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| firm:sop:matter-closing [2025/08/04 16:43] – created admin | firm:sop:matter-closing [2025/08/04 16:45] (current) – admin | ||
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| Closing letters are an essential element of ending a matter. They provide the client with an overview of the firm’s work on the client’s behalf and inform the client of next steps (if any) that the client might take. Letters also provide the client with any important documents created for the client or filed on the client’s behalf. | Closing letters are an essential element of ending a matter. They provide the client with an overview of the firm’s work on the client’s behalf and inform the client of next steps (if any) that the client might take. Letters also provide the client with any important documents created for the client or filed on the client’s behalf. | ||
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| Work on closing letters is __not billable__, regardless of the type of matter for which the letter is being issued. | Work on closing letters is __not billable__, regardless of the type of matter for which the letter is being issued. | ||
| - | #### Note about workflow | + | ==== Note about workflow |
| Closing letters must be reviewed and signed by the lawyer with carriage of the matter. | Closing letters must be reviewed and signed by the lawyer with carriage of the matter. | ||
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| - | ##### Overview | + | ===== Overview |
| Closing letters are formal documents that are completed on firm letterhead. They must accurately render the status of the matter, steps taken on the client’s behalf, instructions received from the client, and any other salient detail relating to the file. | Closing letters are formal documents that are completed on firm letterhead. They must accurately render the status of the matter, steps taken on the client’s behalf, instructions received from the client, and any other salient detail relating to the file. | ||
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| If the client has a balance outstanding on their account with the firm, the client must be advised of that fact, of the interest rate on the outstanding balance, and of our intention to refer the outstanding balance to debt collection if it remains unpaid for thirty (30) days from the date of the letter. | If the client has a balance outstanding on their account with the firm, the client must be advised of that fact, of the interest rate on the outstanding balance, and of our intention to refer the outstanding balance to debt collection if it remains unpaid for thirty (30) days from the date of the letter. | ||
| - | #### Civil litigation | + | ==== Civil litigation |
| A closing letter for civil litigation must be issued as soon as the litigation has concluded with a final decision or order. | A closing letter for civil litigation must be issued as soon as the litigation has concluded with a final decision or order. | ||
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| Any judicial decisions or outcomes must be described in the letter. If the client is not satisfied with the result, the client must be advised of the court to which an appeal may be taken or to which an application for judicial review may be made. The client must receive advice regarding the timeline for filing appeal or judicial review documents. | Any judicial decisions or outcomes must be described in the letter. If the client is not satisfied with the result, the client must be advised of the court to which an appeal may be taken or to which an application for judicial review may be made. The client must receive advice regarding the timeline for filing appeal or judicial review documents. | ||
| - | ### Enclosures | + | === Enclosures |
| The following documents must be included in the following order: | The following documents must be included in the following order: | ||
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| - all invoices issued for the matter, including a final invoice. | - all invoices issued for the matter, including a final invoice. | ||
| - | #### Real estate | + | ==== Real estate |
| The closing letters for real estate files are generated by Lawyer Done Deal (LDD). The template letter provided by LDD is sufficient unless a client proves to have been quarrelsome. | The closing letters for real estate files are generated by Lawyer Done Deal (LDD). The template letter provided by LDD is sufficient unless a client proves to have been quarrelsome. | ||
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| A quarrelsome client’s closing letter must state the fact that the client is quarrelsome, | A quarrelsome client’s closing letter must state the fact that the client is quarrelsome, | ||
| - | ### Enclosures | + | === Enclosures |
| The following documents must be included in the following order: | The following documents must be included in the following order: | ||
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| - all invoices issued for the matter, including a final invoice. | - all invoices issued for the matter, including a final invoice. | ||
| - | #### Corporate | + | ==== Corporate |
| A closing letter is issued as soon as the work for which the firm was engaged is completed. The letter must describe the work undertaken on the client’s behalf, the result obtained for the client, and any issues that arose in the course of the work. | A closing letter is issued as soon as the work for which the firm was engaged is completed. The letter must describe the work undertaken on the client’s behalf, the result obtained for the client, and any issues that arose in the course of the work. | ||
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| The letter must set down any risks that the firm identified during the course of the matter. If there are mitigation strategies for any of these risks, those strategies should be briefly described in the closing letter. | The letter must set down any risks that the firm identified during the course of the matter. If there are mitigation strategies for any of these risks, those strategies should be briefly described in the closing letter. | ||
| - | ### Enclosures | + | === Enclosures |
| The following documents must be included in the following order: | The following documents must be included in the following order: | ||
