The Attorney File Transfer Letter is a crucial document used when client files need to be transferred between legal professionals in the United States. This typically occurs during attorney transitions, firm mergers, or when clients change representation. The letter ensures compliance with state bar regulations, maintains proper documentation of file custody, and protects client interests. It includes essential details such as client identification, matter descriptions, inventory of transferred materials, and specific handling instructions. The document helps maintain professional standards while facilitating smooth transitions in legal representation.
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1. Letter Header: Date, recipient's details, and sender's details
2. Client Identification: Clear identification of the client(s) whose files are being transferred
3. Matter Description: Description of the legal matters related to the files being transferred
4. Transfer Details: Specific description of what is being transferred and when
5. Acknowledgment Request: Request for confirmation of receipt and signature block
1. Client Consent Reference: Reference to client's written consent when transferring files requires explicit client consent
2. Special Handling Instructions: Specific instructions for handling sensitive or confidential materials
3. Retention of Copies Statement: Statement regarding copies retained by transferring attorney when maintaining copies of transferred files
1. Schedule A - File Inventory List: Detailed list of all files and materials being transferred, including physical and electronic documents
2. Schedule B - Client Consent Documentation: Copies of client consents and authorizations for file transfer where applicable
3. Schedule C - Chain of Custody Form: Documentation tracking the transfer of materials including dates, handlers, and confirmation of receipt
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