Sample Letter to Client - Termination of Representation
What this document covers
The Sample Letter to Client - Termination of Representation is a formal notification letter used by attorneys to inform clients that their representation has been terminated. This form serves an important purpose in clarifying the termination process and protecting both parties involved. Unlike generic letters, this specific letter includes essential information regarding outstanding fees and the next steps a client should take, ensuring clarity in legal communication.
Form components explained
- Date of the letter to ensure it is timely.
- Client's name and address for accurate identification.
- Details about the representation termination, including the reason for termination.
- Information regarding outstanding fees and payment expectations.
- Instructions for retrieving original documents provided by the client.
When to use this form
This form should be used when an attorney decides to terminate representation of a client due to unpaid fees or other reasons. It is particularly useful in situations where a client has not made acceptable payment arrangements, allowing legal practitioners to communicate their decision effectively while documenting the reason for termination. Additionally, it can provide a clear path forward for clients to seek new representation if necessary.
Intended users of this form
- Attorneys who need to formally terminate representation of a client.
- Law firms that have clients with outstanding balances.
- Legal professionals looking to maintain proper documentation of communications with clients.
How to prepare this document
- Enter the date of the letter at the top.
- Fill in the client's name and address to ensure proper identification.
- Clearly state the reason for terminating representation.
- Specify any outstanding fees and outline payment expectations.
- Include instructions for the client regarding their original documents.
Is notarization required?
This form usually doesn’t need to be notarized. However, local laws or specific transactions may require it. Our online notarization service, powered by Notarize, lets you complete it remotely through a secure video session, available 24/7.
Typical mistakes to avoid
- Failing to include the date, which can create ambiguity about when the termination occurred.
- Not clearly stating the reason for termination, leading to potential misunderstandings.
- Omitting information about outstanding fees, which may complicate collection efforts later.
Why use this form online
- Convenient download and customization to fit specific client situations.
- Editable in Word format for easy updates and modifications.
- Access to a professionally drafted document ensures legal compliance.
State law considerations
This form is a general template that may be used in several states. Because requirements differ, review your state’s laws and adjust the document before using it.
Legal use & context
Utilizing this termination letter serves to document the formal withdrawal of services and helps to protect both parties legally. It is important that the letter is clear to prevent any misunderstandings regarding the status of representation.
What to keep in mind
- The Sample Letter to Client - Termination of Representation is a crucial tool for attorneys managing client relationships.
- Clear communication and documentation are essential in the termination process.
- It is essential to review any state-specific laws that might apply when using this form.
Form popularity
FAQ
Notify the employee of their termination date. State the reason(s) for termination. Explain their compensation and benefits going forward. Notify them of any company property they must return. Remind them of signed agreements. Include HR contact information.
Be respectful. Make it simple. Don't feel you must explain or justify. Assign responsibility for your refusal to something else. Stand firm. Refer, refer, refer.
It's not necessary, or suggested, to include a reason for the termination. Tell the client what they need to do to move forward without you and what could happen if they don't. Termination means it's the end. Send the letter via a traceable delivery method. Be wary of terminating a client right before a deadline.
The Rules of Professional Conduct of the State Bar of California specify three circumstances under which an attorney must terminate a client relationship: (1) where the attorney knows or should know that a client is bringing an action, conducting a defense, asserting a position in litigation, or taking an appeal,
If you decide to decline representation after research or investigation, you should protect yourself and your client by (1) promptly advising the client in writing of your decision not to take the case or matter; (2) be certain to inform the client of his or her right to contact another lawyer for a second opinion;
Stay calm, rational and polite. Give reasons for terminating the relationship, but keep emotion and name-calling out of the conversation. Follow-up with a phone call. You can start the process with an email, but you should follow-up with a phone call to talk your client through the process and answer any questions.
The court may request an explanation for the withdrawal, while the lawyer may be bound to keep confidential the facts that would constitute such an explanation. The lawyer's statement that professional considerations require termination of the representation ordinarily should be accepted as sufficient.
Include the date of the letter along with the name and contact details of the organization. Also, give your complete name, your mailing address, and the subscription or membership details based on the records of the company. Use a polite, friendly, and professional tone while writing the letter.
Yes a lawyer may, generally speaking, refuse to represent a client for any reason they choose (or no reason at all), even (in most jurisdictions) reasons that would be otherwise illegal for someone providing a public service to refuse for (such as racial, ethnic, religious, gender, or other reasons).
