new client responsibilities law firm
Client Onboarding
- Acknowledge receipt via email or phone.
- Thank the client for their inquiry.
- Provide a brief overview of next steps.
- Record the inquiry details in the client management system.
- Propose several dates and times.
- Confirm the client's availability.
- Set a duration for the meeting.
- Send a calendar invite with meeting details.
- Outline key topics to discuss.
- Include time for client questions.
- Share agenda with the client in advance.
- Adjust based on the client's specific needs.
- Request basic personal and contact information.
- Inquire about the client's legal issue.
- Collect any relevant documents or evidence.
- Ensure data is securely stored.
- Discuss the client's goals and expectations.
- Identify specific legal challenges faced.
- Clarify any misunderstandings about the legal process.
- Take detailed notes for reference.
- Present relevant practice areas and specialties.
- Explain how the firm's experience aligns with the client’s needs.
- Share success stories or case studies.
- Encourage questions about services offered.
- Explain the steps involved in onboarding.
- Discuss timelines and expectations.
- Ensure the client feels comfortable with the process.
- Reiterate the importance of collaboration.
- Provide a detailed breakdown of fees.
- Discuss payment options and terms.
- Clarify billing cycles and invoicing procedures.
- Address any questions regarding costs.
- Request government-issued ID and proof of address.
- Ensure all documents are current and valid.
- Inform the client of confidentiality in handling documents.
- Securely store documents in the client file.
- Ask the client how they prefer to communicate.
- Document the preferred method in the client file.
- Confirm any specific times for communication.
- Ensure responsiveness to the chosen method.
- Explain attorney-client privilege and its importance.
- Reassure the client about confidentiality.
- Provide examples of confidential information.
- Address any concerns about data security.
- Emphasize the need for prompt communication.
- Discuss potential impacts of delays.
- Encourage the client to reach out with questions.
- Reiterate commitment to timely responses.
- Identify potential conflicts of interest.
- Explain the purpose of the conflict waiver.
- Provide forms and instructions for completion.
- Ensure forms are signed and returned.
- Compile a welcome packet with firm information.
- Include bios of key attorneys and staff.
- Provide details on firm policies and procedures.
- Send the packet digitally or via mail.
- Outline immediate actions to be taken.
- Discuss timelines for follow-up communication.
- Clarify any additional information needed.
- Ensure the client knows how to proceed.
Engagement Agreement
- Use clear, concise language.
- Include all necessary legal terms.
- Ensure compliance with applicable laws.
- Tailor the agreement to specific client needs.
- Obtain input from senior attorneys if needed.
- Schedule a meeting with the client.
- Explain each term clearly and thoroughly.
- Answer any questions the client may have.
- Confirm client understanding and agreement.
- Document any client feedback or concerns.
- Provide the agreement for client review.
- Ensure all parties sign in appropriate sections.
- Consider electronic signatures if applicable.
- Verify the date of signature.
- Keep a record of the signed document.
- Make copies of the signed document.
- Send a copy via email or postal service.
- Confirm receipt with the client.
- Store a copy in the client file.
- Ensure confidentiality of the document.
- Define specific services included.
- Clarify any exclusions or limitations.
- Ensure mutual understanding with the client.
- Document scope in the engagement letter.
- Review with the client for accuracy.
- Specify hourly rates or flat fees.
- Include payment deadlines and methods.
- Explain any additional costs or expenses.
- Clarify retainer amounts if applicable.
- Confirm client agreement on fees.
- Identify potential risks or limitations.
- Draft clear disclaimers for client understanding.
- Ensure compliance with legal standards.
- Review with senior attorneys if necessary.
- Obtain client acknowledgment of disclaimers.
- Define start and end dates.
- Outline conditions for early termination.
- Clarify notice requirements for termination.
- Include any fees related to termination.
- Ensure mutual agreement on terms.
- Specify methods for dispute resolution.
- Outline mediation or arbitration processes.
- Include governing law provisions.
- Document any limitations on litigation.
- Ensure client understanding and agreement.
- Define what constitutes confidential information.
- Include obligations for protecting client data.
- Clarify attorney-client privilege scope.
- Document exceptions to confidentiality.
- Ensure mutual understanding with the client.
- Research relevant local laws and regulations.
- Ensure compliance with jurisdictional requirements.
- Incorporate any specific clauses needed.
- Review with senior attorneys if necessary.
- Document jurisdictional compliance in the agreement.
- Outline procedures for requesting additional services.
- Specify how additional fees will be assessed.
- Clarify communication regarding additional work.
- Document consent process for additional services.
- Ensure client understanding of billing practices.
- Research applicable bar association rules.
- Incorporate any necessary provisions in the agreement.
- Review with relevant attorneys for compliance.
- Document adherence to ethical standards.
- Maintain records of compliance efforts.
- Set a date for follow-up discussion.
- Communicate the purpose of the meeting.
- Encourage clients to prepare questions.
- Document any concerns raised by the client.
- Ensure open lines of communication are maintained.
Conflict Check
- Review existing client database for similar cases.
- Search for potential conflicts with current or former clients.
- Utilize conflict-checking software if available.
- Consult with colleagues for additional insights on potential conflicts.
- Record findings in the client file.
- Include details of any potential conflicts identified.
- Ensure documentation is clear and accessible.
- Update records if new information arises in the future.
- Contact the client promptly to inform them of conflicts.
- Discuss implications of the conflict on representation.
- Present options for proceeding, including potential referrals.
- Ensure the client understands their rights and choices.
Client Information Gathering
- Identify required documents for the case.
- Create a checklist of documents to request.
- Communicate the list clearly to the client.
- Set a deadline for document submission.
- Follow up if documents are not received on time.
- Prepare a form or questionnaire for information collection.
- Include sections for personal details and financial status.
- Ensure clarity on what information is required.
- Review completed forms for completeness.
- Store information securely in compliance with regulations.
- Choose a secure file sharing platform (e.g., encrypted email, secure portal).
- Inform the client about the chosen method.
- Provide instructions on how to use the method.
- Implement access controls to protect shared information.
- Regularly review security protocols to ensure compliance.
Billing and Payment Setup
- Clarify hourly rates, flat fees, or contingency fees.
- Explain payment schedule: upfront, monthly, or upon completion.
- Outline accepted payment methods: credit card, check, bank transfer.
- Discuss late payment penalties and interest rates.
- Determine if a trust account is required for client funds.
- Select a financial institution that offers trust account services.
- Complete necessary paperwork to establish the trust account.
- Ensure compliance with state bar regulations on trust accounts.
- Itemize expected legal services and associated costs.
- Include possible additional expenses like court fees or expert witnesses.
- Clarify that estimates are subject to change based on case developments.
- Obtain client acknowledgment of the fee estimate in writing.
Case Management
Client Communication
- Discuss available options: phone, email, video conferencing.
- Determine the client's preferred method for urgent and non-urgent matters.
- Document the agreed-upon channels in the client's file.
- Clarify typical response times for emails and calls.
- Inform the client about the frequency of updates on their case.
- Reinforce that urgent matters will be prioritized.
- Share the attorney's direct phone number and email address.
- Include office hours and best times to reach the attorney.
- Explain the procedure for scheduling appointments or consultations.
Compliance and Ethical Considerations
Follow-Up
- Determine an appropriate date and time.
- Send a calendar invite to all relevant parties.
- Prepare an agenda outlining topics to discuss.
- Confirm attendance one day prior to the meeting.
- Establish a communication schedule (weekly, bi-weekly).
- Summarize recent developments and actions taken.
- Provide updates via email or phone call.
- Encourage client feedback and questions.
- Create a dedicated folder for client documents.
- Log all communications in a case management system.
- Maintain records of emails, calls, and meetings.
- Schedule regular reviews of documentation for completeness.
Use in Manifestly