DISENGAGEMENT LETTERS

Letter 1
Matter Completed - Closing File

Letter 2
Letter Declining Further Representation

Letter 3
Letter Regarding Unpaid Fees

A disengagement letter is especially critical when a lawyer decides not to continue past a
specific stage in a case. The lawyer should send a disengagement letter to establish that
the relationship is no longer continuing, and to refer the client to another lawyer. In the
disengagement letter, the lawyer should warn the client of applicable time limitations,
deadlines, and uncompleted investigation or casework. The lawyer should address other
topics as applicable, such as whether and under what conditions the lawyer will consult
with successor counsel, whether the client owes fees or expenses and to explain
procedures for file storage and destruction. A disengagement letter serves to make clear
that a client has ceased to be a current client for conflict of interest analysis.

We recommend lawyers include language about file destruction in all engagement letters
and again in the disengagement letters. This gives the client an opportunity to grant
permission to destroy the file when the client has full knowledge of the case.

IMPORTANT NOTICES

This material is provided for informational purposes only and does not establish, report,
or create the standard of care for attorneys in Oregon, nor does it represent a complete
analysis of the topics presented. Readers should conduct their own appropriate legal
research. The information presented does not represent legal advice. This information
may not be republished, sold, or used in any other form without the written consent of the
Oregon State Bar Professional Liability Fund except that permission is granted for
Oregon lawyers to use and modify these materials for use in their own practices.
© [2017] OSB Professional Liability Fund.

PROFESSIONAL LIABILITY FUND [Rev. 09/2018] Disengagement Letters - Page 1

 DISENGAGEMENT LETTER 1
MATTER COMPLETED – CLOSING FILE
(Sample – Modify as appropriate)

Re: [Subject]

Dear [Name]:

Thank you for allowing [firm] to represent you in the [describe] matter. To
complete this matter, we will [outline any final matters you will take care of]. In addition,
you will need to [outline everything the client is responsible for at this time].

Since this case is now closed, we suggest that you keep all information relating to
the matter in a safe place where you can easily locate it.

Returning Original Client Documents/Destruction of File

I have sent you a copy of [pleadings, documents, correspondence, and other
information]. These copies are your file copies. I also keep a copy of those documents
file in my office, and this copy is my file. I will return any original documents you provide
unless I are required to file it in court.

It is [It is not] my practice to store my files in a digital format and destroy the
paper file. I will store the paper and/or digital file for approximately 10 years from the date
the matter is closed unless there is a legal requirement to maintain it longer. I will then
properly destroy the file.

We hope that this matter has been concluded to your satisfaction. We would
appreciate it if you would fill out the enclosed Client Service Questionnaire. The
information you provide will help us improve our services.

Thank you for allowing us to represent you in this matter. We believe your referral
of this firm to your friends and family is the highest honor. We will do our utmost to serve
them as our special clients. If we can be of further assistance on this or any other matter,
please let us know.

[Attorney]
[Firm]

ENC.: Client Service Questionnaire

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 DISENGAGEMENT LETTER 2
DECLINING FURTHER REPRESENTATION
(Sample – Modify as appropriate)

Re: [subject]

Dear [name]:

Since I have not heard from you for the past [30 / 45] days, I now assume that
you do not wish to retain me further or proceed with this matter. Accordingly, I am now
closing my file and will take no further action in the matter.

You [are / may be] facing time limitations on your claim, so if you decide to
proceed you should contact another lawyer immediately. If you fail to do so, your legal
matter may be barred by a time limitation.

Returning Original Client Documents/Destruction of File

I have sent you a copy of [pleadings, documents, correspondence, and other
information]. These copies are your file copies. I also keep a copy of those documents
file in my office, and this copy is my file. I will return any original documents you provide
unless I are required to file it in court.

It is [It is not] my practice to store my files in a digital format and destroy the
paper file. I will store the paper and/or digital file for approximately 10 years from the date
the matter is closed unless there is a legal requirement to maintain it longer. I will then
properly destroy the file.

Very truly yours,

[Attorney]
[Firm]

PROFESSIONAL LIABILITY FUND [Rev. 09/2018] Disengagement Letters - Page 3

 DISENGAGEMENT LETTER 3
UNPAID FEES
(Sample – Modify as appropriate)

Re: [Subject]

Dear [Name]:

We have been working together since [date] to accomplish [subject matter]. Prior
to commencement, we agreed that I would provide you with quality legal services in return
for you compensating me in a timely fashion. To date you have paid [dollar amoount
already paid] in legal fees and expenses. Unfortunately, you have not paid my monthly
statements on a timely basis and currently owe me overdue fees and expenses in the sum
of [current balance].

Although I would like to continue representing you until this legal matter has been
concluded, I cannot do so unless you bring your account to current status and recommit to
your obligation to pay me as agreed on a timely basis going forward.

I am confident that the trial court will permit me to withdraw from your case and that
you can retain a new attorney without harming your case or negatively affecting the court’s
calendar. Likely, if I wait several more months, this would no longer be true. I am unable to
effectively provide you with the necessary level or legal services on an unpaid basis.

Should you decide to engage a new lawyer, it would be my intention to cooperate

on the following basis: you arrange to pay me for your unpaid bill for fees and expenses for
the work I have already completed and for my time and expense for consulting with your
new lawyer. Please realize that I will only share my legal work with your new attorney to
extent legally required to do without full payment of my fees and expenses.

I have enclosed a copy of my petition to withdraw from your case will file this with
the court within 14 days from the date of this letter unless you contact me to make a
payment of [dollar amount] to bring your account current.

I hope that I hear from you promptly to resolve this so that I can continue to
represent you. Please sign, date, and return the enclosed copy of this letter once you
have reviewed it.

Very truly yours,

[Attorney]
[Firm]

I have reviewed, understood, and agreed to this letter.

Signed: _____________________________ Date: ________

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