Client communication templates for law firms (copy and adapt)

Principles before the templates

• Use plain language and short paragraphs.
• Give a date for the next update, then keep to it.
• One request per email where possible, so it gets done.
• Never promise outcomes. Describe steps, not guarantees.
• Check your jurisdiction's rules on client communication and confidentiality, and use secure channels for sensitive documents.

1. Welcome email

2. Document request

3. Status update

4. Delay or bad news

Phone first for significant news, then confirm in writing.

5 and 6. Invoice reminder and closing letter

Retention periods and file handling rules differ by jurisdiction; check yours before stating one.

Keeping templates in Notion

Store each template as a page or a row in a Templates database, with properties for stage, matter type and last reviewed. Copy from there into your email client; Notion does not send email. In LawyerOS Pro with AI ($39) the Clients and Matters databases give you the context to personalise each message. For intake-stage messages see /post/client-intake-system-small-law-firm.

Frequently asked questions

Can I use these templates as they are?

Treat them as starting points. Adapt them to the matter, your tone and your regulator's rules.

How often should I update clients?

Agree a rhythm at the start and keep to it. Update sooner when something material changes.

Is email secure enough for clients?

It depends on content and your rules. Consider secure portals or encryption for sensitive documents, and check your regulator's guidance.

Can Notion send these emails?

No. Notion can store the templates; you send them from your email system.