Closing a Practice
Closing your office takes careful planning for a seamless transition. Lawyers close offices for many reasons: retirement, merging firms, disability, extended maternity leave, or maybe an appointment to the bench. Though all different scenarios, similar tasks are needed to close an office efficiently and with no harm to the client. Consider the following suggestions when closing your office:
1. Finalize as many files as possible: If you have a target closing date, work toward closing as many files as possible. If you do not have a target date, establish a back up plan of ahving someone who can help transition files in the event of a sudden disability or illness. With or without a target closing date, keep files up to date, including client contacts, correspondence and pleadings.
2. Write to clients with active files, advising them that you are unable to continue representing them and that they need to retain new counsel. Be sure to advise your clients of any time limitations, prescriptive dates and time frames important to their cases. The letter should explain how and where they can pick up copies of their files and should give a time deadline for doing this.
3. For cases with pending court dates, depositions, or hearings, discuss with the clients how to proceed. Where appropriate, request extensions, continuances, and the resetting of hearing dates. Send written confirmations of the extensions, continuances, and resets to opposing counsel and to your client.
4. For cases before administrative bodies and courts, obtain the client's permission to submit a motion an order to withdraw as attorney of record.
5. In cases where the client has chosen a new attorney, be certain that a motion to enroll to substitute counsel has been filed and you have appopriately withdrawn as counsel.
6. Pick an appropriate date and check to see if all cases either have a Motion and Order allowing your withdrawal as counsel or a Subsititution of Counsel filed with the court.
7. Makes copies of files for clients. Retain your original files. All clients should either pick up their files (and sign a receipt acknowledging that they received them) or sign an authorization for you to release the files to their new attorneys. If a client is picking up a file, original documents should be returned to the client and copies should be kept in your file.
8. All clients should be told where their closed files will be stored and whom they should contact in order to retrieve them. While there is no set time frame for the retention of files, five years is a good best practice. If a closed file is to be stored by another attorney, get the client's permission to allow the attorney to store the file for you and provide the client with the attorney's name, address and phone number.
9. If you are a sole practitioner, ask the telephone company for a new phone number to be given out when your old number is called. If you have a website, inform viewers that you office is closing (and a date if you have it) and any new contact information that you would want to give. This eliminates the problem created when clients call your phone number, get a recording stating that the number is disconnected, and do not know where else to turn for information.
10. Call the Louisiana State Bar Association and update your status and contact information.
Other resources you might consider:
1. James E. Brill, Considerations When Closing Your Law Practice, 76 Texas Bar J. 2 (Feb. 2013).
2. Peter A. Giuliani, Passing the Torch without Getting Burned: A Guide to Law Firm Retirement and Succession Planning, American Bar Association (2013) (also available in the LSBA's Lending Library).
Online Internet Resources and Guidance:
1. Washington State Bar Association: Visit its webpage, Closing a Law Practice for materials, forms, and an hour long video entitled Exiting Your Practice.
2. Illinois Attorney Registration & Disciplinary Commission: Read its publication Basic Steps to Ethically Closing a Law Practice
3. American Bar Association Law Practice Magazine, May/June 2011 (Vol. 37, No.3): For additional guidance, Closing a Solo Practice: An Exit To-Do List by Sheila M. Blackford and Peter Roberts.