Practice Resource Library
Our Practice Resource Library is designed to support every cornerstone of your firm’s risk management strategy, from setting clear expectations at the start of a matter to maintaining open communication and documenting every key decision. These practices not only strengthen client relationships but also play a critical role in preventing malpractice claims and ethical issues.
Our library offers a comprehensive collection of sample forms, letters, and templates to help Illinois law firms establish effective, defensible practices in engagement, billing, conflict management, client communication, and representation termination.
Please Note: The materials in this library are provided as examples to assist in developing your own firm documents. They are not intended to be taken as legal advice. Attorneys should review applicable laws and ethical opinions in their jurisdiction before use. ISBA Mutual Insurance Company is not liable for direct, indirect, or consequential damages arising from the use of these materials.
Additional Resources
Risk Management Guides: Detailed insights on how to implement these forms effectively and align them with best practices.
The Liability Minute Blog: Stay informed about emerging risk issues and gain access to timely risk management insights.
Risk Management Consultations: Receive personalized guidance and answers to your firm’s ethical and risk-related questions.
For more information about how ISBA Mutual can help support your firm’s practice, contact our team today. Otherwise, please feel free to download any of our complimentary letters and forms below. Click the corresponding link to jump to section on the page.
Backup Lawyers Agreements & Checklists
A reliable backup lawyer system is essential to safeguard your clients and practice in the event of an unexpected absence, impairment, or incapacity. This section of ISBA Mutual’s Practice Resource Library provides practical tools and templates to help Illinois attorneys prepare for continuity of representation.
Included resources—such as the Sample Backup Lawyer Agreement, Initial Setup Checklist, Annual Review Checklist, and Evaluation Guide—outline the steps needed to establish, review, and maintain a compliant backup lawyer arrangement. These materials help ensure that client files, communications, and ongoing matters are responsibly managed if you become unable to practice, preserving client trust and professional integrity.
Billing Letters
Clear, consistent billing communication helps reduce client misunderstandings and supports smoother collections. This section of ISBA Mutual’s Practice Resource Library provides sample billing correspondence designed to promote transparency and professionalism throughout the client relationship. Resources include a Monthly Status Letter to update clients on case progress, a 30-Day Follow-Up Letter for overdue balances, a Retainer Collection Letter to manage replenishment requests, and a Sample Billing Statement Letter for clarity in invoicing. These adaptable templates help firms maintain best practices in documentation, communication, and client trust throughout the entire engagement process, from initial contact through final billing.
Client Engagement Letters
An effective engagement letter defines the attorney-client relationship, clarifies the scope, and reduces the risk of misunderstandings that can lead to malpractice claims. This section of ISBA Mutual’s Practice Resource Library features a variety of sample engagement letters tailored to different practice settings and fee arrangements, including Hourly Rate, Contingent Fee, Limited Scope Representation, and Estate Planning for Both Spouses. Each template outlines essential terms, fee structures, and disclosure language to help Illinois attorneys document representation clearly and ethically from the start of each matter.
Conflicts Letters, Forms & Checklists
Proper conflict identification and documentation are essential to ethical legal practice. This section of ISBA Mutual’s Practice Resource Library provides sample tools and templates to help Illinois attorneys recognize, disclose, and manage potential conflicts of interest. Resources include a Common Party Search Checklist and Conflict of Interest Search Form to strengthen firm intake procedures, an Engagement Waiver Clause for use in client agreements, and a Letter to Disclose Conflict and Seek Consent to Continue Representation for addressing issues after discovery. Together, these forms promote compliance with professional conduct rules and help maintain transparency and trust in attorney–client relationships.
Fee Agreements & Letters
Transparent and well-documented fee agreements are critical to maintaining client trust and minimizing disputes. This section of ISBA Mutual’s Practice Resource Library includes sample templates that help Illinois attorneys clearly define the scope of representation, billing terms, and payment expectations. Resources include Hourly Rate and Contingent Fee agreements (both long and short forms), a Basic Hourly Letter, and an Hourly Letter with a Potential Conflict of Interest. These examples offer adaptable language for engagement letters that comply with professional standards while protecting the interests of both the client and the attorney from the outset of representation.
Non-Engagement Letters
When representation is declined or discontinued, clear written communication ensures the protection of both the attorney's and the client's interests. This section of ISBA Mutual’s Practice Resource Library offers sample non-engagement letters designed to document the end—or absence—of an attorney-client relationship. Templates include a Basic Non-Engagement Letter, a Conflict of Interest Non-Engagement Letter, a Default Judgment Option Clause, and a Lost Client Letter. These examples help Illinois lawyers maintain ethical compliance, reduce malpractice exposure, and close the loop professionally when no ongoing representation is intended.
Representation Termination Letters & Forms
Ending representation requires careful communication and documentation to protect client interests and confirm compliance with professional obligations. This section of ISBA Mutual’s Practice Resource Library provides practical tools to guide attorneys through the process, including a Case Closed Letter, File Closing Form, File Closing Procedures Checklist, File Destruction Authorization Form, and a Permissive Withdrawal Letter. These resources help ensure that client files are handled securely, court withdrawals are executed correctly, and all closing actions are documented to maintain ethical and administrative integrity at the conclusion of a matter.
Sample Internal Policies
Internal policies play a vital role in safeguarding law firms from operational and cyber risks. This section of ISBA Mutual’s Practice Resource Library features a Sample Wire Fraud Reduction Policy, a practical framework designed to help Illinois firms establish clear procedures for preventing, detecting, and responding to fraudulent wire transfer attempts. The sample includes guidelines for verifying payment instructions, enforcing dual authorization, conducting employee training, and creating reporting and compliance protocols. By adapting this policy to their own operations, firms can strengthen internal controls, reduce exposure to cyber-enabled financial fraud, and align with professional risk management best practices.
Contact ISBA Mutual for questions regarding our Practice Resource Library.
ISBA Mutual Insurance Company
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Suite 800
Chicago, IL 60603-1826
Call: 312-379-2000
Fax: (312) 379-2049
Email: insure@isbamutual.com