Draft engagement letters from approved templates
From a new matter's intake details, the system selects the right template, fills in scope, fees, parties and terms, and highlights any non-standard clause. A partner reviews and sends. For firms where each engagement letter starts as an edited copy of the last one.
Function: Legal and compliance · Industry: Professional services
Draft engagement letters from approved templates
6 steps
At a glance
- Trigger
- A new matter is approved and an engagement letter is needed.
- Typical inputs
- Matter intake with scope and fee arrangement
- Approved engagement templates and clause library
- Client details and conflict clearance
- Rate cards
- Systems it usually connects to
- Clio
- DocuSign
- SharePoint
- Outlook
- How the work splits
4 rules, 1 model, 1 person steps
How it runs, step by step
6 steps, each tagged by what does the work. Rules are fixed logic, a model reads or drafts, and a person decides.
- Rules Fixed logic in code
- Model AI reads or drafts, with a confidence score
- Person A named person decides
- 1
Select the template
RulesMatter type, jurisdiction and fee structure choose the template and the optional clauses.
- 2
Fill the fields
RulesParties, scope, fees, rates, billing terms and dates are inserted from the matter record.
- 3
Summarize special requests
ModelA model reads the intake notes and lists requests that need non-standard wording, such as a cap or a particular reporting duty.
- 4
Check against the policy
RulesRules verify that conflict clearance and KYC are complete and that fee terms follow firm policy.
- 5
Review and approve
PersonThe responsible partner edits and approves the letter, including any non-standard terms.
- 6
Send for signature
RulesThe approved letter is sent for e-signature, and the signed copy is filed to the matter.
Where people approve
The decisions that stay with your team, whatever the confidence score says.
- The responsible partner approves every letter.
- Non-standard clauses need risk approval.
- Letters are not sent until conflict and KYC checks are cleared.
KPIs to track
What to measure, before and after. Targets come from your own baseline.
- 01Days from matter approval to a signed engagement
- 02Letters sent with a non-standard clause
- 03Time the partner spends per letter
- 04Matters that start work without a signed letter
Questions about this workflow
Does the model write new legal clauses?
It should not. Clauses come from your approved library. The model summarizes requests for non-standard terms, and your lawyers write any new wording.
Can it handle different jurisdictions?
Yes, as separate templates and rules per jurisdiction. Your lawyers own that content, and we implement the selection logic.
Which steps use rules, a model and a person?
Rules: select the template; fill the fields; check against the policy; send for signature. Model: summarize special requests. Person: review and approve. Rules are fixed logic in code. A model reads or drafts and reports its confidence. A named person decides.
What do we need to start?
Typically: matter intake with scope and fee arrangement; approved engagement templates and clause library; client details and conflict clearance; rate cards. You also need read access to Clio, DocuSign, SharePoint and Outlook, or the equivalents you use. A workflow audit measures your volumes and past cases first, then gives a fixed price for the build, so you can decide with real numbers.