Law Firm Cancellation Policy
I. Introduction
The purpose of this Cancellation Policy is to provide clear and concise guidelines regarding the conditions under which our clients may terminate their legal services agreements with us. This policy is designed to ensure that both parties have a mutual understanding of the termination process and the associated financial responsibilities. It applies to all clients of our firm, regardless of the nature or duration of the legal services provided.
II. Notification Procedure
Clients wishing to cancel their legal services must notify us in writing. Acceptable methods of notification include sending an email to our designated address or mailing a written notice to our office. The notification must include the client's full name, contact information, and a clear statement of intent to cancel the services. We advise clients to ensure that their notification is received by us by requesting a delivery receipt when using email or a confirmation of receipt for mailed notices.
III. Timing of Cancellation
A. Effective Date
The cancellation of services becomes effective upon our firm's receipt and acknowledgment of the written cancellation notice. We will confirm receipt of the cancellation notice by replying to the email or sending a written confirmation via mail. The confirmation will include the effective date of cancellation, which is crucial for determining any final billing or prorated refunds.
B. Minimum Notice
To cancel services, clients are required to provide a minimum notice of 30 days. This notice period allows us to adequately adjust our scheduling and resource allocation. The notice period is calculated from the day we receive and acknowledge the cancellation notice. Failure to provide the required notice may result in additional charges, including but not limited to fees for services that could have been cancelled had sufficient notice been provided.
IV. Fees and Refunds
A. Cancellation Fees
In instances where cancellation notice is not provided within the required 30-day period, a cancellation fee may be charged. This fee compensates for the administrative costs and resource allocation that cannot be recuperated on short notice. The specific amount of the cancellation fee will depend on the nature of the services engaged and the stage of work completed at the time of cancellation.
B. Refund Policy
Refunds may be issued under the following conditions:
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Prepaid Services: If services were prepaid and the work has not been initiated, a full refund will be provided.
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Prorated Refunds: For ongoing services, refunds will be prorated based on the amount of work completed prior to the cancellation notice.
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Non-refundable Retainers: Any retainer fees paid are non-refundable as they compensate for the reservation of resources and initial consultation.
C. Billing After Cancellation
Following the cancellation of services, all outstanding fees for services rendered up to the effective date of cancellation will be invoiced. This final bill will be issued within 30 days of the cancellation date and will detail all charges and credits applicable. Payment of the final bill is due within the standard payment terms as outlined in the initial service agreement.
V. Exceptions and Special Circumstances
A. Force Majeure
Our firm recognizes that extraordinary circumstances, such as natural disasters, acts of war, or other events beyond reasonable control ("force majeure"), may prevent the fulfillment of contractual obligations. Under such conditions:
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Cancellation fees may be waived.
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Refund policies may be adjusted at our discretion.
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Both parties may discuss potential rescheduling or modifications to the service terms.
B. Legal or Regulatory Changes
Should changes in law or regulations significantly impact the ability to perform the legal services as agreed, either party may initiate a discussion regarding the modification or cancellation of services without penalties. Such legal adjustments provide grounds for renegotiation or termination of the agreement by mutual consent.
VI. Client Responsibilities
A. Post-Cancellation Obligations
Clients are required to cease the use of any legal documents, advice, or other proprietary information provided by our firm upon cancellation. Any documents or materials loaned by the firm must be returned no later than 10 business days after the effective date of cancellation.
B. Confidentiality
The confidentiality of all communications and shared information during the client-firm relationship remains in effect indefinitely, even after service cancellation. Clients are expected to uphold confidentiality agreements and safeguard all sensitive information provided during the term of their engagement with our firm.
VII. Modifications to the Policy
This policy may be updated or modified periodically to reflect changes in our operational practices or in response to regulatory adjustments. Any amendments will be communicated to our clients through our official communication channels at least 30 days before they take effect. Clients are encouraged to review any updated policies to remain informed of their rights and obligations under our terms of service.
