Engagement Confirmation 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: Confirmation of Legal Engagement
Matter: [________________________________]
Our File No.: [____________________]

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

Thank you for retaining [Law Firm Name] to represent you. This letter confirms the terms of our engagement and outlines the scope of our representation, our responsibilities, and your obligations. Please read this letter carefully. If it accurately reflects your understanding of our agreement, please sign and return the enclosed copy.

Identification of Client

Client: [________________________________]

☐ Individual
☐ Business Entity ([________________________________])
☐ Other: [________________________________]

We are being retained to represent: [________________________________]

We are NOT being retained to represent: [________________________________]

Scope of Representation

Services We Will Provide

We are being retained to represent you in connection with the following matter:

Description of Matter:
[________________________________]
[________________________________]
[________________________________]

Specific Services:
☐ [________________________________]
☐ [________________________________]
☐ [________________________________]
☐ [________________________________]

Services NOT Included in This Engagement

The following matters are specifically excluded from this engagement:

☐ Representation in appeals (would require separate engagement)
☐ Representation in related matters not described above
☐ Tax advice or tax return preparation
☐ Representation of family members or related entities
☐ [________________________________]
☐ [________________________________]

If you wish us to undertake additional matters, a separate engagement letter will be required.

Responsible Attorneys and Staff

Primary Attorney: [________________________________]

Additional Attorneys (if applicable):
- [________________________________]
- [________________________________]

Paralegal/Staff:
- [________________________________]

We reserve the right to assign other qualified attorneys or staff to work on your matter as appropriate.

Client Responsibilities

You agree to:

☐ Cooperate fully with our requests for information and documents
☐ Be truthful and complete in all information provided to us
☐ Keep us informed of developments that may affect your matter
☐ Respond promptly to our communications
☐ Attend all scheduled meetings, depositions, and court appearances
☐ Preserve all documents and electronic information related to your matter
☐ Pay all fees and costs in a timely manner
☐ Not take action affecting your matter without consulting us first
☐ Notify us immediately if your contact information changes

Legal Fees and Billing

Fee Structure

Our services will be billed as follows:

☐ Hourly Rate:

Rates are subject to change with [____] days' written notice.

☐ Contingency Fee:
We will receive [____]% of any recovery obtained on your behalf.
- Before filing lawsuit: [____]%
- After filing lawsuit: [____]%
- If case goes to trial: [____]%
- If case is appealed: [____]%

☐ Flat Fee:
The fee for this matter is $[________], payable as follows:
[________________________________]

☐ Hybrid/Other:
[________________________________]

Retainer

☐ Initial Retainer Required: $[________]

The retainer is due upon signing this engagement letter and must be received before we begin work on your matter.

☐ Evergreen Retainer:
The retainer will be replenished to $[________] when the balance falls below $[________].

☐ No Retainer Required

Costs and Expenses

In addition to legal fees, you are responsible for costs and expenses incurred, including but not limited to:

☐ Filing fees and court costs
☐ Service of process fees
☐ Deposition and court reporter costs
☐ Expert witness fees
☐ Travel expenses
☐ Photocopying and document production
☐ Postage and delivery charges
☐ Online research charges
☐ Other: [________________________________]

Cost Handling:
☐ Costs will be advanced by the firm and billed to you
☐ Costs over $[________] require advance approval
☐ You will pay costs directly as incurred

Billing Procedures

• Invoices will be sent [________________] (monthly, etc.)
• Invoices are due within [____] days of receipt
• Interest of [____]% per month may be charged on overdue balances
• Accepted payment methods: [________________________________]

Communication

How We Will Communicate

☐ Email (primary method)
☐ Phone
☐ Mail
☐ Client Portal

Preferred contact information:
[________________________________]

Response Times

We will endeavor to respond to your communications within [____] business hours during regular business hours.

Status Updates

We will provide status updates at least [________________] or when significant developments occur.

Confidentiality

All information you provide to us is protected by the attorney-client privilege and will be kept confidential in accordance with applicable rules of professional conduct and law. There are limited exceptions, such as:

• If you consent to disclosure
• If disclosure is required by law or court order
• To prevent reasonably certain death or substantial bodily harm
• Other exceptions as provided by law

File Retention

Upon conclusion of this matter, your file will be retained for [____] years. After that period, the file may be destroyed unless you request its return. Original documents belonging to you will be returned upon request.

Termination of Representation

Your Right to Terminate

You may terminate our representation at any time, for any reason, by providing written notice. You will remain responsible for fees and costs incurred through the date of termination.

Our Right to Withdraw

We may withdraw from representation if:
- You fail to pay fees or costs as agreed
- You fail to cooperate or follow our advice
- A conflict of interest arises
- Continued representation would violate ethical rules
- Other good cause exists

We will provide reasonable notice and comply with applicable rules regarding withdrawal.

Disputes

Any disputes regarding fees or this engagement shall be resolved through:

☐ Fee Arbitration: Through the [State] Bar Association fee arbitration program
☐ Mediation: Before [________________________________]
☐ Arbitration: Binding arbitration under [________________________________] rules
☐ Other: [________________________________]

No Guarantee of Outcome

We will provide competent and diligent representation, but we cannot and do not guarantee any particular outcome. The legal system involves uncertainty, and results depend on many factors outside our control.

Entire Agreement

This letter, together with any attachments, constitutes the entire agreement between us regarding this engagement and supersedes any prior discussions or agreements.

Acceptance and Signature

If this letter accurately reflects your understanding of our engagement, please sign below and return a copy to our office. Your signature confirms that you have read, understand, and agree to the terms of this engagement.

AGREED AND ACCEPTED:

CLIENT:

Signature: [________________________________]

Print Name: [________________________________]

Date: [__/__/____]

[LAW FIRM NAME]:

Signature: [________________________________]

Print Name: [________________________________]

Title: [________________________________]

Date: [__/__/____]

We appreciate your confidence in our firm and look forward to representing you.

Sincerely,

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

Enclosures:
☐ Copy of this letter for your records
☐ Return envelope
☐ Fee Schedule
☐ Client Information Form
☐ 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

• ABA Model Rule 1.2: Scope of Representation
• ABA Model Rule 1.5: Fees
• Clio: How to Write an Engagement Letter
• DC Bar: Elements of Engagement Agreements