: Termination of Attorney-Client Relationship
Matter: [________________________________]
Case No. (if applicable): [________________________________]

FROM:

[Attorney Name]
[Firm Name]
[Firm Address]
[Phone / Email]
[Bar Number]

2. Notice of Withdrawal

Dear [Client Name]:

This letter is to formally notify you that [Firm Name / Attorney Name] is withdrawing from representation in the above-referenced matter, effective [__/__/____].

☐ This withdrawal is at the firm's initiative.
☐ This withdrawal is at the client's request.
☐ This withdrawal is by mutual agreement.
☐ The representation has concluded, and the matter is now closed.

3. Reason for Withdrawal

The basis for this withdrawal is:

☐ The representation has been completed.
☐ The client has requested withdrawal of representation.
☐ The client has failed to fulfill financial obligations after reasonable notice. (MRPC 1.16(b)(5))
☐ The client has failed to cooperate or communicate as necessary. (MRPC 1.16(b)(6))
☐ Irreconcilable differences regarding case strategy. (MRPC 1.16(b)(4))
☐ Continued representation would result in an unreasonable financial burden. (MRPC 1.16(b)(6))
☐ A conflict of interest has arisen that cannot be waived. (MRPC 1.16(a)(1))
☐ Other good cause exists. (MRPC 1.16(b)(7))

4. Effective Date and Transition Period

Effective Date of Withdrawal: [__/__/____]

Court Approval Required: ☐ Yes — Motion to Withdraw filed on [__/__/____] ☐ No — no pending litigation

Transition Period: The firm will remain available for [____] days after the effective date to facilitate an orderly transition to new counsel.

5. Pending Deadlines and Court Dates

The following deadlines and dates are currently pending in your matter:

IMPORTANT: These deadlines exist regardless of whether you retain new counsel. Failure to act may result in adverse consequences to your case, including dismissal, default, or waiver of rights. You are strongly encouraged to retain new counsel immediately.

6. Return of Client File and Property

Pursuant to MRPC 1.16(d), the firm will make your file available for retrieval or transfer. The file includes:

☐ All pleadings and court filings
☐ Correspondence
☐ Discovery materials
☐ Client-provided original documents
☐ Attorney work product (to the extent required by your jurisdiction)
☐ Electronic files and digital documents

File Retrieval Method:

☐ Available for pickup at the firm office
☐ Will be mailed to client's address of record
☐ Will be transferred directly to new counsel: [________________________________]

Deadline to Retrieve File: [__/__/____]

7. Financial Accounting

Final billing statement is attached: ☐ Yes ☐ To follow within [____] days

Trust Account Refund: Any unearned fees remaining in the trust account will be refunded to you within [____] business days of the effective date of withdrawal, per MRPC 1.15 and 1.16(d).

Outstanding Balance: If an outstanding balance remains, the firm reserves its rights to collect amounts lawfully owed, subject to applicable law.

8. Recommendation to Obtain New Counsel

You are strongly urged to retain new counsel as soon as possible to protect your interests. If you need assistance finding an attorney, you may contact:

☐ [________________________________] State Bar Lawyer Referral Service: [Phone / URL]
☐ Local legal aid organization: [________________________________]
☐ [________________________________]

9. Post-Withdrawal Obligations

After the effective date of withdrawal:

☐ The attorney-client relationship will be terminated.
☐ The firm will have no further obligation to perform legal work on this matter.
☐ Confidentiality obligations under MRPC 1.6 continue indefinitely.
☐ The firm will cooperate reasonably with successor counsel during the transition.

10. Signature Block

Sincerely,

________________________________
[Attorney Name]
[Firm Name]
[Bar Number]
[Date]

11. Acknowledgment of Receipt

I, [________________________________], acknowledge receipt of this withdrawal letter dated [__/__/____]. I understand that [Firm Name] is withdrawing from my representation and that I should retain new counsel promptly.

Client Signature: ________________________________ Date: [__/__/____]

Sources and References

• ABA Model Rule 1.16 — Declining or Terminating Representation
• ABA Model Rule 1.16 — Comment
• ABA Model Rule 1.15 — Safekeeping Property
• Arizona State Bar — ER 1.16 Best Practices