Engagement letter
| Date | 28 January 2026 |
|---|---|
| Client | Northwind Traders LLC |
| Practice area | Litigation (LIT) |
| Responsible partner | Ana Duarte |
| Template | Legal engagement v4.2 |
Dear Northwind Traders LLC,
Thank you for instructing Acme Legal & Accounting. This letter sets out what we will do for you, what we will not do, what it costs and who is responsible. Please read it carefully; the matter opens once both parties have signed.
1. Client
This engagement is between Northwind Traders LLC, of 1400 Harbour Road, Suite 210, Wilmington, and the firm.
2. Matter and scope
You have asked us to act on the following matter, described in your words:
Defend a contract claim brought by a former supplier over late deliveries in 2025. Respond to the demand letter, prepare the defence and represent the company through the first-instance hearing.
Scope narrative — drafted by the model from the description above; review before sending.
The firm will act for Northwind Traders LLC in the contract claim brought by a former supplier concerning late deliveries in 2025. We will review the demand letter and the supply documentation, prepare and file the defence, and represent the company at first instance.
The engagement includes:
- Review of the demand letter and the supply contract
- Correspondence with the supplier’s counsel
- Preparation and filing of the defence
- Evidence gathering and witness statements
- Representation at the first-instance hearing
The engagement does not include:
- Appeals beyond the first instance
- Enforcement of any judgment
- Employment, tax and regulatory advice
- Negotiation of new supply contracts
Work not described in this section is outside the scope of this engagement. If it becomes necessary, we will describe it and its fee basis in a scope amendment before it starts.
Work starts on 3 February 2026, once this letter is signed and, where one applies, the retainer has been received.
3. Fees
Our fees are based on the time recorded on the matter, in tenths of an hour, at the hourly rates on the rate card in force, shown below. The rate card is reviewed each January; any change applies to time recorded after we notify you.
| Role | Hourly rate |
|---|---|
| Partner | $350 |
| Senior associate / senior accountant | $220 |
| Associate / accountant | $180 |
| Paralegal / junior accountant | $95 |
4. Retainer
Before the matter opens, you will pay a retainer of $2,400, being 30% of the estimated fees of $8,000 and never less than $2,000. The retainer is held as client funds and applied against our invoices as they are issued. We may ask you to replenish it once it has been applied.
Money we hold for you, including any retainer, is client funds. It is kept in the client funds account, is never the firm’s money until an invoice has been issued and you have been told it will be applied, and any balance is returned to you with a final statement when the matter closes.
5. Invoices and payment
We invoice monthly. Invoices are due 15 days after the invoice date. From 30 days, a late-payment charge of 1.5% per month applies to the outstanding balance, calculated monthly and shown on the next statement.
6. Costs and third parties
Costs paid to third parties on your behalf, such as filing fees, notary fees, couriers, translations and experts, are not included in our fees. We will ask for your approval before incurring any single cost above $250 and will pass them on at cost on the next invoice.
Court fees, bonds, expert reports and any costs awarded to another party are your responsibility and are not covered by our fees or by the retainer, unless this letter says otherwise.
7. Changes in scope
If the work moves outside the scope described in this letter, we will send you a short scope amendment before the additional work starts. It references this letter, describes the added scope and its fee basis, and is signed the same way. Work outside scope that has no amendment is not billed.
8. Confidentiality and data
Everything we learn in the course of this matter is confidential, including the fact that you are our client. This applies to everyone in the firm and to anyone we engage on your behalf, and it does not end when the matter closes.
9. Communication
Ana Duarte, managing partner, is the responsible partner for this matter. Your main day-to-day contact is Priya Raman, operations director. Every message you send us is answered within one business day.
You will receive a written status update at least every 30 days while the matter is active, in the language you chose at intake. Advice is given in writing or in a meeting with a note filed afterwards, never by text message.
10. Documents and records
We keep the matter file for 7 years after the matter closes, then destroy it. Original documents you give us are returned against a signed receipt when the matter closes, or earlier on request.
11. Termination
Either party may end this engagement by written notice. Fees for work done up to the date of notice, and costs already incurred, remain payable. We will do what is reasonably needed to hand the matter over, and any client funds balance is returned with a final statement.
If an invoice remains unpaid 60 days after its date, we may suspend work after written notice and, if it remains unpaid a further 30 days, end the engagement.
12. Signature and validity
This letter is signed electronically by the responsible partner and by you. If it is not signed within 30 days of its date, it expires and a new letter is issued from the template then in force.
If this reflects your understanding, please sign below.