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law firm clients file

Client Information

Gather client contact information (name, address, phone number, email)

Obtain and document the client's identification (e.g., driver's license, passport)

Record emergency contact information

Confirm client’s preferred communication method

Engagement and Retainer

Draft engagement letter outlining the scope of services

Prepare retainer agreement and fee structure

Obtain client signature on engagement and retainer documents

Provide the client with a copy of all signed documents

Case Information

Create a case file with a unique identifier

Document case details (case type, relevant dates, jurisdiction)

Collect relevant documents from the client (contracts, correspondence, etc.)

Outline case strategy and goals in a case plan

Conflict Check

Conduct a conflict of interest check with relevant databases

Document the results of the conflict check

Address any potential conflicts with the client and obtain consent if necessary

Communication Records

Maintain a log of all communications with the client

Document key meetings, phone calls, and emails

Record client instructions and decisions made during the case

Billing and Payment

Set up a billing account for the client

Document initial retainer payment and payment terms

Track ongoing billing and payments throughout the case

Provide detailed invoices and statements to the client regularly

Document Management

Organize case documents in a systematic manner (digital and/or physical)

Use a consistent naming convention for files and folders

Ensure all documents are properly labeled and dated

Establish a backup system for digital files

Compliance and Confidentiality

Review and comply with relevant legal regulations and ethical guidelines

Ensure all client information is stored securely

Obtain necessary consents for sharing client information

Regularly review compliance measures with staff

Case Progress and Updates

Schedule regular check-ins with the client to provide updates

Document progress and any changes to the case strategy

Record any client feedback or concerns

Adjust case plan as necessary based on client input

Closing the File

Summarize the case outcome and final results

Prepare a closing statement for the client

Archive all documents and correspondence in accordance with retention policies

Conduct a post-case review to assess lessons learned and improve future practices

This checklist can help ensure that all necessary steps are taken in managing a law firm client file effectively.

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