Skip to main content
Postmarkr

HOW-TO

Letter to Opposing Counsel and Client Letters: Six Templates and How to Mail Them

Six law-office letter templates (cover letter and meet-and-confer letter to opposing counsel, an Illinois Rule 201(k) letter, an engagement checklist, a closing letter with a file-retention notice, and a letter of representation to an insurer), each with the rule behind it, and how to mail them.

POSTMARKR6 MIN READ

A letter to opposing counsel goes to the other side's lawyer, not to their client (ABA Model Rule 4.2). Give each letter one job, and name the case, the requests at issue and a reply date. Below are six letters law offices mail often, where the official guidance for each lives, and how to mail them First-Class without a printer.

These templates show structure, not legal advice; check your state's rules, local rules and the judge's standing order. {{double_braces}} marks a merge field you fill for each letter; [square brackets] mark firm wording you write once. Lines are broken to fit a phone screen; join each paragraph after you paste.

1. Cover letter to opposing counsel#

When you use it: sending discovery responses, a production or a draft agreement to the other side's lawyer.

Where the official guidance lives: Illinois Rule 4.2 (opens in new tab) — the rule on communicating with a represented person; it is why this letter goes to counsel.

{{date}}

Re: {{case_caption}}, No. {{case_number}}
Our file: {{our_file_no}}

Dear {{salutation_name}}:

Enclosed are {{enclosure_list}}, sent {{purpose}}.

Please tell me by {{reply_date}} if any page is missing or
unreadable.

Sincerely,

{{sender_name}}
[Firm name, phone, email]

2. Meet-and-confer letter#

When you use it: before a motion to compel or a protective-order motion, to set out the dispute and propose a time to talk.

Where the official guidance lives: Federal Rules of Civil Procedure (opens in new tab) 37(a)(1) and 26(c)(1) — what a motion to compel or for a protective order says about conferring first; Northern District of Illinois Local Rule 37.2 (opens in new tab) — that court's own conference requirement. The letter proposes times.

{{date}}

Re: {{case_caption}}, No. {{case_number}}, {{court_name}}
Request to meet and confer: {{discovery_set}}

Dear {{salutation_name}}:

I write to resolve, without the court, our differences over
your client's responses to {{discovery_set}}, served
{{served_date}}. The open issues are:

{{issues}}

I can confer by phone or in person at {{proposed_times}}. If
none of these works, please propose two times by {{reply_date}}.

If we cannot resolve these issues, our motion will describe our
efforts to confer, including this letter.

Sincerely,

{{sender_name}}
[Firm name, phone, email]

3. Illinois Rule 201(k) letter#

When you use it: in Illinois state court, before any motion about discovery.

Where the official guidance lives: Illinois Supreme Court Rule 201(k) (opens in new tab) — the state-court rule on resolving discovery differences before a motion, with its committee comments. This letter lists the problems and asks for that conversation.

{{date}}

Re: {{case_caption}}, No. {{case_number}}
Circuit Court of {{county}} County
Ill. S. Ct. R. 201(k): {{discovery_set}}

Dear {{salutation_name}}:

I write under Rule 201(k) about your client's responses to
{{discovery_set}}, served {{served_date}}:

{{deficiencies}}

Please supplement these responses, or tell me your position,
by {{reply_date}}. I would also like to discuss them with you
personally and am available at {{proposed_times}}.

If we cannot reach an accord, our motion will include the
statement Rule 201(k) requires.

Sincerely,

{{trial_attorney}}
Counsel responsible for trial
[Firm name, phone, email]

4. Engagement letter checklist#

When you use it: when you accept a new client or a new matter for an existing one.

Where the official guidance lives: Illinois Rule 1.5 (opens in new tab) — the fee rule that says what an engagement letter puts in writing; Lawyers Mutual NC (opens in new tab) — a malpractice insurer's engagement-letter tips; Oregon State Bar Professional Liability Fund (opens in new tab) — the PLF's drafting guidelines. The checklist below is drawn from the two insurer resources.

Check that the letter covers:

  • Acceptance of this client, in this matter.
  • Who the client is, and who it isn't (a spouse, a partner, the client's company).
  • Scope: what you will do, and what needs a new agreement.
  • Fee basis or rate, expenses, who pays, billing schedule and due dates.
  • The client's part: accurate information, prompt replies, current contact details.
  • How either side can end the engagement, and what is owed if it ends early.
  • How long you keep the file after closing, and what happens then.
  • How to return the signed copy. Postmarkr doesn't include return envelopes, so give an email address, portal or mailing address.
{{date}}

Re: Engagement for {{matter}}

Dear {{client_name}}:

This letter confirms that you have hired [Firm name], and we
have agreed to represent you, in {{matter}}. We represent you
only, not [other people or companies involved].

What we will do: {{scope_included}}
What we will not do without a new agreement: {{scope_excluded}}
Fees and expenses: {{fee_terms}}
Billing: [how often you bill, how, and when payment is due].

Your part: give us accurate information, keep your contact
details current, and answer when we need a decision.

Ending the engagement: you may end it at any time; fees and
expenses already incurred remain due. [Your withdrawal terms.]

Your file: we keep a copy for {{retention_years}} years after
the matter closes, then destroy it unless you ask for it first.

Please sign below and return a copy by {{return_by_date}} to
[email, portal or mailing address].

Sincerely,

{{responsible_attorney}}
[Firm name, phone, email]

Agreed: ______________________   Date: ____________
{{client_name}}

5. Closing letter with a file-retention notice#

When you use it: the matter is finished and you are closing the file. Withdrawing from an open matter is a different letter.

Where the official guidance lives: Illinois Rule 1.16 (opens in new tab) — the rule on what a lawyer does for the client when representation ends; the Lawyers Mutual file-closing checklist (opens in new tab) reprinted by the Illinois ARDC — the closing-letter and destruction-date steps; the State Bar of Texas sample disengagement letter (opens in new tab) — a closing letter that states the retention period and offers the client the file. Retention periods vary by state; check yours.

{{date}}

Re: {{matter}}: closing your file

Dear {{client_name}}:

Our work on {{matter}} is complete: {{outcome}}. Our
representation has ended, and we are closing our file.

Billing: {{balance_statement}}

Your documents: your original documents ({{original_documents}})
belong to you. Please call us to arrange pickup or delivery.

Your file: we will keep a copy of your file until
{{destruction_date}}. After that date we will destroy it unless,
before then, you ask us to send it to you or to another lawyer.

For any new issue, please call us; further work needs a new
engagement.

Sincerely,

{{sender_name}}
[Firm name, phone, email]

6. Letter of representation to an insurer#

When you use it: at the start of an injury or property claim, to tell the other side's insurer your client has a lawyer.

Where the official guidance lives: Florida section 627.4137 (opens in new tab) — Florida's statute on what a liability insurer discloses to a claimant who asks in writing; under it a request to a self-insured corporation goes by certified mail to its registered agent, which Postmarkr can't send. The letter itself asks in writing that contact go through you.

{{date}}

Re: Your insured: {{insured_name}}
Claim no.: {{claim_number}}
Our client: {{client_name}}
Date of loss: {{loss_date}}
Our file: {{our_file_no}}

Dear {{adjuster_name}}:

This firm represents {{client_name}} for injuries and losses
from the {{loss_date}} incident involving your insured. Please
contact me, not my client, about this claim, including any
request for a statement.

Please:
1. Confirm that you have opened this claim and tell me the
   coverage that applies, including liability limits.
2. Preserve photographs, video, recordings, statements and
   vehicle data about the incident.
3. Send me a copy of any statement my client has given.

Please acknowledge this letter by {{reply_date}}.

Sincerely,

{{sender_name}}
[Firm name, phone, email]

How to mail these letters with Postmarkr#

Postmarkr prints and mails USPS First-Class letters; a one-page black-and-white letter is $2.05 all in, postage included.

  • One letter: save the signed letter as a PDF, enclosures behind it. Upload it, pick a saved contact or type the address (checked for USPS deliverability), approve the preview and total, and pay by card. A saved template without merge fields works too.
  • One letter to many recipients, or any template with fields: use Bulk Send. Upload a CSV with the address columns plus one filled-in column per field, approve a proof of one personalized letter, and pay: up to 100 recipients and $1,000 per batch. Every field needs a value in every row, up to 512 characters, so a longer list of issues goes in the template's own text or an uploaded PDF. One row works for a single letter; a lawyer-departure or office-move letter to every client works the same way.
  • Several different letters: add up to 10 PDFs to your Cart and check out once.

Each letter is printed the next business day. Its status page shows processing milestones and USPS scan updates when available; download the PDF of exactly what was printed for the matter file.

Postmarkr doesn't send Certified Mail, issue a Certificate of Mailing, give a USPS-confirmed mailing date, include return envelopes or enclose checks or originals. If a statute, rule, contract or court order calls for one of these, use a post office counter or a Certified Mail provider. Serving an enclosure under a court rule? See our guide to certificate of service by mail; Postmarkr's record shows what printed and the letter's status, not who deposited it or where. More guides: how to postmark a letter, addressing a letter to a judge and our law firm mailing hub.

Sources#

All checked October 13, 2026.

LegalLetters
ready