Declination Letter

Declination Letter

[LAW FIRM NAME]
[Firm Address]
[City, State ZIP]
[Phone] | [Email]
[Website]

Date: [__/__/____]

VIA: ☐ First Class Mail ☐ Email ☐ Certified Mail, Return Receipt Requested

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

Re: Declination of Representation Following Consultation
Your Matter: [________________________________]
Consultation Date: [__/__/____]

Dear [Mr./Ms./Mx. Prospective Client Last Name]:

Thank you for meeting with me on [__/__/____] to discuss your legal matter. I appreciate your confidence in considering our firm for representation.

After careful consideration, I have decided not to accept your case. This letter serves as formal notice that [Law Firm Name] declines representation and that no attorney-client relationship has been established.

No Attorney-Client Relationship

Please understand clearly that:

☐ We have not agreed to represent you in this matter or any other matter
☐ We are not your attorneys
☐ We have no ongoing obligation to you
☐ We will not be taking any action on your behalf
☐ Any general information shared during our consultation should not be relied upon as legal advice

Reason for Declination

☐ Case Evaluation: After reviewing the information provided, we have determined that the case is not one we are able to accept.

☐ Practice Area: This type of matter falls outside our firm's areas of practice.

☐ Conflict of Interest: A conflict of interest exists that prevents our representation.

☐ Resource Limitations: We lack the resources or capacity to handle this matter properly at this time.

☐ Jurisdictional Issues: The matter involves a jurisdiction where we are not licensed.

☐ Economic Considerations: The economics of the case do not support representation on the terms available.

☐ Philosophical Differences: After our discussion, we believe we may not be the right fit for your needs.

☐ No Reason Specified: An attorney is not required to provide a reason for declining representation.

This declination is not a reflection on the merits of your case. Another attorney may evaluate your situation differently and agree to represent you.

URGENT: Time-Sensitive Deadlines May Apply

Statute of Limitations Warning

Your legal rights may expire if you do not take action within a specified time period.

Every legal claim is subject to a "statute of limitations" - a deadline after which you can no longer pursue your claim. These deadlines vary by:

• Type of claim
• Jurisdiction (state/federal)
• Specific circumstances of your case

I am not in a position to advise you on what deadlines apply to your matter.

Examples of Common Limitation Periods

WARNING: These are general examples only. Your specific deadline may be shorter.

What You Must Do

☐ Consult another attorney IMMEDIATELY - Do not delay
☐ Ask about all applicable deadlines affecting your matter
☐ Get a clear answer about when your claims may expire
☐ Take action before any deadline passes

Finding Another Attorney

I encourage you to seek representation from another attorney without delay. The following resources may help:

Lawyer Referral Services

Legal Aid (If You Qualify Based on Income)

Other Resources

☐ American Bar Association: www.findlegalhelp.org
☐ [________________________________]

Information Provided During Consultation

Documents Returned

☐ I am enclosing the following documents you provided:

• [________________________________]
• [________________________________]
• [________________________________]

☐ No documents were provided during the consultation.

Document Retention

☐ I have retained copies of documents for conflict-check purposes only.
☐ All copies of your documents have been destroyed.

Confidentiality of Consultation

Even though no attorney-client relationship was formed, the information you shared during our consultation is treated as confidential to the extent required under Rule 1.18 (Duties to Prospective Client) of the applicable Rules of Professional Conduct.

Preservation of Evidence

Regardless of whether you hire another attorney, I recommend that you:

☐ Keep all documents related to your matter in a safe place
☐ Preserve all electronic communications (emails, texts, etc.)
☐ Write down important facts and dates while they are fresh in your memory
☐ Obtain contact information for any witnesses
☐ Do not discuss your matter on social media
☐ Do not destroy any evidence or records

No Further Action by This Firm

Please understand that this firm will:

• NOT monitor any deadlines in your case
• NOT take any action on your behalf
• NOT contact you further regarding this matter

Our file will be closed, and no further correspondence should be expected unless you contact us regarding a new and different matter in the future.

Acknowledgment

I recommend that you sign and date the enclosed copy of this letter and keep it for your records. This acknowledges your receipt of this declination.

I wish you the best in resolving your legal matter.

Sincerely,

[________________________________]
[Attorney Name]
[Bar Number]
[Title]

Acknowledgment of Receipt

I have received this Declination Letter and understand:

☐ [Law Firm Name] has declined to represent me
☐ No attorney-client relationship exists or has been formed
☐ I must consult another attorney immediately
☐ My legal claims may be subject to time limitations that could expire
☐ The firm will take no action on my behalf

Signature: [________________________________]

Print Name: [________________________________]

Date: [__/__/____]

Enclosures:
☐ Copy of this letter
☐ Returned documents: [________________________________]
☐ Lawyer referral information
☐ Return envelope (for acknowledgment)

Sources and References

• ABA Model Rule 1.16: Declining or Terminating Representation
• ABA Model Rule 1.18: Duties to Prospective Client
• Clio: A Lawyer's Guide to Non-Engagement Letters