Disengagement Letter
[LAW FIRM NAME]
[Firm Address]
[City, State ZIP]
[Phone] | [Email]
[Website]
Date: [__/__/____]
VIA: ☐ First Class Mail ☐ Email ☐ Certified Mail ☐ Hand Delivery
[Client Name]
[Client Address]
[City, State ZIP]
[Client Email]
Re: Conclusion of Representation
Your Matter: [________________________________]
Our File No.: [____________________]
Dear [Mr./Ms./Mx. Client Last Name]:
This letter confirms the conclusion of our attorney-client relationship with respect to the matter described above. Now that your legal matter has been resolved, we are formally closing your file.
Effective as of [__/__/____], [Law Firm Name] is no longer representing you in this matter.
Summary of Completed Matter
Matter Description
Matter Type: [________________________________]
Case Number (if applicable): [____________________]
Court/Tribunal (if applicable): [________________________________]
Outcome
☐ Favorable Resolution: [________________________________]
☐ Settlement Reached: Terms: [________________________________]
☐ Judgment Entered: [________________________________]
☐ Transaction Completed: [________________________________]
☐ Matter Concluded By: [________________________________]
☐ Other Outcome: [________________________________]
Date of Conclusion: [__/__/____]
What This Means
Our Representation Has Ended
As of the effective date above:
☐ We will no longer be monitoring deadlines in your matter
☐ We will no longer be appearing in court or before any tribunal on your behalf
☐ We will no longer be communicating with opposing parties or counsel on your behalf
☐ We have no ongoing obligation to provide legal services related to this matter
☐ Any new legal issues will require a new engagement
What We Will Continue to Do
☐ Process any final billing matters
☐ Maintain your file in accordance with our retention policy
☐ Respond to reasonable inquiries about the closed matter
☐ Provide copies of file materials upon request
☐ Protect your confidential information
Important Reminders and Ongoing Obligations
Deadlines and Future Actions
PLEASE NOTE: There may be ongoing deadlines or actions related to your matter:
☐ Settlement Payment Due Dates: [________________________________]
☐ Compliance Deadlines: [________________________________]
☐ Appeal Deadline: Any appeal must be filed by [__/__/____]
☐ Enforcement Actions: [________________________________]
☐ Record-Keeping Requirements: [________________________________]
☐ Other Deadlines: [________________________________]
You are now responsible for monitoring and meeting these deadlines. We will not be tracking them on your behalf.
Actions You May Need to Take
☐ [________________________________]
☐ [________________________________]
☐ [________________________________]
Financial Summary
Final Billing
☐ Enclosed: Final Statement of Account
☐ Account Status:
| Item | Amount |
|---|---|
| Total Fees Incurred | $[________________] |
| Total Costs Incurred | $[________________] |
| Payments Received | $[________________] |
| Balance Due | $[________________] |
| Refund Due | $[________________] |
☐ Your account is paid in full. Thank you.
☐ Balance Due: Please remit $[________] within [____] days.
☐ Refund Enclosed: A refund check for $[________] is enclosed representing unused retainer funds.
☐ Retainer Balance: The remaining balance of your retainer ($[________]) ☐ is enclosed ☐ will be mailed separately.
Settlement/Recovery Funds (If Applicable)
| Item | Amount |
|---|---|
| Total Settlement/Recovery | $[________________] |
| Less: Attorney's Fees | ($[________________]) |
| Less: Costs and Expenses | ($[________________]) |
| Less: Liens | ($[________________]) |
| Net to Client | $[________________] |
☐ Payment Method: [________________________________]
☐ Date Disbursed/Expected: [__/__/____]
Your File
File Materials
Your file includes documents we accumulated during the representation. You have the right to request your file at any time.
☐ Enclosed: Your original documents are enclosed with this letter.
☐ Available Upon Request: File materials are available upon your written request.
☐ Will Be Mailed Separately: Original documents will be mailed to you within [____] days.
Documents Returned with This Letter
☐ [________________________________]
☐ [________________________________]
☐ [________________________________]
☐ [________________________________]
File Retention Policy
☐ We will retain your file for a period of [____] years from the date of this letter.
☐ After the retention period, the file may be destroyed without further notice to you unless you retrieve it.
☐ Please contact us if you would like your file returned to you.
☐ A nominal copying fee may apply for duplicate copies of file materials.
Property Returned
☐ No Property to Return: We do not hold any property belonging to you.
☐ Property Enclosed:
- [________________________________]
- [________________________________]
☐ Property to Be Retrieved: Please arrange to retrieve the following items within [____] days:
- [________________________________]
- [________________________________]
Future Legal Needs
Scope Limitation
This disengagement applies only to the matter described in this letter. If you have other matters with our firm, those representations continue unchanged.
New Matters
If you have future legal needs, please do not hesitate to contact us. We would be pleased to discuss whether we can assist you. A new engagement letter would be required for any new matter.
Matters Not Covered
During the course of this representation, we may have become aware of other potential legal issues. These matters were outside the scope of our engagement and were not addressed:
☐ No additional issues identified
☐ The following issues were not addressed:
- [________________________________]
- [________________________________]
You may wish to consult with an attorney regarding these matters.
Confidentiality Continues
Even though our representation has ended, our duty to maintain the confidentiality of information learned during the representation continues indefinitely.
Contact Information
If you have questions about this letter, your file, or the closed matter, please contact:
Phone: [____________________]
Email: [____________________]
Acknowledgment of Receipt (Optional)
Please sign and return a copy of this letter to confirm receipt:
☐ I have received this Disengagement Letter
☐ I have received all original documents and property
☐ I understand that representation has concluded
☐ I am aware of any ongoing deadlines or obligations
Client Signature: [________________________________]
Date: [__/__/____]
Thank you for allowing us to represent you. We wish you continued success and hope you will think of us for any future legal needs.
Sincerely,
[________________________________]
[Attorney Name]
[Bar Number]
[Title]
Enclosures:
☐ Final Statement/Invoice
☐ Refund Check
☐ Original Documents
☐ File Materials
☐ Return Envelope
☐ Other: [________________________________]
This communication is protected by attorney-client privilege. If you have received this in error, please notify us immediately and destroy all copies.
Sources and References
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