Disengagement and File Closing Letter - Florida

DISENGAGEMENT AND FILE CLOSING LETTER — FLORIDA

Attorney / firm: [________________________________] Florida Bar No.: [____________]

Address: [________________________________] Phone / email: [________________________________]

Date: [__/__/____] Delivery method: ☐ Mail ☐ Hand delivery ☐ Secure electronic delivery

To: [________________________________] Address / email: [________________________________]

Re: [MATTER NAME / FILE NUMBER]

Dear [CLIENT NAME]:

1. Representation and effective date

This letter records the status of our representation in the matter identified above. Our engagement was for [DESCRIBE SCOPE]. The reason it is ending is: ☐ the agreed work is complete ☐ you discharged this firm ☐ we mutually agreed to end the engagement ☐ withdrawal under Rule 4-1.16 [SPECIFY GROUND AND ANY PRIOR WARNING] ☐ other: [EXPLAIN]. We last performed substantive work on [DATE].

Our representation in this matter ends on [DATE], subject to any required court permission or other applicable procedure. If we remain counsel of record, this letter does not itself remove us from the case. We will continue to meet our obligations until the appearance is terminated by the applicable court procedure. This letter does not change any other engagement with you unless specifically identified here: [OTHER MATTERS OR “NONE”].

2. Pending court matter, if any

☐ No court or agency case is pending in this engagement.

☐ The matter is pending in [COURT / AGENCY], case number [__________]. Our appearance will end through: ☐ court order on withdrawal motion ☐ substitution of counsel ☐ termination of the proceeding or applicable appeal period ☐ another permitted route: [__________]. The motion or substitution status is [__________]. The next court date is [__/__/____].

If a withdrawal motion is required, we will seek a court order under Florida Rule of General Practice and Judicial Administration 2.505(f) and serve filed documents as Rule 2.516 requires. Until the permitted withdrawal route is complete, our duties as counsel of record continue. Please provide a current mailing address, telephone number, and email address for the motion and order: [__________]. If you will proceed without counsel, confirm the address and service method accepted by the court.

3. Action needed and known deadlines

Please retain successor counsel promptly if work remains. The following are the known dates and tasks in our file as of this letter; they may not be exhaustive. Ask new counsel to review the docket and any other applicable deadline immediately.

☐ We know of no pending deadline in this matter as of [DATE].

The following work has not been completed and needs attention: [________________________________]. The next step is [________________________________]. The documents or information needed are [________________________________].

4. Client file and property

Rule 4-1.16(d) requires reasonably practicable steps to protect your interests, including surrendering papers and property to which you are entitled. Your originals and other property to be returned are listed here: [________________________________]. We will deliver the materials identified in the attached file inventory by [DATE / METHOD], subject to any applicable law concerning a specifically identified lien or other restriction. Any asserted lien and its basis must be separately stated here: [NONE / SPECIFIC BASIS AND MATERIALS AFFECTED]. Nothing in this letter claims a blanket lien over all file materials.

Please select a delivery method: ☐ secure transfer to you at [EMAIL] ☐ delivery to successor counsel named below ☐ pickup by arrangement ☐ mail to [ADDRESS]. Shipping or copying costs, if any, are [AGREED AMOUNT / NONE]. We may retain a copy for firm records under our retention policy, subject to confidentiality obligations. The policy and any planned disposition of originals are: [DESCRIBE].

Successor counsel, if known: [NAME / FIRM / CONTACT]. I authorize transfer of the identified file materials to that counsel: Client signature: ____________________ Date: [__/__/____].

5. Final fees, costs, and trust property

A final invoice and trust accounting are ☐ enclosed ☐ to be sent by [DATE]. The invoice identifies services, costs, payments, credits, and the resulting balance. The amount presently shown is: fees $[____]; costs $[____]; payments and credits $[____]; balance payable by client / to client $[____]. Disputed charges or adjustments are [DESCRIBE / NONE].

The trust balance attributable to this matter as of [DATE] is $[____]. Of that amount, $[____] is undisputed and payable to [RECIPIENT]; $[____] is claimed by [PERSON] and remains disputed for [REASON]; $[____] is an unearned fee or unincurred expense to be refunded. We will promptly deliver funds and property to which you or a third person is entitled and provide an accounting on request. Disputed trust property will remain separate until the dispute is resolved; undisputed portions will be promptly distributed under Rule 5-1.1(e)-(f). Disbursement method and expected date: [__________].

Rule 4-1.15 requires compliance with the Bar's trust accounting rules. Those rules impose a six-year retention period on the specified trust account records after final conclusion of the representation; that period does not by itself set a retention period for the entire client file.

☐ No trust funds or client property remain in our possession for this matter. ☐ The attached accounting and inventory identify all such items.

6. Fee questions and other claims

Please send any billing question to [CONTACT / EMAIL]. The Florida Bar's fee arbitration program can accept an agreed arbitration after the parties file a written agreement under its rules, or pursuant to a Florida Supreme Court order. Any mandatory arbitration term in an existing fee agreement should be reviewed against Rule 4-1.5(i). We are ☐ willing ☐ unwilling to discuss a new written agreement to arbitrate this fee dispute; this letter does not itself require arbitration or waive a court remedy. Other dispute resolution discussed by the parties: [__________].

Florida Statutes § 95.11(5)(b) states a two-year period for professional malpractice other than medical malpractice, measured from discovery or when discovery should have occurred with due diligence, and limits that provision to persons in privity with the professional. Accrual, possible tolling, and the right deadline depend on the facts. If you have a concern about our work, seek independent legal advice promptly. This paragraph is no admission of wrongdoing and does not ask you to release any claim.

7. Closing confirmation

We will send the final invoice, accounting, and file materials through the route selected above. Our contact for logistical questions is [NAME / PHONE / EMAIL]. If we receive a matter-specific communication after our duties in the case have ended, we will forward it to [ADDRESS OR SUCCESSOR COUNSEL] as practicable. Please tell us promptly if your contact information changes.

Sincerely,

Attorney signature: ____________________ Printed name: [__________]

Florida Bar No.: [__________] Date sent: [__/__/____]

Receipt only (optional): I acknowledge receipt of this letter. This signature does not waive any claim, settle a fee dispute, or itself terminate a court appearance.

Client signature: ____________________ Date: [__/__/____]

Sources and references

• Rules Regulating the Florida Bar, Chapter 4 (June 30, 2026)
• Rules Regulating the Florida Bar, Chapter 5 (June 30, 2026)
• Florida Rules of General Practice and Judicial Administration (July 1, 2026)
• Florida Statutes § 95.11
• Florida Bar Fee Arbitration Procedural Rules (January 23, 2026)