Non-Engagement (Declination) Letter
Immediately after you decide not to take a matter, whether after a consultation, a conflicts hit or an intake screen, so the prospective client knows in writing that no one is protecting their claim.
Declining a matter is routine, but declining it badly is a classic source of malpractice claims. If a prospective client walks away from a consultation believing a lawyer is handling the problem, and a deadline passes, the argument that an attorney-client relationship existed is not far behind. A short written non-engagement letter, sent promptly, removes that ambiguity and documents what was and was not said.
This prompt drafts that letter from your consultation notes and a few details you fill in. It states in the opening paragraph that the firm is not representing the person, gives no view on the merits, warns that time limits apply without stating any, urges the person to consult another lawyer promptly, confirms the return of documents and points to a referral resource you choose. It then quotes anything in your notes that could be read as advice already given, so you can decide whether the letter should address it.
Claude does not know the limitations periods that apply to the prospective client's claims, and the letter is designed so it never needs to. Whether your jurisdiction's rules on prospective clients impose further duties, such as confidentiality of what you learned or screening of the lawyer who met with them, is for you to confirm. The output is a draft for attorney review, and you remain responsible for its content and for sending it.
The Prompt
I am an attorney at [FIRM NAME] and I have decided not to represent a prospective client. Draft a non-engagement letter to send to them. <document name="consultation_notes"> [PASTE CONSULTATION NOTES OR INTAKE SUMMARY. REMOVE ANYTHING THE LETTER DOES NOT NEED.] </document> Details: - Prospective client name and address: [NAME AND ADDRESS] - Date of consultation or inquiry: [DATE] - Matter described as: [ONE-LINE NEUTRAL DESCRIPTION] - Reason to state, if any: [E.G. "WE ARE UNABLE TO TAKE ON THE MATTER" OR "NO REASON STATED"] - Documents received and how they will be returned: [LIST, OR "NONE RECEIVED"] - Referral resource: [REFERRAL RESOURCE, E.G. STATE OR LOCAL BAR LAWYER REFERRAL SERVICE] - Delivery method: [EMAIL / CERTIFIED MAIL / BOTH] The letter must: 1. State clearly in the first paragraph that the firm is not representing them and that no attorney-client relationship exists. 2. Give no opinion on the merits, the strength of the claim or the likely outcome, and say that the decision should not be read as one. 3. Warn that legal claims are subject to time limits that may be short, without stating any specific deadline, and urge them to [CONSULT ANOTHER ATTORNEY PROMPTLY]. 4. Confirm the return of any documents listed above and that the firm is not retaining originals. 5. Point to [REFERRAL RESOURCE]. 6. Be courteous, plain and under one page. After the letter, list any statement in the consultation notes that could be read as legal advice already given, quoting it, so I can decide whether the letter needs to address it. Flag anything else you are unsure about. This is a draft for my review before it is sent.
Example Output
A short, courteous letter declining representation, with no-relationship, time-limit and document-return language, followed by a list of anything in your notes that could look like advice already given.
Illustrative example — names, figures, and facts are fictional.
[FIRM LETTERHEAD] [DATE] VIA EMAIL AND CERTIFIED MAIL Mr. Dariel Okonkwo-Pratt [ADDRESS] Re: Your inquiry of [DATE] regarding a dispute with your former landlord Dear Mr. Okonkwo-Pratt: Thank you for speaking with us about your dispute with your former landlord. After reviewing the matter, we have decided not to represent you. This firm is not your lawyer in this matter, and no attorney-client relationship exists between you and the firm. Our decision is not an opinion about the merits of your situation or how it might turn out. We have not evaluated the strength of any claim, and you should not draw any conclusion about your matter from our decision. Please be aware that legal claims are subject to time limits, and some of those limits can be short. If you miss a deadline, you may lose your rights. We have not determined which deadlines apply to you. We strongly encourage you to [CONSULT ANOTHER ATTORNEY PROMPTLY]. We are returning the copies of your lease, the move-out inspection report and the three emails you provided. We have not kept any original documents. If you need help finding a lawyer, you may contact [REFERRAL RESOURCE]. We wish you the best in resolving this matter. Sincerely, [ATTORNEY NAME] [FIRM NAME] ITEMS FOR ATTORNEY REVIEW - Notes, para. 4: "Told him the deposit claim sounds strong." This could be read as a merits opinion. Consider whether to address it expressly in the letter. - Notes do not confirm whether the lease was returned in person or still on file. Confirm before sending.
Tips
- •Send the letter promptly. A delay between the consultation and the declination is when prospective clients assume someone is working on their matter.
- •Do not let Claude state a specific limitations period or deadline, even if you know it. Naming the wrong one, or the right one for the wrong claim, creates the reliance the letter is meant to prevent.
- •Use a delivery method you can prove, and save a copy of the sent letter in your declined-matters file.
- •Pair it with the conflict-check-party-extractor output so declined prospects stay in your conflicts database.
- •Review the draft against your jurisdiction's rules on prospective clients and treat it as a draft for attorney review before sending. If you add a citation to any rule or statute, verify it first.
Frequently Asked Questions
Should a non-engagement letter mention the statute of limitations?
It should warn that time limits apply and may be short, but it should not state a specific deadline. Calculating a limitations period requires analysis of the claims, the facts and the jurisdiction, which is exactly the work you are declining to do. A wrong or incomplete date invites reliance. The prompt uses a placeholder urging the person to consult another attorney promptly instead.
Do I need to give a reason for declining?
Usually not, and a reason that hints at the merits can undercut the letter. Neutral phrasing such as being unable to take on the matter is common. If the reason is a conflict of interest, think carefully before saying so, because disclosing the conflict may reveal confidential information about another client. The prompt lets you choose the reason or omit one.
What if I already said something during the consultation that sounds like advice?
That is why the prompt quotes any such statements from your notes after the letter. You can then decide whether to clarify it in the letter, for example by stating that any preliminary comments were not legal advice and should not be relied on. Do not ignore it. A remark like "you have a strong case" is exactly what a later claimant will point to.
Can I reuse this letter for every declined matter?
Yes. Save your final version as a template in a Claude Project with your firm's preferred wording, then run the prompt with each new set of consultation notes. The structure stays the same, while the matter description, documents returned and referral resource change. Keep reviewing each letter before it goes out, since the notes differ every time.
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