Billing and Fees Policy
Introduction
I, Ryan Jarvis, trading as Ryan Jarvis Law®, am committed to providing transparent, fair, and accurate billing and fee arrangements to all my clients. This policy outlines the procedures for billing and fees in compliance with the good practice guidance provided by the Law Society and CILEx Regulation. It aims to ensure clarity and understanding of our billing practices, promote fairness, and maintain the highest standards of professional conduct.
Scope
This policy applies to all employees, consultants, and contractors of Ryan Jarvis Law®. It covers all aspects of our legal services and applies to all clients and third parties involved in our transactions.
Objectives
To provide clear and transparent information about our fees and billing practices.
To ensure that clients understand their fee arrangements and any potential costs.
To promote fairness and avoid disputes over fees and billing.
To comply with all relevant laws, regulations, and professional standards.
Fee Structures
Fixed Fees
For certain types of work, a fixed fee may be agreed upon in advance. This fee will cover all specified work and will not change, provided the scope of work does not change.
Hourly Rates
For work charged on an hourly basis, the hourly rates of the solicitor or legal executive and any other fee earners involved will be clearly communicated to the client. Time spent on the client's matter will be recorded in six-minute units.
Contingency Fees
In specific circumstances, a contingency fee arrangement may be agreed upon. This means that our fee will depend on the outcome of the case. The terms of the contingency fee arrangement will be clearly outlined in writing.
Disbursements and Other Costs
Clients will be responsible for any disbursements and other costs incurred on their behalf, such as court fees, expert fees, and travel expenses. These will be itemised separately on the bill.
Billing Practices
Engagement Letter
At the outset of the engagement, clients will receive an engagement letter that includes:
The scope of work to be undertaken.
The basis on which fees will be calculated.
An estimate of the total cost, if possible, or an explanation of the factors that may affect the total cost.
Details of any disbursements and other costs that may be incurred.
Payment terms and conditions.
Interim Billing
For ongoing matters, interim bills may be issued periodically (e.g., monthly or quarterly) to keep clients informed of the costs incurred to date. These interim bills will detail the work undertaken and the costs incurred during the billing period.
Final Billing
Upon completion of the matter, a final bill will be issued. This bill will provide a detailed breakdown of all work undertaken, time spent, and any disbursements and other costs incurred.
Payment Terms
All bills are payable within 30 days of the date of the bill unless otherwise agreed in writing. Payment methods will be clearly outlined in the engagement letter and on the bill.
Fee Disputes
Addressing Concerns
If a client has any concerns or queries about their bill, they should contact me as soon as possible to discuss the matter. I will work to resolve any issues promptly and fairly.
Complaints
If a client is not satisfied with the resolution of their billing concerns, they may follow the firm's complaints procedure. This includes the option to refer the matter to CILEx Regulation if they remain dissatisfied.
Fee Transparency and Communication
I am committed to transparency and clear communication regarding fees and billing. This includes:
Providing clients with regular updates on costs incurred.
Notifying clients promptly of any changes to the scope of work or estimated costs.
Clearly explaining any complex fee arrangements or costs.
Record Keeping
Detailed records of all time spent, work undertaken, disbursements incurred, and bills issued will be maintained. These records will be retained for at least six years from the conclusion of the matter.
Training and Awareness
All staff will receive training on this Billing and Fees Policy, including:
The importance of transparency and clear communication with clients.
Procedures for recording time and disbursements accurately.
Handling billing queries and disputes professionally.
Review and Updates
This policy will be reviewed annually or when there are significant changes in relevant legislation or guidance. Updates will be communicated to all staff, and additional training will be provided if necessary.
Contact Information
If you have any questions about this Billing and Fees Policy, please contact:
Ryan Jarvis
Ryan Jarvis Law®
Postal Point 428
Manchester
M8 2FS
Email: ryan.jarvis@ryanjarvis.law
Phone: 0161 528 9071
This Billing and Fees Policy was last updated on 01 May 2024.