This section captures essential information about the legal matter and the proposed external law firm. Complete all mandatory fields to ensure proper evaluation and conflict checks.
Matter Name or Title
Internal Matter Reference Number
Matter Type Category
Litigation - Commercial Dispute
Litigation - Employment
Litigation - Intellectual Property
Litigation - Regulatory/Investigation
Litigation - Product Liability
Litigation - Securities
Litigation - Other
Non-Litigation - Transactional Support
Non-Litigation - Regulatory Advice
Non-Litigation - Compliance
Non-Litigation - Other
Commercial Dispute Subtype
Breach of Contract
Fraud/Misrepresentation
Partnership/Shareholder Dispute
Debt Collection
Other Commercial
Please specify the other litigation type:
Please specify the other non-litigation type:
Applicable Jurisdictions or Governing Laws
Multi-National
Regional (Multiple Countries)
Single Country - Civil Law System
Single Country - Common Law System
Arbitration (Institutional Rules)
Arbitral Seat Jurisdiction
Estimated Financial Exposure or Claim Value
Estimated Matter Duration in Months
Matter Complexity Assessment
Straightforward - Routine
Moderate - Some Complexity
Complex - Multiple Issues
Highly Complex - Novel Questions
Exceptionally Complex - Bet-the-Company
Urgency Level
Routine - Standard Timeline
Elevated - Accelerated Timeline
High - Immediate Attention Needed
Critical - Response Deadline Imminent
Emergency - Court/Regulatory Deadline
Proposed External Law Firm Full Legal Name
Firm Headquarters City and Country
Is this firm on the company's approved panel counsel list?
Panel Category and Tier Level
Provide detailed justification for using non-panel counsel:
Primary Relationship Partner Full Name and Title
Primary Associate or Senior Counsel Name
Has a comprehensive conflicts of interest check been completed?
Date Conflicts Cleared
WARNING: Engagement cannot proceed until conflicts are cleared. Please initiate conflicts check immediately.
Firm's Relevant Experience Level for This Matter Type
No Direct Experience
Limited - Some Familiarity
Moderate - Handled Similar Matters
Extensive - Strong Track Record
Unparalleled - Market Leader
Key Reasons for Selecting This Specific Firm
Upload Firm's Relevant Experience Summary or Pitch Deck (Optional)
Detail the specific legal services required and the strategic rationale for external engagement. This section informs budget approval and resource allocation decisions.
Detailed Scope of Work and Deliverables
Strategic Rationale for Retaining External Counsel
Has internal legal team attempted to handle this matter or similar matters previously?
Describe internal efforts and why they were insufficient:
Explain why internal handling was not considered viable from outset:
Alternative Legal Service Providers Considered
None - External Firm Only Viable Option
Other Top-Tier Firms
Boutique Specialist Firms
Managed Legal Service Providers
Flexible Resourcing Providers (ALSP)
In-House Secondment
Hybrid Model
List other top-tier firms considered and why this firm was selected:
List boutique firms considered and rationale for selecting larger firm:
Total Budget Allocated for External Legal Fees (excluding expenses)
Total Budget for Pass-Through Expenses (travel, experts, filing fees, etc.)
Is this budget pre-approved by Finance or Business Unit?
Provide Pre-Approval Reference Number:
Note: Budget approval must be secured before engagement letter execution.
Critical Deadline or Key Litigation Milestone Date
Success Metrics and Matter Objectives
Preferred Communication and Reporting Frequency
Weekly Written Updates + Monthly Calls
Bi-Weekly Written Updates + Quarterly Calls
Monthly Written Updates + As-Needed Calls
Major Milestone Reporting Only
Real-Time Dashboard Access + Weekly Summaries
Will the external firm have access to confidential or trade secret information?
I confirm that enhanced confidentiality protocols and data handling requirements will be included in the engagement letter
Provide detailed rate information and justification for any deviations from standard panel rates. All rate requests must be supported by market data and strategic rationale.
Are you requesting an exception to standard panel billing rates?
Detailed Justification for Rate Exception:
Standard panel rates will apply. Please ensure firm acknowledges panel rate card in engagement letter.
Proposed Timekeeper Rate Structure
Timekeeper Level | Name (if known) | Standard Panel Rate | Proposed Rate | Discount % from Standard | Expected Monthly Hours | Monthly Cost Estimate | ||
|---|---|---|---|---|---|---|---|---|
A | B | C | D | E | F | G | ||
1 | Partner - Senior | $1,200.00 | $1,200.00 | 0 | $40.00 | $48,000.00 | ||
2 | Partner - Mid-Level | $950.00 | $950.00 | 0 | $25.00 | $23,750.00 | ||
3 | Senior Associate | $650.00 | $650.00 | 0 | $60.00 | $39,000.00 | ||
4 | Associate | $450.00 | $450.00 | 0 | $30.00 | $13,500.00 | ||
5 | Paralegal | $250.00 | $250.00 | 0 | $20.00 | $5,000.00 | ||
6 | $0.00 | |||||||
7 | $0.00 | |||||||
8 | $0.00 | |||||||
9 | $0.00 | |||||||
10 | $0.00 |
Is a blended rate structure proposed?
Proposed Blended Rate per Hour
Rate Justification and Market Benchmark Data
Alternative Fee Arrangement (AFA) Options Considered
Selected | AFA Type | Structure Description | Total Fee Cap | Risk Sharing Terms | ||
|---|---|---|---|---|---|---|
A | B | C | D | E | ||
1 | Fixed Fee - Phase-Based | Fixed fee per litigation phase (pleadings, discovery, trial) | $0.00 | None | ||
2 | Success Fee/Contingency | Reduced hourly + success premium on favorable outcome | $0.00 | 20% premium on baseline rates | ||
3 | Collar/Hourly with Cap | Hourly billing with aggregate cap and risk sharing | $500,000.00 | 50/50 risk share beyond cap | ||
4 | Traditional Hourly | Standard hourly billing with budget controls | $0.00 | Monthly budget reviews | ||
5 | ||||||
6 | ||||||
7 | ||||||
8 | ||||||
9 | ||||||
10 |
Have these rates been benchmarked against the firm's historical rates for our company?
Historical Rate Variance %
Please obtain historical rate data from Legal Operations before submission to ensure rate consistency.
Total Projected External Legal Fees (Lifecycle)
Expected Recovery or Settlement Value (if applicable)
Cost-Benefit Analysis and ROI Justification
Confirm compliance with all corporate outside counsel guidelines and ADR protocols. Non-compliance may result in non-payment or engagement termination.
I confirm the external firm has reviewed and will comply with the company's Outside Counsel Guidelines v2024
Firm agrees to diversity and inclusion requirements: diverse staffing commitments and reporting
Firm maintains professional indemnity insurance with minimum coverage of 5 million USD equivalent
Firm's data security and information handling protocols meet our cybersecurity standards
Is the matter subject to mandatory ADR or mediation clauses?
Required ADR Methods
Mediation - Before Litigation
Mediation - During Litigation
Arbitration - Binding
Arbitration - Non-Binding
Expert Determination
Mini-Trial
Company's Commitment to ADR for This Matter
Litigation-First Approach
Open to ADR if Opponent Proposes
Actively Consider ADR
Strong Preference for ADR
Mandatory ADR - Settlement Focus
Has a mediation or settlement authority limit been established?
Settlement Authority Limit (without further approval)
Firm agrees to monthly accrual reporting and quarterly budget forecasting
Firm will obtain pre-approval for all expenses over 5000 USD equivalent
Firm will not engage local counsel, experts, or consultants without prior written approval
Does this engagement require specialized vendor onboarding (e.g., eDiscovery platform, translation services)?
List required vendors and services:
Billing Invoice Format and Detail Level
Task-Based Billing with UTBMS Codes
Detailed Narrative with 0.1 hour increments
Phase-Based Summary Billing
AFA - Custom Reporting
LEDES Format Required
Will the firm be handling sensitive personal data or data subject to privacy regulations?
I confirm that a Data Processing Agreement (DPA) will be executed and the firm complies with data residency requirements
Additional Compliance Requirements or Guideline Deviations
Final authorization and sign-off by designated approvers. Engagement cannot commence without appropriate clearances.
Approval Authority Level Required
Head of Legal Operations Only (Under 500K)
General Counsel (500K to 2M)
General Counsel + CFO (2M to 5M)
Executive Leadership Board (Over 5M)
Special Committee - Bet-the-Company
Executive Board Presentation Summary:
Special Committee Justification:
Requesting In-House Counsel Name and Title
Request Submission Date and Time
Requesting Counsel Digital Signature
Head of Legal Operations Name
Head of Legal Operations Approval
Head of Legal Operations Digital Signature
Reason for Rejection or Conditions for Approval:
General Counsel Name
General Counsel Approval
General Counsel Digital Signature
General Counsel Rejection Rationale or Required Modifications:
Final Approval Date and Time
Final Approval Comments and Conditions
IMPORTANT: This form and all approvals must be completed before any engagement letter is executed or work commences. Post-commencement approvals may result in non-payment of fees.
To configure an element, select it on the form.