The Attorney File Transfer Letter is a crucial document in Philippine legal practice used when client representation changes hands between attorneys or law firms. This document becomes necessary during various scenarios, including when a client changes legal representation, when an attorney leaves a firm, retires, or when files need to be transferred due to conflicts of interest. The letter must comply with the Philippine Code of Professional Responsibility and the Data Privacy Act of 2012, ensuring proper documentation of the transfer process while maintaining client confidentiality. It typically includes comprehensive file inventories, transfer acknowledgments, and specific handling instructions, serving as both a formal handover document and a record of professional compliance.
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1. Letter Header: Including date, sender's details, recipient's details, and reference number
2. Subject Line: Clear identification of the matter: 'Re: Transfer of Client Files - [Client Name/Matter Reference]'
3. Client Identification: Clear identification of the client(s) whose files are being transferred
4. Authorization Reference: Reference to client's authorization for the transfer of files
5. File Description: Detailed description of the files being transferred
6. Transfer Instructions: Specific instructions regarding the physical or digital transfer of files
7. Acknowledgment Request: Request for confirmation of receipt of the files
8. Professional Courtesy: Standard professional closing and signature block
1. Billing Status: Include when there are outstanding billing matters to be addressed
2. Special Handling Instructions: Include when files require specific handling or contain sensitive materials
3. Pending Deadlines: Include when there are immediate deadlines or court dates that need attention
4. Conflict Check Confirmation: Include when there's a need to confirm that conflict checks have been completed
5. File Format Details: Include when transferring digital files in specific formats or requiring specific software
1. File Inventory List: Detailed inventory of all files being transferred, including document types and dates
2. Client Authorization Form: Copy of the client's written authorization for the file transfer
3. Transfer Receipt Form: Form for the receiving attorney to acknowledge receipt of all listed files
4. Outstanding Matters List: List of any pending matters, upcoming deadlines, or important dates
Relevant legal definitions
Clauses
Relevant Industries
Legal Services
Professional Services
Financial Services
Healthcare
Real Estate
Technology
Manufacturing
Retail
Construction
Energy
Transportation
Education
Non-Profit
Government
Relevant Teams
Legal
Administration
Compliance
Records Management
Operations
Document Control
Risk Management
Data Privacy
Relevant Roles
Attorney
Managing Partner
Legal Assistant
Paralegal
Law Firm Administrator
Records Manager
Compliance Officer
Legal Secretary
File Clerk
Office Manager
Data Privacy Officer
Document Controller
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