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
Entity type and registration number (if a company or trust):
Authorised signatory / primary contact:
Registered / service address:
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:
Court, tribunal or forum:
Presiding judge or case officer:
What this matter is about, and what a good outcome looks like for the client:
Section 3 — Team Assignments
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.
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Limitation / statute deadline | | |
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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
Attach scans of anything held only in hard copy:
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:
Billing notes — replenishment history, write-offs, disputed items, fee variations agreed:
Section 8 — Standing Instructions & Preferences
Preferred channel for routine contact:
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.