Closing a client file is just as important as opening one. A clear, consistent process ensures ethical compliance, protects client confidences, and positions the firm for smooth future interactions. This checklist helps lawyers and staff wrap up matters efficiently and professionally.

Substantive Case Wrap-Up

• Confirm all pleadings, orders, and judgments are complete.
• Verify settlement funds have cleared and been properly disbursed.
• Ensure all deadlines and appeals periods have expired.
• Prepare a final status summary for the client file.

Client Communication

• Send closing letter confirming representation has ended.
• Provide copies of key documents (judgment, settlement agreement, final order).
• Return original client property (documents, evidence, records).
• Thank the client for their trust and provide information for future contact.

Financial Matters

• Issue final invoice and reconcile account.
• Refund any unearned retainer from trust account.
• Confirm all third-party vendors (court reporters, experts) have been paid.
• Close billing file in practice management system.

File Management

• Index and organize electronic file.
• Confirm all emails and correspondence are saved in the matter file.
• Label file as “closed” in the case management system.
• Archive paper file, if applicable, following firm retention policy.

Risk Management & Retention

• Note retention period per firm policy
• Calendar destruction date for file and trust records.
• Document client instructions on retention or destruction, if given.
• Maintain secure storage (physical and digital).

Future Relationship

• Add client to firm mailing/holiday card/contact list.
• Request testimonial or referral, if appropriate.
• Note any follow-up opportunities (estate planning updates, contract renewals, etc.).
• Keep client contact details current in CRM system.

Conclusion

Closing a file is more than putting papers in a box—it’s an opportunity to protect the firm, serve the client one last time, and leave the door open for future work. By following this checklist, lawyers and staff can ensure every matter is closed with professionalism, compliance, and care.