Example of General Client Care Letter
Our ref: SM/
DATE
Dear
Re:
Thank you for your instructions.
INSTRUCTIONS
ADVICE
I would repeat my advice that
ACTION
OUR FUNDING ARRANGEMENTS
There are some important details that I would like to confirm at
this early stage. I shall have control of this matter and I am the
partner in this Firm. My fees will be calculated by reference to the
number of hours spent on the instructions. My hourly rate is £
[ ]. However, if the matter is particularly complex in law, at
the appropriate time in the case, an increase in hourly rate will be
applied following discussion. I am also assisted by a trainee Solicitor,
whose hourly rate is £[ ] per hour and where possible, work
will be delegated to our trainee Solicitor.
[It is difficult to estimate the costs in your matter, but I estimate
on the information that is available to me at the present time, the
costs will be in the region of £[ ].]
I will on a monthly basis, send to you interim bills on account of the
total costs and disbursements. These interim bills will be our estimate
of costs expended from time to time, and will not represent all costs
payable by you. As the case progresses, I will require payments on
account to cover certain steps in your case and I will not be able to
progress the case further without those payments on account. When we
start the case for you we will ask you to make an initial payment on
account and I will provide further details later in this letter. Once
an interim bill has been delivered to you, I will transfer monies in
your client account to the office account in settlement or part payment
of the interim bill. At the end of the case, a final Bill will be
rendered to you for all the costs expended in the case less those costs
billed to you on an interim basis and monies in your client account will
be transferred to office account to meet the final bill.
COSTS RESPONSIBILITY
Generally, if your matter is taken to court and you lose the case, you
will become responsible for the other sides costs and disbursements, in
addition to costs and disbursements payable to our firm. If you win your
case, you will remain responsible for this firm's costs and disbursements,
but you would be entitled to payment of your costs and disbursements
from your opponent. This, however, does not mean that you are not liable
to pay us these costs and disbursements. Normally, the costs and
disbursements that you can recover from your opponent amount to the
majority of costs you are responsible for to this firm. However, there
is always an element of costs and disbursements that your opponent will
not be required to pay.
OTHER FUNDING
(A) If you are a member of a Trade Union you may be entitled to funding
through your trade union, who will cover your costs and disbursements
expended in connection with your case. Please let me have details of your
membership and entitlement to costs if applicable, so that I may advise
you further as to whether you are entitled to trade union funding.
(B) Legal Expenses Insurance. In some cases your Home Insurance may
entitle you to Legal Expenses Insurance, which may cover you for the
costs and disbursements in your matter. If you think you may be entitled
to Legal Expenses Insurance, then kindly provide me with details of the
policy, so that I may advise you in this connection.
(C) No win no fee. In certain cases, we may be prepared to conduct your
case on a no win no fee basis, whereby you will only pay our costs and
disbursements if we are successful in securing an award of damages for
you or recover property in your favour. However, you will be responsible
to pay for court fees and disbursements as the case progresses. If we
consider that we can take on your case on this basis, we will advise you
further in this respect.
(D) After the event insurance. It is possible in certain cases that we
can obtain insurance to cover you if you lose your case and become
responsible for your opponents costs and disbursements. However, if
such insurance is taken, you will remain responsible for the payment
of our costs and disbursements and you may be responsible for payment
of a premium to effect the insurance policy. If you wish further details,
please do not hesitate to contact me.
(E) Legal Services Commission Funding. In some cases, Legal Services
Commission funding is available, provided that you are eligible
financially in accordance with your income and expenditure. I have/not
discussed this issue with you and confirm that you do/not qualify for
Legal Services Commission funding.
OTHER MATTERS
As a result of new statutory regulations we will require two forms of
identification from you, one form of identification must contain a
photograph and the second can be a council tax bill or bank statement
or utility bill not less than 3 months old. We can also accept a birth
certificate as a form of identification.
Please note that I am the Principal of this firm and I am responsible
for your matter. I am assisted by a trainee solicitor. My secretary,
Helena, may also be able to assist if you are not able to speak to me
or my trainee solicitor.
As Principal of the firm I am also responsible for dealing with client
complaints. Please do not hesitate to raise any difficulties with me.
If there is any aspect of our service you are unhappy with, I will
either meet with you to discuss the difficulties or your complaint or
write to you offering an explanation and try to resolve the difficulty.
If you do make a complaint, I will write to you with details of our
clients complaint procedure.
I enclose with this letter a draft letter that I propose to send on
your case and I shall send this as soon as you let me have any
comments.
I would be obliged if you would kindly sign and return the copy of
this letter enclosed and forward me the cheque on general account
of costs in the sum of £[ ]. I also confirm that
your continued instruction to us will be deemed to be an acceptance
of the terms as set out in this letter.
I look forward to hearing from you and to being of service to you.
Yours sincerely
SAUL MARINE
................................
Signed by the client
