New Client Welcome Letter

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

Date: [__/__/____]

VIA: ☐ First Class Mail ☐ Email ☐ Hand Delivery

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

Re: Welcome to [Law Firm Name]
Your Matter: [________________________________]
Your File No.: [____________________]

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

Welcome to [Law Firm Name]. We are honored that you have chosen our firm to assist you with your legal matter. This letter provides important information about our firm, our working relationship, and what you can expect as we work together.

Your Legal Team

Your Attorney:
[________________________________]
[Title]
[Direct Phone]
[Email]
[Brief bio or areas of practice]

Supporting Staff:

Our Commitment to You

We are committed to providing you with:

☐ Competent Representation - We will apply our knowledge, skill, and experience to your matter.

☐ Diligent Advocacy - We will pursue your interests with appropriate dedication and timeliness.

☐ Clear Communication - We will keep you informed about your case and respond to your inquiries promptly.

☐ Candid Advice - We will provide honest assessments, even when the news is difficult.

☐ Confidentiality - We will protect your information as required by the attorney-client privilege.

☐ Respect - We will treat you with dignity and respect at all times.

Communication Guidelines

How to Reach Us

Office Hours: [____________________]

Our Communication Commitment

• We strive to respond to phone calls within [____] business hours
• We strive to respond to emails within [____] business hours
• We will provide regular status updates at least [____________________]

Tips for Effective Communication

☐ Identify yourself and your matter when calling or emailing
☐ Keep records of all communications related to your case
☐ Notify us immediately of any changes to your contact information
☐ Forward any documents or correspondence you receive about your matter
☐ Ask questions - no question is too small

What We Need from You

To represent you effectively, we ask that you:

☐ Be truthful and complete - Provide all relevant information, even if you think it may be harmful
☐ Be responsive - Respond promptly to our requests for information or decisions
☐ Keep us informed - Notify us of any developments related to your case
☐ Preserve documents - Keep all documents and electronic information related to your matter
☐ Attend appointments - Be on time for meetings, court appearances, and other scheduled events
☐ Follow our advice - Consult with us before taking any action related to your case
☐ Pay your bills - Fulfill your financial obligations as outlined in our fee agreement

Confidentiality and Privilege

Your communications with us are protected by the attorney-client privilege.

This means:
- What you tell us remains confidential
- We cannot be compelled to disclose our communications (with limited exceptions)
- You should feel free to share all relevant information with us

To maintain this protection:
☐ Communicate directly with our office (not through third parties)
☐ Use secure methods when sharing sensitive information
☐ Mark written communications as "Privileged and Confidential"
☐ Do not forward our communications to others without our guidance

Billing and Fees

Your fee arrangement is detailed in the enclosed Fee Agreement. Key points include:

Fee Structure:
☐ Hourly Rate: $[____]/hour
☐ Contingency Fee: [____]% of recovery
☐ Flat Fee: $[________]
☐ Hybrid: [________________________________]

Retainer:
☐ Initial Retainer: $[________]
☐ Retainer Replenishment: [________________________________]

Billing:
- Invoices are sent [________________] (monthly, quarterly, etc.)
- Payment is due within [____] days of invoice date
- Accepted payment methods: [________________________________]

Questions about your bill? Contact [____________________]

Important Policies

Conflict of Interest

Before accepting your matter, we conducted a conflict check. If any conflict arises during representation, we will notify you promptly and discuss options.

File Retention

After your matter concludes, we will retain your file for [____] years. You may request your file at any time. Please see our File Retention Policy (enclosed) for details.

Social Media

Please do not discuss your case on social media. Anything you post may be used against you.

Recording

Our meetings may not be recorded without prior consent from all parties.

Enclosed Materials

Please review the following enclosed documents carefully:

☐ Engagement Letter/Fee Agreement (please sign and return)
☐ Client Information Form (please complete and return)
☐ Authorization Forms (as needed)
☐ Firm Brochure/Overview
☐ Fee Schedule
☐ File Retention Policy
☐ Privacy Policy
☐ Other: [________________________________]

Please return signed documents by: [__/__/____]

Next Steps

1. Review and sign the enclosed Engagement Letter and Fee Agreement
2. Complete and return the Client Information Form
3. Provide any initial documents or information we have requested
4. Schedule your initial strategy meeting (call [____________________])
5. Mark your calendar for any important dates

Your next appointment:
Date: [__/__/____]
Time: [____]
Location: ☐ Our Office ☐ Phone ☐ Video Conference
Purpose: [________________________________]

Our Promise

At [Law Firm Name], we understand that legal matters can be stressful and uncertain. We are here to guide you through the process with skill, care, and integrity. Please do not hesitate to reach out with any questions or concerns.

We look forward to working with you and achieving a successful resolution of your matter.

Sincerely,

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

Acknowledgment of Receipt

☐ I have received the Welcome Letter and enclosed materials.
☐ I understand the communication guidelines and policies.
☐ I agree to cooperate with my legal team as described above.

Client Signature: [________________________________]

Date: [__/__/____]

Enclosures:
☐ Engagement Letter/Fee Agreement
☐ Client Information Form
☐ Authorization Forms
☐ Firm Brochure
☐ File Retention Policy
☐ 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

• ABA Model Rule 1.4: Communications
• ABA Model Rule 1.5: Fees
• ABA: The Two Key Letters You Should Be Writing to Your Clients