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Client & Matter Master File

This is the firm's standing case file for this client — one living copy that we and the client both keep current for the whole relationship. It is never re-filled per event: correct it, extend it and date-stamp it as the matter moves.

Section 1 — Client & Parties

Client full legal name:

Entity type and registration number (if a company or trust):

Authorised signatory / primary contact:

Email:

Phone:

Registered / service address:

Opposing party:

Opposing counsel (firm and attorney):

Other interested parties, insurers or co-defendants, and how they relate to this matter:

Section 2 — Matter Identification

Matter reference / file number:

Practice area:

Court, tribunal or forum:

Docket / case number:

Presiding judge or case officer:

Current status:

Intake / conflict check

Investigation and evidence gathering

Negotiation / pre-action correspondence

Filed / proceedings on foot

Awaiting decision

Resolved — closing in progress

What this matter is about, and what a good outcome looks like for the client:

Section 3 — Team Assignments

Role	Name	Contact
Responsible attorney
Supervising partner
Associate
Paralegal / case manager

Section 4 — Key Dates

The limitation / statute deadline is the one date that can never be missed. Confirm it at intake and re-confirm it at every file review.

Milestone	Date	Notes
Limitation / statute deadline
Engagement signed
Filing / lodgement
Next hearing / conference
Discovery / disclosure cut-off
Next internal file review

Section 5 — Chronology of Events & Communications

One dated line per event — what happened, who was involved, what was decided. Include calls, letters sent and received, filings, service, offers and instructions. Newest at the top.

Section 6 — Documents Held

Document	Original or copy	Where it is held

Attach scans of anything held only in hard copy:

Upload File

Section 7 — Fee Arrangement & Trust Balance

Fee arrangement currently in force:

Rate, flat amount or percentage:

Minimum trust balance to maintain:

Trust balance last confirmed:

Balance confirmed on:

Billing notes — replenishment history, write-offs, disputed items, fee variations agreed:

Section 8 — Standing Instructions & Preferences

Preferred channel for routine contact:

Do not leave messages at the client's workplace

Copy the named authorised contact on all correspondence

Interpreter or accessibility support required

Authority limits, settlement instructions, people we may or may not speak to, and anything else that must always be observed on this matter:

This master file is the firm's working record of the matter. Keep it current at every review — a stale file is a missed deadline waiting to happen.

Use this template

Templates in this pack

The Law Firm pack includes 7 ready-to-use templates. Each one is a structured, fully editable form you can share with clients to collect information, documents, and signatures in one place.

Frequently asked questions

What's included in the Law Firm templates?

The Law Firm pack contains 7 templates: Client & Matter Master File, New Client Intake & Conflict-of-Interest Questionnaire, Engagement Letter & Retainer Agreement, Client Document & Information Checklist, Matter Status Update & Client Instructions, Matter Closing Letter & File Retention Notice, Client Guide: Legal Fees, Billing & Your Rights. Each is ready to use and fully editable.

Can I customize these templates?

Yes. Every Pocper template is fully editable — add or remove fields, change the wording, and adapt each form to your workflow before sharing it with clients.

How do I use the Law Firm templates?

Import the pack into your Pocper workspace, open a template, tailor it to your needs, then share a link so clients can fill it out and upload documents in real time.