Termination Letter - Legal Representation
NOTICE CONCERNING TERMINATION OF LEGAL REPRESENTATION
Date: [__/__/____]
From: [ATTORNEY / FIRM NAME]
State Bar No.: [____________]
Address: [________________________________]
Phone / Email: [________________________________]
To: [CLIENT NAME]
Address: [________________________________]
Email: [________________________________]
Re: [MATTER DESCRIPTION]
Court / Tribunal and Cause No., if any: [________________________________]
Dear [CLIENT NAME]:
This letter provides notice about the status of our representation in the matter identified above. Complete only the route that applies.
1. TERMINATION ROUTE
☐ Route A — Client discharge. You notified us on [__/__/____] that you are discharging [ATTORNEY / FIRM]. Subject to any tribunal order that requires continued representation, our representation will end on [__/__/____].
☐ Route B — Matter completed or agreed conclusion. The engagement has concluded because [DESCRIBE COMPLETION OR AGREED BASIS]. Our representation ended / will end on [__/__/____].
☐ Route C — Lawyer withdrawal; no matter pending before a tribunal. [ATTORNEY / FIRM] is terminating the engagement under Texas Disciplinary Rule of Professional Conduct 1.16 because [STATE A PERMITTED OR REQUIRED BASIS WITHOUT DISCLOSING CONFIDENTIAL INFORMATION]. The representation will end on [__/__/____].
☐ Route D — Matter pending before a tribunal. This letter gives notice that [ATTORNEY / FIRM] intends to seek permission to withdraw. It does not by itself end representation while a tribunal order or governing rule requires counsel to continue.
For a civil case pending in a Texas state court, Texas Rule of Civil Procedure 10 requires a written motion, good cause, and leave of court. Until the court grants withdrawal, counsel remains responsible for the representation. For any other tribunal, use the governing withdrawal procedure and order.
Route D status:
- Motion to withdraw: ☐ will be filed ☐ filed on [__/__/____]
- Hearing, if set: [__/__/____] at [____] ☐ a.m. ☐ p.m.
- Court ruling: ☐ pending ☐ granted by order dated [__/__/____] ☐ denied
- Substitute counsel, if any: [NAME / CONTACT INFORMATION]
2. MATTER STATUS AND DEADLINES
Current status: [DESCRIBE WORK COMPLETED, PENDING ISSUES, AND ANY DECISIONS THE CLIENT MUST MAKE].
| Event or obligation | Date / time | Required action | Responsible person |
|---|---|---|---|
| [________________________________] | [__/__/____] | [________________________________] | [________________________________] |
| [________________________________] | [__/__/____] | [________________________________] | [________________________________] |
| [________________________________] | [__/__/____] | [________________________________] | [________________________________] |
☐ No future setting or deadline is currently known after review of [IDENTIFY RECORDS REVIEWED] as of [DATE / TIME].
Outstanding offers, requests, or communications requiring attention:
[____________________________________________________________]
Recommended transition step: obtain successor counsel promptly and provide that lawyer with this letter and the transferred file. The client or successor counsel should independently confirm every deadline with the tribunal and applicable law.
3. FILE AND CLIENT PROPERTY
The firm will surrender papers and property to which the client is entitled as required by Texas Disciplinary Rule 1.16(d). Delivery is not conditioned on payment of a disputed or outstanding fee. Any retention of papers must be permitted by other law and must not prejudice the client in the subject matter of the representation.
Choose a delivery method:
☐ Secure electronic delivery to [EMAIL / PORTAL]
☐ Delivery to successor counsel: [NAME / ADDRESS / EMAIL]
☐ Client pickup by appointment
☐ Tracked mail or courier to [ADDRESS]
☐ Other: [________________________________]
Materials or property being delivered separately, and expected delivery date:
[____________________________________________________________]
Original items held by the firm:
[____________________________________________________________]
The firm may retain a copy for its records, subject to confidentiality and applicable law.
4. FUNDS, PROPERTY, AND FINAL ACCOUNTING
Texas Disciplinary Rule 1.15 requires prompt delivery of funds or other property the client is entitled to receive and, upon request, a prompt full accounting.
| Accounting item | Amount |
|---|---|
| Client funds currently held | $[____________] |
| Earned fees or reimbursable costs claimed | $[____________] |
| Undisputed amount to be delivered to client | $[____________] |
| Amount disputed and remaining separate pending resolution | $[____________] |
| Claimed balance due from client, if any | $[____________] |
☐ Final invoice enclosed
☐ Trust or property accounting enclosed
☐ Unearned advance fee refund enclosed / transmitted: $[____________]
☐ No client funds or property are held
Any fee balance will be addressed under the engagement agreement and applicable law. This notice does not create a new interest charge, collection remedy, release, waiver, indemnity, or admission by either party.
5. COMMUNICATION AND TRANSITION
Until the applicable termination date or an order permitting withdrawal, communications should be sent to [CONTACT]. After termination, send communications to the client or successor counsel at the contact information above.
Communications received after termination that materially affect the matter will be handled as required by applicable professional duties, tribunal rules, and law. This letter does not waive confidentiality or any other continuing professional obligation.
Please notify us promptly if any contact information in this letter is incorrect.
Respectfully,
__________________________________
[ATTORNEY NAME]
[FIRM NAME]
Date: [__/__/____]
OPTIONAL RECEIPT RECORD
The client is not required to sign this notice for a termination or court-approved withdrawal to be effective. This block records receipt only and is not a release, waiver, settlement, or agreement with the contents.
I acknowledge receipt on [__/__/____].
__________________________________
[CLIENT NAME]
SOURCES AND REFERENCES
About this template
- Last updated
- August 26, 2026
- Citations checked
- August 26, 2026
- Jurisdiction
- Texas
- Category
- Legal Letters & Correspondence
Legal authority
- Texas Disciplinary Rules of Professional Conduct Rule 1.03 (Communication)
- Texas Disciplinary Rules of Professional Conduct Rule 1.15 (Safekeeping Property)
- Texas Disciplinary Rules of Professional Conduct Rule 1.16 (Declining or Terminating Representation)
- Texas Rule of Civil Procedure 10 (Withdrawal of Attorney)
Formal legal letters create a written record, trigger response deadlines, and often preserve rights under a statute or contract. Cease-and-desist letters, notice letters, and formal responses all have their own expected format, and the language used can mean the difference between a quick resolution and a courtroom fight. Well-drafted correspondence also documents that you tried to resolve things reasonably, which matters if the dispute escalates later.
Not legal advice
This template is provided for informational purposes. We recommend having an attorney review any legal document before signing, especially for high-value or complex matters.
Checked against the law it cites
A reviewer verified this template's legal citations against the official source on August 26, 2026.
Texas Disciplinary Rules of Professional Conduct Rule 1.03(a) (checked August 26, 2026): "A lawyer shall keep a client reasonably informed about the status of a matter and promptly comply with reasonable requests for information."
Texas Disciplinary Rules of Professional Conduct Rule 1.15(b) (checked August 26, 2026): "A lawyer shall promptly deliver to the client or third person any funds or other property that the client or third person is entitled to receive."
Texas Disciplinary Rules of Professional Conduct Rule 1.16(c) (checked August 26, 2026): "When ordered to do so by a tribunal, a lawyer shall continue representation notwithstanding good cause for terminating the representation."
Texas Disciplinary Rules of Professional Conduct Rule 1.16(d) (checked August 26, 2026): "Upon termination of representation, a lawyer shall take steps to the extent reasonably practicable to protect a clients interests, such as giving reasonable notice to the client, allowing time for employment of other counsel, surrendering papers and property to which the client is entitled and refunding any advance payments of fee that has not been earned."
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