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Appendix 3 - Letter to Client Advising or Practice Closure or Transfer

Dear [client]:

Re:      [client file, file number]

As of [date], I will be closing my practice due to [provide reason, if possible]. As such, I will be unable to continue representing you on your legal matter(s). You must either retain another paralegal or lawyer to take over completion of your matter and accept transfer of your active file, or represent yourself. Taking into consideration [insert appropriate language regarding limitation periods, upcoming appearance or other deadlines], I urge you to retain another legal representative as soon as possible to ensure that your legal rights are preserved.

You may select any paralegal or lawyer you wish to continue in your matter. [Insert sentence regarding sale or transfer of your practice to another paralegal/lawyer and provide name and contact information, if applicable.] If you require assistance to locate a suitable legal representative, [offer to provide list of local paralegals/lawyers or referral to legal representative who provides legal services in the  relevant area of law, if appropriate] please feel free to contact the Law Society of Ontario's Lawyer Referral Service at 416-947-3330 or toll-free at 1-800-268-8326.

I will need your written authority to transfer your file to a new paralegal or lawyer, or you may attend our office to pick up a copy of your file for yourself or to deliver to your new legal representative. Please let me know the name of your new legal representative or make arrangements for delivery or retrieval of a copy of your file by [date]. Complete the attached Direction to Transfer Client File, Funds or Other Property or the attached Request for Client File, Funds or Other Property.

[insert additional Clause re: Client Funds, Documents or Property in Trust, if applicable]

Once your file has been transferred and any file contents that belong to you have been returned to you, I [or insert name of paralegal/lawyer who will store your closed files] will continue to store my copy of your closed file for [insert retention period]. After that time, I [or insert name of other paralegal/lawyer] will destroy my copy of the closed file. If you or your new legal representative later require a copy of my closed file during this retention period, I will provide an additional copy [at a cost of $        /page] [and a file retrieval change of $            , if applicable] to you.

You may reach me at the address and phone number listed on this letter until [date]. After that time, I may be reached at [insert address] and phone number [insert phone number] or you may contact [name of paralegal/lawyer purchasing or taking over practice, if applicable] regarding my practice.

I thank you for retaining me to provide legal services and have enclosed my final statement of account [if applicable]. Please contact me if you have any questions or concerns.


[paralegal, legal services firm]
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