When a legal case or matter has closed, it’s best practice to send a legal closing letter to the client informing them that their legal representation has ended. Without clearly and formally communicating closure, a client may think their representation is still occurring and lawyers risk unintentional malpractice, especially without a legal client portal.
Closing letters not only help to clear up confusion or potential miscommunication but also contribute to exceptional client service as both lawyers and clients part ways professionally and leave the door open for earning future business and profits.
In this article, we will cover the importance of sending an attorney closing letter, what your firm should include in each letter, and a written legal closing letter example for reference.
The Importance of Sending a Case Closure Letter to Clients
Knowing when a matter has ended may seem like common sense, but clients are often unfamiliar with standard legal practices. Sending a case closure letter eliminates client uncertainty by formally ending their legal representation in writing.
A case closure letter also protects you and your firm from any “failure to inform” malpractice claims.
Sending a Legal Closing Letter: Best Practices
Below are some best practices to ensure that your closing letter effectively and clearly ends representation, while keeping clients in good graces with you and your firm for potential future business.
Be clear and succinct. The contents of your closing letter must be easily understood by the recipient. Avoid using difficult-to-read fonts or verbose legal jargon that may confuse or mislead. Clearly state a brief description of the case, that their legal representation has ended, and thank the client for their business. No need to drag it on—keep it short and straightforward.
Send the closing letter in a timely manner. If you wait too long to send a closing letter, the client may still think that you are representing them. Send off your closing letter as soon as your representation has ended. This includes after a case or matter has been closed or for other less common reasons, such as the closing of your practice.
Streamline your closing letters with automation. Use automation tools to simplify repetitive tasks like drafting closing letters. Features like templates, eSignature fields, document links, and final payment links help save time and reduce errors while maintaining professionalism.
Personalize your closing statements to reflect each client’s experience. Avoid using the same language for every client. Acknowledge the outcome of the case with empathy and, when appropriate, use the opportunity to ask for reviews or referrals to support future business.
How to Write a Closing Letter and What to Include
A case closure letter should be tailored specifically to each client for a non-robotic cadence. However, there is some basic information that should be included when crafting a closure letter, including:
1. Briefly outline the case and its specifics.
State clearly which case and case number you are referring to, particularly if there are multiple cases or matters with this same client.
2. Let the client know the status of the case or matter.
Include any required information on retaining case documents. For example, if your firm’s retention policy is to keep case files for a set number of years, let the client know that. Or if you are returning any original client documents with the law firm closing letter, include this information.
3. Date the letter.
Include when the case concluded and when the client’s legal representation ended.
4. Include information on why the client’s legal representation is coming to an end.
This may be due to the closure of the case or any organizational change (relevant to their matter) such as the closure of your practice or a new representing attorney.
5. List any next steps that the client needs to take care of.
The most common action item to include would be paying the final bill.
6. Thank the client for choosing you to represent them.
Additionally, let them know that you would be happy to represent them again—should they require legal assistance in the future.
7. Ask your client for feedback.
Share a questionnaire with the client or ask them to leave your law firm an online review. Hearing feedback from clients can help you adjust and optimize your client experience. Additionally, positive online reviews can help you land more clients in the future.
What Not to Add in a Closing Letter
Now that we’ve covered what to include in a legal closing letter, it’s equally important to understand what should be left out. Adding unnecessary or inappropriate details can confuse clients, create legal liability, or damage your professional image. Avoid including the following:
New legal advice or analysis: Do not introduce fresh legal opinions or revisit case analysis. The closing letter should reflect only previously discussed matters, not open the door to new legal guidance.
Negative remarks: Even if the relationship was strained or the outcome wasn’t ideal, maintain professionalism and keep the tone courteous.
Overly technical legal jargon: Use clear and client-friendly language. The goal is clarity, not complexity.
Unsecured personal or sensitive information: Only include sensitive documents or case details if the letter is sent securely or via a client portal.
Keep the closing letter focused, factual, and professional to ensure that the end of the representation is clear, clean, and constructive.
Sample Closing Letter to Client from Attorney
To start writing your own closing letter to a client, refer to our simple attorney closing letter examples below:
Sample Legal Closing Letter [Date] Re: Closing of Legal Representation, {{case #}} Dear {{client}}, Thank you for the opportunity to represent you in {{brief description of case/matter}}. As of {{date}}, your case {{case #}} has closed and your legal representation has ended. You can expect your final bill from us by {{date}}. Enclosed in this letter you will find: (List enclosed documents such as every relevant document, copies of final documents, original legal documents created or received from the client) Feedback questionnaire (if using a paper version, be sure to provide instructions on how to complete and return it) Please review this information and let us know if you have any questions. {{Firm name}} will retain a copy of these documents for at least five years, per our retention policy. While this concludes our legal representation of you, please do not hesitate to contact me if you require further legal assistance or wish to retain our services again. It was a pleasure representing you and I hope you enjoyed working together. Please consider filling out and returning the enclosed feedback questionnaire so that I may better represent clients like you in the future. Thank you in advance for your feedback. All the best, {{Lawyer name}} {{Firm name and contact information}} |
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Improve Client Communication with Legal Software
Managing legal communication across all open cases and matters can be complicated and time-consuming. Still, as an attorney, it’s essential to keep your clients informed and happy. Luckily, there are legal platforms available to help you easily communicate, gain leads, manage client relations, access case analytics, and even reduce legal document monotony.
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About the author
Mary Elizabeth HammondSenior Content Writer
Mary Elizabeth Hammond is a Senior Content Writer and Blog Specialist for leading legal software companies, including MyCase, Docketwise, and CASEpeer, as well as LawPay, the #1 legal payment processor. She covers emerging legal technology, financial wellness for law firms, the latest industry trends, and more.