Closing a matter: a checklist for file closure and retention

What does closing a matter involve?

Closing a matter moves it from live work to a retained record. Done well, it ends your responsibilities cleanly, tells the client the matter is over, and fixes how long you keep the file. Done badly, matters sit open for years, reports are distorted and you do not know what you can safely discard.

This is general information, not legal advice. Retention and file-handling duties differ by jurisdiction; check your regulator, ethics opinions and insurer.

What is the file closure checklist?

1. 1

   Confirm the work is complete

   Every action done or cancelled, every deadline passed or transferred, and nothing outstanding in the plan.

2. 2

   Check for follow-on dates

   Appeal windows, reviews, renewals or limitation dates that survive closure. Record them or tell the client in writing.

3. 3

   Finalise money

   Last invoice issued, balances settled, and any client funds held in trust accounted for and returned in line with your rules.

4. 4

   Return originals and property

   Send back the client's original documents and anything of intrinsic value, with a list and a receipt where possible.

5. 5

   Send a closing letter

   State that the matter is concluded, what was done, any continuing obligations, what you will keep and for how long.

6. 6

   Tidy the file

   Documents classified, duplicates removed, key documents identified, notes summarised.

7. 7

   Capture learning

   Save any reusable precedent or research note to your knowledge library.

8. 8

   Close the record

   Set the status to Closed, record the closing date, retention date and location.

How long should you retain a closed file?

There is no universal period. According to ethics opinions found in the sources below, six years after the matter ends is a commonly cited minimum in several US jurisdictions, but some treat it as a floor rather than a ceiling, and some set no fixed period. Longer retention is commonly suggested for estate planning, criminal, minor-related and tax matters. Financial records may fall under separate rules.

Record the retention date as a property on the matter so a view can list files due for review each year. Check your own rules; do not rely on any figure in a general article.

What should the closing letter say?

• The matter is concluded and the date.
• A short summary of the outcome.
• Any continuing dates or steps for the client.
• That the firm's engagement has ended and no further work will be done without a new instruction.
• What you will retain, for how long, and that the client may ask for their file.
• How they can contact you about the file later.

Your regulator or client agreement may require specific content. Include your destruction policy in the engagement letter as well, so the client has notice from the start.

How do you destroy files safely?

• Review the file against the retention date and any live dispute or request.
• Return or offer originals to the client first.
• Destroy securely, including electronic copies and backups according to your policy.
• Keep a destruction log: matter reference, client, date, method and who authorised it.
• Keep an index of destroyed files for a reasonable period; check what your jurisdiction expects.

Do not destroy a file that is subject to a complaint, claim or legal hold.

How do you manage closure in Notion?

Add a 'Closing' status between Active and Closed, a checklist template that appears on matters in Closing, and properties for Closed date, Retention date and File location. Then a 'Review for destruction' view filters Closed matters whose retention date has passed.

• Legal matter lifecycle
• Data export from Notion

Where does MatterOS fit?

MatterOS gives each matter a status you can set to closing and closed, and lets you add your own checklist, retention date and location fields. It does not decide retention periods or destroy files for you; those remain your professional decisions.

• MatterOS overview
• Pricing

Frequently asked questions

How long should a law firm keep closed client files?

It depends on your jurisdiction, the matter type, insurer requirements and the engagement letter. Six years after closure is commonly cited as a minimum in some places, but not universal, and some matters need longer. Check your regulator.

What should be in a matter closing letter?

Confirmation that the matter has ended and the date, a brief outcome, any continuing dates, notice that no further work will be done without a new instruction, and what the firm will retain and for how long.

Do I have to return original documents when closing a matter?

Generally original client documents and property belong to the client and should be returned or offered back before the file is destroyed. Rules vary, so check your jurisdiction's guidance.

Can I destroy a closed file after the retention period?

Usually if no dispute, claim or legal hold applies and you have returned originals and followed your jurisdiction's rules and your own policy. Keep a destruction log of what was destroyed and when.

Why close matters formally instead of leaving them open?

Open matters inflate your caseload, hide real workload, distort reporting and leave unclear who is responsible. A formal closure sets an end to your responsibilities and starts the retention clock.