# Close a client matter with a closing letter and file checklist

A closing letter that formally ends representation, plus an internal checklist for trust balances, file return, and record retention.

- Topic: Projects & Operations
- Framework: Few-Shot
- Level: Standard
- Tags: Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/close-a-client-matter-with-a-closing-letter-and-file-checklist

## Prompt

```text
Help me close a completed client matter at my law firm.

**Client and matter:** [NAME, MATTER NUMBER, DESCRIPTION]
**How the matter ended:** [e.g. "settled and dismissed", "deal closed", "will signed"]
**Remaining obligations the client has:** [e.g. "file annual report", "comply with settlement terms by June 1" - or "none"]
**Trust account balance for this client:** [AMOUNT]
**Outstanding fees or costs:** [AMOUNT]
**Original documents we hold:** [LIST]
**Our file retention period:** [e.g. "7 years" - per firm policy]

Give me:
1. A client closing letter that: thanks the client; states clearly that the representation has ended; summarizes the outcome in two or three sentences; lists any ongoing obligations or future dates the client must track themselves; explains what happens to the trust balance; offers return of originals; states how long we keep the file and that it may then be destroyed; and invites them to contact us for future matters as a new engagement.
2. An internal closing checklist: final bill, trust balance refunded or applied with documentation, unearned fees returned, originals returned with receipt, docket entries cleared or handed off, conflicts database updated to "former client", file archived with destruction date, and any malpractice-relevant notes.
3. A short client feedback request I could send two weeks later.

Do not add dates or amounts I have not given you; mark gaps as [ADD]. Check my state's trust accounting and file retention rules before finalizing.
```

## What to fill in

- NAME, MATTER NUMBER, DESCRIPTION
- e.g. "settled and dismissed", "deal closed", "will signed"
- AMOUNT
- LIST
- e.g. "7 years" - per firm policy
- ADD

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