c. Ending
The ending of the client consultation is where you need to cross your t’s and dot your i’s. Unlike the middle of the round, here the attorneys should be doing most of the talking. Attorneys should be making sure that anything the client wanted addressed in their consolation is addressed.
i. Catering to the client’s needs
After an attorney has “looped” a clients narrative back to them, it is time to make sure the client is satisfied with the meeting. This can be accomplished by asking questions like “based on our conversation today, do you have any other questions for us?”. Or “Is there any question you have that we have not addressed?”. These questions make sure you satisfy the client by directly asking them if they are satisfied, instead of just guessing.
At this point, I also like conveying to the client what I believe the theme of their case to be. For instance, “you were following your boss’s orders and the cops arrested you”. Another example would be “it seems like you have not had a lot of hands on action”. This is an effective way to summarize the 45 minutes into one sentence and show the client you have been listening the whole time. Furthermore, if you have missed something, the client has the opportunity to correct you.
ii. Right to an attorney
Again this is a good time to remind the client that they have a right to an attorney and should not talk to authorities without one. Reminding the client of this helps meet ethical obligations and will score points with the judges. “Keep in mind if you choose to retain us, or go with someone else, make sure you do not speak with anyone without council present. This includes cellmates, relatives, coworkers, etc. This is your constitutional right and we suggest you exercise it to prevent any incrimination on your part.”
iii. Attorneys’ Fees
At some point in the round, you have to talk about fees with the client. Our team chose to do this at the end because it seemed evasive and off putting to do in the introduction when the client does not know you. Better for them to see how good of an attorney you are before discussing your hourly rate.
We actually made packets much like large firms do. These consisted of a bound folder with a fee schedule and hourly rates inside. The judges complimented us on these and I would suggest other teams utilize them. We also had business cards which we would give the clients. We would write a cell phone number on the back and hand a card to the clients. This was a nice personal touch which the judges also liked.
The script went something like this:
“If you do choose to retain us, we each charge $200 an hour, which is comparable to, if not below, market rates. ” Maybe… “we can reduce the fees for a financial hardship”
“Everything is summarized in this packet you can take home with you and review at your convenience.”
“Here is our card, our # is on the back of the card, we understand the seriousness of your charge, feel free to contact us day or night, especially if your circumstances change.
iv. Wrapping it up
Along with the small talk in the beginning, wrapping it up can be one of the most awkward parts. It takes practice to be able to smoothly transition into kicking the client out the door. At this point, you want to also convey to the client what you will be doing if they choose to retain you. We would usually start with “It has been a pleasure meeting you, if you make the decision to go with us, we will start looking into the issues”. “We will send you an engagement letter shortly.”
Just as it is important to tell the client what you will be doing, it is also important to convey what the client needs to do. My partner would be writing on a sticky note throughout the process of what we needed from the client. Every time we asked the client about something and he told us he could get it, we marked it down. Usually these were subpoenas, warrants, files, contact information for witnesses, etc. My partner would usually say, “we will need you to produce those documents we wrote down and give us the names and contact info of the witnesses”. Then she would put the sticky note on the billing packet. You can also tell a client that you will need to schedule a follow up interview after legal research has been conducted. Also, make sure to recap any options the client has at the end of the meeting. Tell the client to follow up with you or that you will call them.
Finally, I liked to end the meeting with something positive. I would usually tell them, “We hope we have been helpful, you are not out of the woods, but coming to us was a good first step”. Also, you may need to establish why it was a good first step. For instance, if they have a very small time frame to make a decision or they are about to be arrested.
Shake the client’s hand and then walk them out the door.
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