Matter close and archive
A clean close protects the firm from billing disputes, trust issues and document retrieval problems years later. This checklist walks through the standard steps.
This is a 12-step checklist for closing and archiving a matter. It covers the final bill, trust clearance, records, closing letter and retention.
The checklist
Confirm work is complete
Ensure all work in scope is finished or formally out of scope.
Prepare the final bill
Itemise outstanding work and disbursements. Issue a final bill with a clear payment date.
Clear the trust ledger
Apply trust funds to the final bill with written authority. Refund any balance to the client.
Reconcile costs recoveries
Reconcile party-party recoveries, conditional costs and disbursement reimbursements.
Return client documents
Return original documents to the client. Record what was returned.
Prepare the closing letter
Send a closing letter confirming the work is complete and setting out any ongoing matters.
Advise on ongoing matters
Highlight future obligations — limitation periods, renewal dates, follow-up action.
Update the PMS
Mark the matter as closed in the practice management system with the close date.
Archive the file
Archive electronic and physical files in accordance with the firm's retention policy.
Diary retention period
Diary the destruction date based on the matter type — typically 7+ years.
Request feedback
Request feedback from the client on the service and outcome.
Update the conflict register
Update the conflict register with closed-matter tags for future searches.
When this checklist applies
Use this checklist at the end of every matter. Closing files properly avoids surprise audits and billing disputes.
Common pitfalls
- Trust balance not cleared at close
- No closing letter issued
- Retention date not diarised
- Conflict register not updated
- Originals not returned to the client
Run this checklist on a real matter
Quillio generates closing letters, retention diaries and file-close memos in current AU format. See /practice-areas/commercial-lawyers.
This checklist is a general guide. Follow your firm's retention and archiving policy.
Use this checklist on your matter.
Quillio can run this checklist on a specific NSW conveyancing matter — confirm each item, calculate adjustments, and generate the supporting documents. The free trial requires no credit card.
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