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Law Firm

Client intake with conflict-of-interest screening, engagement letter with fee schedule, case-document checklist, matter status updates, and closing letter with file retention notice for small and mid-sized general-practice law firms

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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

About this template

The Client & Matter Master File template is a ready-to-use form from Pocper's Law Firm pack. Customize the fields to match your workflow, then share a link so clients can complete it and upload documents in real time.

What's in this template

Client & Matter Master File
Section 1 — Client & Parties
Section 2 — Matter Identification
Section 3 — Team Assignments
Section 4 — Key Dates
Section 5 — Chronology of Events & Communications
Section 6 — Documents Held
Section 7 — Fee Arrangement & Trust Balance
Section 8 — Standing Instructions & Preferences

Frequently asked questions

What is the Client & Matter Master File template for?

It's a structured form you send to clients to collect the information, documents, and signatures a law firm workflow needs — without the back-and-forth of email.

Can I edit this template?

Yes. Import it into your Pocper workspace, then add, remove, or reword any field before sharing it. Every template is fully editable.

How do clients fill it out?