sboghossian Client Update Email Draft
When to use this
Use this skill to produce a draft client update email when:
- A matter milestone has been reached (filing completed, hearing concluded, term sheet signed).
- A scheduled periodic update is due (weekly, bi-weekly, or monthly per engagement terms).
- An unexpected development requires prompt communication (court ruling, regulatory response, counterparty position change).
- The billing cycle is approaching and the client needs a costs-to-date summary before the invoice arrives.
- A decision needs to be escalated to the client and a clear written record is required.
Required inputs
| Input | Why it matters |
|---|---|
| Matter ID / short title | Identifies the engagement |
| Author's role (Partner / Senior Associate / Associate / Junior) | Determines tone and level of detail |
| Matter type (Litigation / Transaction / Regulatory / Advisory) | Drives content structure and guarded vs. collaborative tone |
| Key events since last update | Core content of the status section |
| Next steps + timeline | Client needs to know what is happening and when |
| Decisions required from client | Explicit call-to-action prevents matter delays |
| Costs to date (billed + unbilled) | Client transparency; invoice preparation |
| Projected costs to completion | Budget management |
Optional inputs
| Input | Effect on draft |
|---|---|
| Client communication preference (terse / standard / detailed) | Adjusts email length and level of explanation |
| Regional/cultural style (MENA formal / US direct / UK formal) | Adjusts salutation, closing, and formality register |
| Privileged status of content | Adds "Legally Privileged and Confidential" header |
| Risks / opportunities to flag | Adds a dedicated risks section |
| Prior update date | Creates continuity with "since our last update of [date]..." |
| Suggested send time | Output includes recommended send time |
Email structure
Every client update email follows this structure. Sections may be abbreviated for terse preference but none are skipped entirely.
1. Subject line
[Matter Reference] — Status Update — [Month/Date]
For sensitive matters: omit identifying details from subject line; use coded reference only.
2. Opening (tone-calibrated)
MENA formal (Arabic-cultural register):
We hope this message finds you well. We write to provide you with an update on the above-referenced matter.
UK formal:
I write to provide you with a progress update on [matter description].
US direct:
Quick update on [matter] — here's where things stand.
Legally privileged header (where applicable):
LEGALLY PRIVILEGED AND CONFIDENTIAL — This communication is protected by legal professional privilege. Do not forward without authorisation.
3. Status summary
Answers: what has happened since the last update?
- Keep to 3–5 bullet points or a short paragraph.
- Litigation: neutral, factual, guarded — avoid characterizing the strength of the position (until instructed).
- Transaction: collaborative tone; "we have made good progress on X; the parties have agreed Y."
- Regulatory: formal; include any correspondence dates with the authority.
4. Next steps and timeline
NEXT STEPS
[Step 1] — [Description] — Target: [Date] — Owner: [Firm / Client / Counterparty]
[Step 2] — [Description] — Target: [Date] — Owner: [...]
Keep action items numbered and explicitly owned. Ambiguity about who acts next is a common source of matter delay.
5. Decisions required from client
Make this section unmissable. If no decisions are needed, write "No decisions required at this stage."
ACTION REQUIRED FROM YOU
1. [Decision / Instruction needed] — Deadline: [Date]
[Brief context paragraph: why this decision is needed now and what the options are]
2. [...]
6. Costs to date and projection
COSTS SUMMARY
Fees billed to date: $X
Fees unbilled (WIP): $Y (will be invoiced [billing period])
Total incurred to date: $Z
Projected fees to [milestone]: $A–$B (estimate; subject to scope change)
Budget remaining: $C
If a fee cap is being approached, flag it explicitly: "We are now at approximately 80% of the agreed budget of $[X]. Please let us know if you wish to discuss the scope before we reach the cap."
7. Risks and opportunities (if applicable)
Use only when there is something material to flag. Do not manufacture risk commentary.
- Litigation: "If the court rules against our motion on [date], the consequences would be [X]. We are preparing a contingency strategy."
- Transaction: "The counterparty has introduced a new condition on [issue]. We recommend [approach] to resolve this before signing."
8. Closing
MENA formal:
Please do not hesitate to contact us should you have any questions. We remain at your disposal.
UK / US:
Please feel free to call me directly if you would like to discuss any of the above.
9. Send-time recommendation
The skill outputs a suggested send time:
- Avoid Friday afternoon (MENA), Friday/Saturday (GCC weekend), Monday morning (inbox crowded).
- Prefer: Tuesday–Thursday, 9–11am local client time.
- For urgent updates: no delay; flag "Urgent" in subject.
Tone calibration table
| Author level | Tone | Length | Technical depth |
|---|---|---|---|
| Senior partner | Strategic; decisive; confident | Short (5–8 paragraphs) | Summary only; no granular detail |
| Mid-level (3–7 PQE) | Detailed; collaborative | Medium (6–10 paragraphs) | Step-level detail; explain options |
| Junior (1–3 PQE) | Informative; deferential; clearly supervised | Long (if complex); supervised | Procedural; confirm everything |
Junior lawyers should always have updates reviewed by a supervising partner before sending on sensitive matters.
What to avoid
- Overconfidence in litigation outcomes: never write "we expect to win" or "this is a strong case" — these create liability if the outcome differs.
- Unilateral cost increases: never bury a significant budget overage in a status email. It requires a dedicated conversation.
- Vague timelines: "shortly" and "soon" are not dates. Use specific dates or date ranges.
- Missing the call to action: if the client needs to decide something, put it in a clearly marked section — not buried in a paragraph.
- Legal jargon without explanation: write for the client's level of legal sophistication. Most clients want plain language.
Related skills
- [[efirm-matter-creation-flow]]
- [[efirm-matter-summary-for-billing]]
- [[efirm-deadline-tracker]]
- [[efirm-team-handoff-summary]]
- [[efirm-finance-wip-aging-report]]