Termination Letter - Legal Representation

NOTICE OF TERMINATION OF LEGAL REPRESENTATION — ALABAMA

Date: [__/__/____]

From:
[ATTORNEY / FIRM NAME]
Alabama State Bar No. [________________________________]
[ADDRESS]
[PHONE] | [EMAIL]

Via: ☐ Certified mail ☐ Hand delivery ☐ Email ☐ Other: [________________________________]

To:
[CLIENT NAME]
[ADDRESS]
[EMAIL]

Re: [MATTER DESCRIPTION]
File No.: [________________________________]

Dear [CLIENT NAME]:

This letter gives notice concerning the end of the firm's representation in the matter identified above. It does not ask you to release claims, waive rights, accept a fee balance, indemnify the firm, or enter a new dispute-resolution agreement.

1. Status and Effective Date

Select one and delete the others:

☐ Matter completed. The agreed legal services concluded on [__/__/____].

☐ Client discharged the firm. You ended the representation on [__/__/____].

☐ Substitution effective. [SUCCESSOR COUNSEL] became counsel on [__/__/____].

☐ Withdrawal requested in a pending matter. The firm filed / will file the required request or notice on [__/__/____].

☐ Nontribunal withdrawal. The firm intends to end the representation on [__/__/____], after the transition steps in this letter.

☐ Other accurately stated basis: [________________________________]

If a tribunal's permission, notice rule, or order governs withdrawal, this letter does not override it. Alabama Rule of Professional Conduct 1.16(c) requires continued representation when a tribunal orders it. Record the event that makes withdrawal effective:

Order / substitution / other event: [________________________________]
Effective date: [__/__/____]

2. Matter Status and Client-Protection Checklist

Alabama Rule of Professional Conduct 1.16(d) requires reasonably practicable steps to protect the client's interests, including reasonable notice and time to employ other counsel. Complete this section from the file; do not rely on generic limitation periods or estimated dates.

☐ No presently known deadline has been omitted after review of the docket, engagement scope, correspondence, and calendar.

You should promptly consult successor counsel. The firm is not promising that the list above is exhaustive, and successor counsel should independently review the complete file and governing deadlines.

Successor counsel, if known: [________________________________]
Successor counsel contact information: [________________________________]

3. Client Papers and Property

Rule 1.16(d) requires surrender of papers and property to which the client is entitled and permits retention only to the extent allowed by other law. File delivery must not be conditioned in this letter on accepting an invoice or signing a release.

Choose a delivery instruction:

☐ Deliver the client file to the client at [ADDRESS / SECURE DELIVERY METHOD].

☐ Deliver the client file to successor counsel after written authorization.

☐ The client will collect the file by appointment on [__/__/____].

☐ Other reviewed arrangement: [________________________________]

Any claimed right to retain papers must be reviewed separately under applicable law and must be administered consistently with Rule 1.16(d)'s client-protection duty.

4. Final Accounting, Funds, and Property

Rule 1.15(b) requires prompt delivery of funds or property the client is entitled to receive and, on request, a prompt accounting. Rule 1.15(c) requires the disputed portion of jointly claimed property to remain separate until the dispute is resolved.

☐ Final invoice or accounting enclosed.

☐ Undisputed funds or property delivered on [__/__/____] by [METHOD].

☐ Disputed funds remain separate pending resolution.

☐ No client or third-party funds or property are held.

The engagement agreement and applicable law control any properly stated payment obligation. This notice does not create a new due date, interest rate, collection-fee right, lien, mediation duty, or arbitration agreement.

5. Former-Client Information

The firm's duties concerning information from the former representation continue under Alabama Rule of Professional Conduct 1.9(b). This letter does not request consent to adverse use of information or to a substantially related adverse representation.

6. Communications After the Effective Date

After the representation lawfully ends, the firm will not monitor the matter, appear, file, negotiate, or provide further legal services unless a new written engagement is accepted. The firm will complete the transition steps required by Rule 1.16(d) and comply with any continuing tribunal order.

Please promptly send any change of address or successor-counsel information to [FIRM CONTACT]. Do not assume that sending a document to the firm extends a deadline or reopens the engagement.

7. Optional Receipt Acknowledgment

Signing below acknowledges receipt only. It does not make the notice effective, approve withdrawal, accept an accounting, release a claim, or waive a right.

Client signature: ________________________________

Printed name: [________________________________]

Date: [__/__/____]

Attorney Certification

I confirm that this notice was sent by the method shown above and that the matter-status, deadline, file, property, and accounting entries were reviewed for this client and matter.

Attorney signature: ________________________________

Printed name: [________________________________]

Alabama State Bar No.: [________________________________]

Date: [__/__/____]

Sources and References

• Alabama Rule of Professional Conduct 1.9
• Alabama Rule of Professional Conduct 1.15
• Alabama Rule of Professional Conduct 1.16