Matrixx0070 When to use
Use this to answer routine, recurring legal questions — "can we use this logo," "is this clause standard," "what's our data-retention period," "can I share this with a partner" — where an approved template exists. It resolves the common case fast and routes anything unusual to a licensed attorney.
Not for: novel fact patterns, active or threatened litigation, regulator inquiries, personal legal advice, or exposure above your dollar threshold — all of those escalate. Do not improvise a template where none exists.
Method
- Classify the inquiry. Match it to a known category (IP use, data handling, contract clause, employment, disclosure, third-party sharing). Decision point: no category fits → escalate, stop here.
- Run escalation checks first, before drafting. Flag to counsel if the matter involves litigation, a regulator, a novel fact pattern, dollar exposure above threshold, personal legal advice, or a non-standard jurisdiction. Never template these.
- Select the approved template for the category and confirm it is the current version.
- Fill it with the specific facts. Replace every placeholder; never leave generic language that misstates the situation.
- Add caveats. State your assumptions and the boundary of the answer ("this covers X, not Y").
- Mark review need. Note whether attorney review is required before sending.
Example
Inquiry: "Can we put a customer's logo on our website?" Category: IP use → template exists. Escalation checks: no litigation, standard jurisdiction, low exposure → pass. Draft (from template): "Yes, provided (a) the customer has signed our reference-rights clause or given written consent, and (b) you use the logo per any brand guidelines they supply." Assumptions: US-based customer, marketing use only. Scope limit: does not cover press releases or paid ads. Attorney review: not required. Next step: confirm signed reference clause with account owner.
Pitfalls
- Drafting before running escalation checks. You'll template a matter that needed a lawyer.
- Leaving placeholders in. "[CUSTOMER]" or generic boilerplate that no longer fits the facts misleads the requester.
- Silent scope creep. Answering the adjacent question you weren't asked, without flagging it.
- Using a stale template. Confirm the version — retention periods and clause language change.
Output format
Inquiry (restated) + category:
Escalation check: pass | ESCALATE — reason:
Response draft: <templated, facts filled>
Assumptions & scope limits:
Attorney review: required | not required
Suggested next step for requester:
Template categories
Match the inquiry to a category, then give the standard answer shape and check the auto-escalate trigger. If none fits, escalate — do not improvise a template.
| Category | Typical question | Standard answer shape | Auto-escalate if |
|---|---|---|---|
| IP / brand use | "Can we use this logo/name?" | Conditional yes: requires signed reference clause or written consent + adherence to brand guidelines | Press, paid ad, or endorsement implication |
| Data handling / retention | "How long do we keep X? Can we store it?" | State the policy retention period and the lawful basis/purpose limit | Litigation hold possible, or regulated data (PHI, financial, biometric) |
| Contract clause standard-ness | "Is this term normal?" | Confirm whether it matches our standard fallback; flag deviations | Non-standard term, or counterparty edits to liability/indemnity/IP |
| Third-party sharing / disclosure | "Can I share this doc/data?" | Yes if recipient is covered by an NDA and data is non-sensitive; state the limit | Personal or regulated data, or no NDA in place |
| Employment basics | "Can I give a reference / confirm employment?" | Provide neutral verification (dates, title) only; direct rest to HR | Anything beyond dates/title, or performance/discipline detail |
| Confidentiality / NDA existence | "Do we have an NDA with X?" | State whether one is on file and its scope/term | No NDA and disclosure is imminent |
| Marketing / claims | "Can we say X?" | Yes if substantiated and non-misleading; add required disclosures | Comparative, superlative, health/financial, or unsubstantiated claim |
Mandatory escalation triggers
Never template these. Route to a licensed attorney before any answer goes out:
- Active or threatened litigation
- Any regulator or government inquiry, or a subpoena
- Personal legal advice to an individual
- Dollar exposure above your defined threshold
- A novel fact pattern with no matching template
- Non-standard or foreign jurisdiction
- Anything touching criminal liability
- Employment termination or discipline specifics
- Securities or insider matters
- IP infringement allegations — whether incoming or outgoing
Reference
Caveat discipline. State your assumptions explicitly, scope-limit the answer to exactly what was asked ("this covers X, not Y"), and add "this is not legal advice — confirm with counsel for your specifics" wherever the requester might over-rely on the answer. A tight scope is what keeps a templated response safe.
Template version hygiene. Confirm you are using the current template version before sending. Retention periods, clause language, and disclosure requirements drift over time; a stale template quietly misstates the position. When in doubt about currency, treat the answer as unverified and check the source of truth.
Your role. You resolve the common case fast and route everything else. Volume lives in the templated categories; risk lives in the exceptions. When a question sits on the boundary, escalate — the cost of an unnecessary escalation is minutes, the cost of a wrong templated answer is the whole point of this gate.