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
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?
Primary Relationship Partner Full Name and Title
Primary Associate or Senior Counsel Name
Has a comprehensive conflicts of interest check been completed?
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?
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
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?
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?
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?
Proposed Timekeeper Rate Structure
Timekeeper Level | Name (if known) | Standard Panel Rate | Proposed Rate | Discount % from Standard | Expected Monthly Hours | Monthly Cost Estimate | |
|---|---|---|---|---|---|---|---|
Partner - Senior | $1,200.00 | $1,200.00 | 0 | $40.00 | $48,000.00 | ||
Partner - Mid-Level | $950.00 | $950.00 | 0 | $25.00 | $23,750.00 | ||
Senior Associate | $650.00 | $650.00 | 0 | $60.00 | $39,000.00 | ||
Associate | $450.00 | $450.00 | 0 | $30.00 | $13,500.00 | ||
Paralegal | $250.00 | $250.00 | 0 | $20.00 | $5,000.00 | ||
$0.00 | |||||||
$0.00 | |||||||
$0.00 | |||||||
$0.00 | |||||||
$0.00 |
Is a blended rate structure proposed?
Rate Justification and Market Benchmark Data
Alternative Fee Arrangement (AFA) Options Considered
Selected | AFA Type | Structure Description | Total Fee Cap | Risk Sharing Terms | |
|---|---|---|---|---|---|
Fixed Fee - Phase-Based | Fixed fee per litigation phase (pleadings, discovery, trial) | $0.00 | None | ||
Success Fee/Contingency | Reduced hourly + success premium on favorable outcome | $0.00 | 20% premium on baseline rates | ||
Collar/Hourly with Cap | Hourly billing with aggregate cap and risk sharing | $500,000.00 | 50/50 risk share beyond cap | ||
Traditional Hourly | Standard hourly billing with budget controls | $0.00 | Monthly budget reviews | ||
Have these rates been benchmarked against the firm's historical rates for our company?
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?
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?
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)?
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?
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
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
General Counsel Name
General Counsel Approval
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.