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
Get started with PocperThis letter confirms that our representation of you in the referenced matter has concluded. Please review each section carefully — it summarizes the outcome, the final accounting, the return of your property, and the firm's file retention policy. If anything is unclear, contact us before signing.
Client name:
Matter / file number:
Engagement start date:
Effective closing date:
Disposition (select one):
Settled by agreement of the parties
Judgment entered (in favor of Client)
Judgment entered (against Client)
Transaction / filing completed as planned
Voluntarily withdrawn / dismissed
Client terminated representation
Firm withdrew from representation
Summary of the final outcome, terms, and any ongoing obligations:
IMPORTANT: The firm will no longer monitor your calendar or legal deadlines on this matter after the closing date. Any appeal deadline, statute of limitations, filing, renewal, or periodic obligation below is YOUR responsibility.
Appeal deadline (if any):
Other critical dates (tax filings, renewals, post-judgment enforcement, trust / entity filings):
Total fees billed (USD):
Total costs and disbursements (USD):
Total amounts paid by Client (USD):
Outstanding balance due (USD):
Trust-account refund to Client (USD):
Please upload the final invoice and trust-account statement:
All original documents belonging to Client have been returned or delivered as instructed below.
A digital copy of the client file has been provided on request.
Delivery address for originals (if mailed):
File retention policy — the firm will retain a copy of your file for seven (7) years from the closing date shown above, after which the file will be destroyed in a confidential manner without further notice. If you wish us to retain the file longer, or to receive an additional copy before destruction, please tell us now.
Scheduled destruction date:
I would like to receive a complete copy of my file before the firm destroys its records.
I ask the firm to retain the file beyond the standard retention period (additional terms may apply).
As of the closing date above, the attorney-client relationship between you and the firm is CONCLUDED for this matter. The firm will no longer take any action, give any advice, or monitor any deadline on your behalf unless you sign a new engagement letter. Because our representation has ended, the firm may in the future represent other clients whose interests are adverse to yours on unrelated matters. The attorney-client privilege continues to protect our prior communications.
If new legal issues arise — including questions about this matter — please contact us to discuss a new engagement. Do not assume that sending an email about a new matter creates an attorney-client relationship.
How satisfied were you with the firm's representation?
Very satisfied
Satisfied
Neutral
Dissatisfied
Comments on communication, responsiveness, and results:
The firm may contact me with referrals to other professionals I may need in the future.
I acknowledge receipt of this closing letter and understand that the firm's representation has ended.
I have received (or declined) the return of my original documents and understand the file retention policy.
I accept the final accounting or will raise any objection within 30 days of this letter.
It has been a privilege to represent you. We wish you the very best and remain available should you need legal services in the future.
The Matter Closing Letter & File Retention Notice 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.