Project Tool Kit Model Law Firm And Corporate Pro Bono Documents

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Project Tool KitModel Law Firm and CorporatePro Bono Documents1

January 2017Table of ContentsI.Introduction .3II.Model Law Firm Pro Bono Documents .5Pro Bono – Background Considerations for Law Firms .6Sample Law Firm Pro Bono Policy .10Sample Pro Bono Engagement Letter for Law Firms .16III.IV.Corporate Pro Bono Toolkit.21A.Pro Bono – Background Considerations For Corporations and OtherOrganizations .22B.Sample Corporate Pro Bono Policy .27C.Checklist for Corporate Pro Bono Engagement Letters .33D.Sample Pro Bono Engagement Letter forCorporations / In-House Counsel.35Pro Bono Resources .38

INTRODUCTIONPro bono legal services are important not only to the lives of those served, but they also enrichthe individuals and organizations who offer their services, as well as the community as a whole.The purpose of this document is to help law firms and organizations engage in pro bono activityand to provide recommended tools that will enhance the ability for them to positively impact thecommunity. INTA hopes that its members take responsibility for advancing their organization’spro bono services and, in the process, advancing the profession as a whole worldwide. As AlbertSchweitzer said, “the only ones among you who will be really happy are those who will havesought and found how to serve.”In particular, this document offers an overview of issues to consider for bothorganizations/corporations and law firms when adopting, expanding or refining a pro bonoprogram. It also provides model documents to consider as part of this program, including samplelaw firm and corporate pro bono policies and engagement letters. The checklists and formsprovided should not be seen as static or exclusive, but serve merely as a guide or starting point towork from or modify. Local practice, laws, customs or regulations may dictate a differentapproach to pro bono policies, the pro bono representation of clients, engagement letters, etc.,and they must be checked before relying on or adopting any of the information in this document.Pro bono services are more effective when adapted to the specific needs of the community.The document is a product of the INTA’s Pro Bono Committee’s research into best practices forpro bono programs across a wide range of organizations, including law firms of various sizes,organizations in a variety of industries, clearinghouses and law schools. The end result is adocument that can be tailored for applications to specific countries and regions. We also providean appendix with useful resources relating to pro bono practice in a variety of states, provinces,countries and regions.For this project, the Committee was guided by INTA’s definition of “pro bono” as the provisionof legal services by attorneys and non-attorney professionals without compensation or theexpectation of compensation. The focus is on providing these services to low income individualsor not-for-profit organizations serving low income individuals or other societal or charitableneeds, with an emphasis on trademark, copyright, unfair competition, advertising and relatedareas of law, in line with INTA’s own focus. That being said, these materials could be consultedto help promote pro bono legal representation for indigent individuals or not-for-profitorganizations in other fields of law – especially relating to litigation.Also, while some organizations or firms may view pro bono as covering non-legal activities suchas volunteer work for not-for-profit, charity or civic groups, or committee work for bar or tradeassociations, this Committee sees value in taking a more targeted approach, focusing on theprovision of legal services to clients in need. Therefore, the definition of pro bono in the modelpolicies is limited to legal representation. For INTA’s complete definition of “pro bono legalservices,” please see the document included as Exhibit 1.We invite INTA members to submit any comments or questions regarding the Toolkit, including anyspecific legal requirements regarding providing pro bono services in various countries, and3

recommendations for additional Pro Bono Resources to include in the Toolkit by email tossutton@inta.org.We hope you will find this information useful and look forward to anycomments on how it may be improved.4

MODEL LAW FIRMPRO BONO DOCUMENTS5

Pro Bono – Background ConsiderationsWhat to consider before adopting a pro bono policy for your law firm.Why Pro Bono? Provide full and fair access to the legal system to all.Engage in voluntary programs to improve individuals’ quality of life.Support the objectives of non-profit organizations.Contribute to the progression of an ethical social and economic environment.Gain useful hands-on experience and valuable skills development.Achieve versatility and a broader understanding of issues beyond your normal practicearea.Take responsibility for your organization’s impact on the community.Benefits of Pro Bono Legal Work Provides access to quality legal services to those who otherwise might not have, orcannot afford, such access.Enhances your and your organization’s reputation.Boosts morale and fosters teamwork.Fulfills ethical obligations.Builds on skills and expand the skill base.May fulfill certain professional requirements (jurisdiction-specific).Malpractice Insurance Coverage for Pro BonoMalpractice coverage is an important consideration in developing a law firm’s pro bonoprogram. Often, pro bono matters are covered under the firm’s existing malpractice coverage.Consult with your malpractice insurance provider to find out if your firm’s policy covers probono and to understand the scope of coverage; if not, you can add pro bono coverage to yourpolicy. If your firm does not have coverage for pro bono matters, firm lawyers desiring toengage in pro bono legal services may obtain malpractice coverage from other sources. Forexample, some pro bono referral agencies have malpractice insurance that covers volunteerservices. Some states in the U.S. provide free malpractice protection for pro bono attorneys forcertain authorized matters. U.S. Federal law, for example, the Volunteer Protection Act (VPA),42 USC Sections 14501-05, also provides protection for volunteers. The laws or regulations ofspecific countries must be consulted on this point.Management of the Pro Bono ProgramWho will be responsible for managing and overseeing the pro bono program, reviewing andapproving new pro bono matters, and keeping track of the pro bono work? Proper managementof a pro bono program is essential to its success.6

Larger law firms often appoint a pro bono coordinator who is responsible for administering thefirm’s program or create a pro bono committee. A number of firms combine the two and have anon-attorney pro bono coordinator or full-time pro bono partner/counsel who administers theprogram under the committee’s direction.Typical responsibilities of the pro bono coordinator or committee include:Develop, monitor and implement the firm’s pro bono policy;Identify, review, accept or reject pro bono projects/cases;Encourage participation internally;Establish an e-mail distribution group in order to disseminate pro bono opportunities;Coordinate and monitor all pro bono activities;Monitor the hours and costs spent on approved pro bono projects;Provide periodic reports on the firm’s pro bono activities;Ensure that the same firm standards of quality and care are given to the pro bono client asare given to a paying client; andPromote success of the program via the firm’s marketing department.Many firms require that a partner or a senior attorney supervise junior attorneys or associates onall pro bono matters. Summer associates may also be certified as law students to represent probono clients in court under the supervision of senior attorneys or partners.Process for Taking on a Pro Bono CaseThe firm should have an approval process for pro bono matters. The firm may allow attorneys toidentify their own opportunities and then present them to the committee or coordinator forapproval. Alternatively, the pro bono committee or coordinator may identify opportunities.Many firms choose a combination of the two approaches.If attorneys are allowed to identify their own opportunities, it is recommended that the followinginformation be submitted to the coordinator or the committee:Legal aid agency description;Agency process for screening clients;Case description and impending deadlines (e.g., applicable statute of limitations);Information necessary for conflict of interest check; andExpected duration and scope of representation.Setting Pro Bono Hours RequirementParticipating in a pro bono program is voluntary, and many firms do not announce a requirednumber of hours. Generally, attorneys in the U.S. tend to target anywhere between 20 to 50hours per year on pro bono work. The average amount of time to target in other countries variessignificantly.7

Jurisdiction-Specific Ethical IssuesCheck with your local bar association or regulatory authority if there are any jurisdiction-specificethical issues that you need to be aware of before adopting a pro bono policy for your firm.Types of Pro Bono MattersIt is recommended that the firms identify a number of legal aid agency partners (if available) thatwill provide attorneys with a variety of pro bono options. Firms should identify the types ofmatters they are willing to take on (or not take on) keeping in mind firm expertise and resourcerequirements. Typically, pro bono matters include:Direct legal representation for low income individualsLegal representation of not-for-profit organizations serving low income individuals oraddressing other societal or charitable needsGetting Support from Firm StaffFirms show dedication to pro bono by providing support to attorneys who undertake pro bonowork. This gesture also helps make pro bono more attractive to attorneys. Types of support thatmight be available include:Use of staff, including paralegals and secretaries; andCovering ordinary costs associated with the matter, including copying, postage, telephonecalls, and faxing.If additional funds are needed to handle a pro bono case, firms may provide an approval processfor obtaining additional funds, if necessary.Costs Not CoveredPro bono clients are generally expected to pay costs associated with a matter, but not attorneys’fees. For example, clients may need to pay local Patent and Trademark Office costs for atrademark application, but will not need to pay the attorneys’ fees associated with preparing andfiling the application. Of course, a firm may decide to waive such costs.Recognition for Pro Bono WorkThe firm should decide how much billable or bonus credit, if any, will be given to pro bonomatters. This is an important component of the pro bono policy as it shows how the firm valuespro bono contributions by its attorneys, therefore, some credit should be considered. Many firmsallow their attorneys to credit all or a certain number of their pro bono hours towards theirbillable requirement. Some, in addition or as an alternative, factor an attorney’s pro bono work(or lack thereof) into salary, bonus and promotion considerations.8

Determine how the firm will measure and evaluate pro bono work: Tracking of legal work assessment by pro bono client;Recording comments in a register when a paying client makes favorable mention of probono work done by the firm;Tracking and recording media references to the firm’s pro bono work;Obtaining testimonials from beneficiaries and/or participants in pro bono programs;Incorporating questions (and recording information) about the firm’s pro bono practiceinto staff appraisals, intake interviews and orientations; and/orChecking on the training and experience attorneys receive through the pro bono service.Internal ChallengesGetting buy-in from partners in small firms is often difficult. The common feedback is that thefirm’s limited resources cannot accommodate a pro bono program. To address this concern, it isrecommended that the pro bono coordinator or the pro bono committee initially select cases thatwill not require a large commitment of time or money from the firm. In addition, the legalagency sending the work may be able to screen and summarize matters to save time forattorneys. Partnering with organizations that provide pro bono legal services can also reducetime and resource commitments.Maximize the Program’s PotentialInvolve your legal staff actively in the program and encourage them to identify worthy matters orcauses for your organization to support. Coordinate with the firm’s marketing department topublicize the pro bono program’s successes. This will enhance the firm’s reputation amongclients and will also boost morale and foster teamwork internally. It also may help in recruitingnew attorneys.9

Sample Law Firm Pro Bono PolicyA.Definition of Pro BonoFirms should set a definition for what is included in pro bono work and what type ofclients will be considered for pro bono status. If in the U.S., consider including areference to the Pro Bono Institute’s definition of pro bono in the firm’s policy (see WhatCounts? A Compilation of Queries and Answers, available -counts-2008.pdf ). Other countriesmay have similar model definitions. A policy may also provide a mission statement forthe firm’s pro bono program and/or a statement regarding the firm’s overall support ofpro bono.Sample language:[Firm Name] recognizes the importance of giving back to the communities where we areprivileged to practice. Above and beyond what may be required by law, we believe that as a Firmand as individuals we have ethical and moral obligations to provide pro bono legal services to thelow income individuals as well as to nonprofit organizations. The Firm strives to ensure that probono service is part of the practice of every lawyer and is committed to achieving the goal ofcontributing each year at least [fill in] percent of total billable Firm hours to the provision of probono legal services to the poor.1.Define Acceptable Clients – Legal Matters: The delineation of suitable probono clients may include the provision of legal services to:a.Low income persons; andb.Charitable, religious, civic, community, governmental and educationalorganizations which operate on a not-for-profit basis and serve lowincome individuals or important societal needs.Note: The firm may also want to set forth the types of matters that are notacceptable (for example, the firm may not wish to handle criminal matters).Consider also whether the firm has a significant number of paying non-profitclients and discuss internally how to define pro bono in a manner that issensitive to those clients’ continued business.2.Explain that while Community Service Projects do not count as pro bono,they should not be discouraged. This includes community service volunteerhours, service on a non-profit Board of Directors, etc.Sample Language:Every lawyer and staff member is urged to provide volunteer service by supporting the work ofsocial service organizations, charities and other groups helping the disadvantaged, such asvolunteering at a homeless shelter or serving food at a soup kitchen. While this is not “pro bonotime”, it should continue and individual projects may be recognized by the firm from time totime.10

3.Clarify additional activity that is not acceptable for pro bono credit: Clarifyin the policy what will not count (for example, favors to family members andfriends, favors for clients, business development, religious organizations thatdo not meet the qualification criteria, schools affiliated with an attorney orfamily members, non-firm-sponsored community service/volunteeropportunities).Sample Language:Although some of the following legal services might fall within the definition of pro bono legalservices, the Firm has, as a matter of policy, excluded the following from our internal definitionof pro bono time: Favors for friends or family members of attorneys, staff members or otheremployees of the Firm; favors to clients; legal services provided for employees of a paying clientof the Firm; business development (including legal services performed with the expectation of afee either in the instant matter or in a future matter for that client or for a related client);personally-affiliated religious and educational organizations (unless that work solely involves thecharitable works of that institution or involves the provision of other direct benefits for lowincome individuals); community service activities; and Board and Trustee Service.C.Determine Billable Credit for Pro Bono Work1.Firms should determine whether pro bono work will count for billable credit,and if so, whether all work or a portion of the work will provide billablecredit. Whether pro bono hours will count toward any bonuses (awardedbased in whole or in part on hour requirements) should also be determined.Sample Language:Time dedicated to the provision of pro bono legal services and to approved community andboard service activities and the administration of the pro bono practice will be treated as clientchargeable time (i.e. billable time) for up to fifty (50) [or fill in another number] hours.2.Will paralegals, agents, staff members, etc. be able to get “credit” for probono work?3.Will pro bono hours be capped? If so, will attorneys need to seek approvalfor hours beyond the cap? How will attorneys report their pro bono hours?Sample Language:Although there is no limit to the number of hours an attorney may devote to Pro Bono Timeduring a given year, such time should be in conjunction with strong billable performance onpaying client work. Every attorney should strive for an appropriate balance of both paying clienthours and Pro Bono Time. As such, the Pro Bono Counsel will monitor each attorney’s Pro BonoTime, and the Pro Bono Committee will ensure that all pro bono client work, as with payingclient work, is necessary, efficiently delivered and properly supervised. The Pro Bono Counselmay be assisted in this task by a staff-appointed Pro Bono Coordinator.D.Supervision of Pro Bono Work1.Firms should assign partners to direct and administer all aspects of thefirm’s pro bono program, including appropriate supervision and expertisefor a given matter.11

2.Define in the policy what “supervision” means (active participation instrategic decisions related to representation, review correspondence withclient, review all filings, etc.).3.Firms should set a policy for ensuring that all associates and legal andadministrative staff working on pro bono matters have appropriatesupervision.Sample Language:A partner must actively supervise all pro bono matters. A partner will supervise each pro bonoproject undertaken by an associate, trainee or staff attorney in the same manner that projects forpaying clients are supervised. It shall be the responsibility of all partners and any other attorneywith expertise or experience in a relevant area of law to offer assistance and to supervise orotherwise coordinate the conduct or provision of pro bono legal services, including the actions oflegal and administrative staff. The hours billed by such supervising attorneys shall be treated asapproved pro bono hours.4.Policy should explain how pro bono matters are transitioned when anattorney leaves the firm. For example, is the committee responsible forreassigning a matter? Is the departing attorney responsible for finding anattorney to handle the matter? This must be done in accordance with ethicalrules of the applicable jurisdiction.Sample Language:Prior to departing the firm, it is each attorney’s responsibility to appropriately transition all probono matters to another lawyer(s), just as one would transition a paying matter. It is also theattorney’s responsibility to make the attorney(s) to whom the matter is transitioned aware of anyimpending deadlines (e.g. court filing deadlines, trial dates, transaction closing dates,government filing deadlines, etc.) and inform the client, the court, the government agency andany other relevant party of the attorney’s departure and of the name(s) and contact informationfor the attorney(s) to whom the matter has been transitioned. It is also the attorney’sresponsibility to keep appropriate files (both hard copies and electronic copies) identified by therelevant client/matter number(s) and to inform his/her assistant and the mail room of any issueswith pending matters and the name(s) and contact information for the attorney(s) to whom thematter has been transitioned.E.Describe Firm’s Pro Bono Committee/Leadership1.Firms should determine whether to create Pro Bono Committees and a ProBono Committee Chair – either firm wide and/or by office – to actively directand implement pro bono strategy and monitor the involvement of officeattorneys in pro bono matters, and to approve new pro bono matters.2.Committee considerations: How will committee members be selected? Whatare the committee member responsibilities? (For example, each membercould be responsible for a relationship with a pro bono referral agency, eachmember could be responsible for a practice group within the firm, etc.Members may need to identify and evaluate new pro bono opportunities.Members may approve new pro bono matter requests.)12

Sample Language:There shall be a Pro Bono Committee that shall consist of the following: The Pro Bono Counsel, who will co-chair the committee with the Chair; A Chair, who will be a partner in the Firm and who will be appointed by the ManagementCommittee upon recommendation by the Pro Bono Counsel; At least one member from each office of the Firm, said member being a partner in thatoffice; and Such other members, including a staff member acting as a Pro Bono Coordinator, as thePro Bono Counsel and the Chair select, subject to the approval of the ManagementCommittee.The committee members shall serve one-year terms, subject to renewal or replacement by thePro Bono Counsel and Chair, subject to the approval of the Management Committee.The Pro Bono Committee shall have general administrative, management and supervisoryresponsibility for the pro bono practice. In that regard, the committee shall: Identify pro bono legal services and encourage participation by lawyers and staff, asappropriate.Select approved referral sources for the Firm generally or for each office, which shall bethe primary source of pro bono projects to the Firm.Set and determine the standards for financial eligibility for pro bono legal services, whichshall, to the extent practicable, track the threshold levels of financial qualification ineffect for the referral agencies used by the Firm.Approve or disapprove all projects which are proposed in accordance with the guidelinesset forth in this policy.Supervise, coordinate and monitor all pro bono matters, and be responsible for providingassistance, supervision and resources as necessary.Ensure that Firm standards of quality and care given our paying clients are afforded topro bono legal services projects and clients.Monitor the hours and costs involved in each project, intervening where necessary toprovide assistance or seek to limit or accommodate cost needs.Implement, maintain and propose modifications to this policy, with proposed substantivechanges to be approved by the Management Committee.Perform any and all other tasks which are necessary in the ongoing management,administration and improvement of the pro bono practice.3.F.Consider whether administrative support will also be available to the probono program (committee members, Pro Bono Counsel/partner, Pro BonoCoordinator, marketing support, etc.).Legal Fees for Pro Bono Work13

G.1.Payment: Firms should set a policy for payment of certain costs by pro bonoclients, including legal costs, travel expenses, government filing fees, and feesfor experts and other consultants.2.Recovery of Fees: Firms should develop a policy for recovery of feespursuant to a fee-shifting statute, or negotiated settlement, for matters onbehalf of a client who otherwise qualifies for pro bono services. If the firm’spolicy provides that these funds may be used for charitable purposes, such ascontributions to organizations which refer pro bono matters to the firm, thepolicy should determine who makes such decisions and provide the standardsfor making the determination.3.Describe how disbursements will be handled. Does the firm have a budgetfor fees that pro bono clients will not have to pay? What is the approvalprocess to spend that money?Describe Procedure for Intake and Approval of Pro Bono Matters1.Firms should set clear guidelines for determining how and when pro bonorepresentation should be undertaken.Sample Language:Pro bono legal services projects will be approved under two different paths – those referred by anapproved referral agency, and those presented through the referral of individual lawyers or staffat the Firm. All pro bono matters must go through the same Client Intake process as all othermatters, and upon approval, will be assigned their own client/matter number for each case,matter or project.Approved Referral Sources. The Pro Bono Committee shall select and designate certainreferral agencies, who customarily screen individuals and organizations for free or reduced costlegal services, as approved referral sources for participation in the Firm’s pro bono legal servicesprogram. Matters referred by such approved organizations will not require an independentreview of the proposed client’s eligibility for pro bono legal services. However, all matters muststill undergo an evaluation of both direct and positional conflicts. Attorneys and staff who wouldlike to take on matters from a particular referral agency that is currently not listed as an approvedreferral agency should send a brief memorandum to the Pro Bono Counsel detailing the referralagency’s mission and intake guidelines.Individually Referred Matters. When opening a new pro bono matter request for a matternot referred through an approved referral agency, additional information may be requested to aidthe Pro Bono Committee in evaluating whether or not the individual or entity qualifies for probono legal assistance.2.Conflicts: Firms should ensure that they have a conflicts check policy inplace for potential pro bono clients. Define how to handle conflicts (forexample, will firm ask a paying client for a waiver?) and whether firm willconsider positional conflicts (for example, if representation of pro bono clientcreate a conflict with a potential future paying client).14

Sample Language:In the pro bono context, however, the Firm is not only providing services to the client withoutcharge, but also foregoing the revenue from the precluded representation. For many reasons, wedo not want to take pro bono cases that reasonably may be viewed as precluding us fromrepresenting paying clients. Accordingly, in every case, all proposed pro bono matters must gothrough the same intake process as all other matters before we do any work on behalf of theproposed client. When vetting pro bono matters, particular care should be taken to perform a fulland complete conflict check, which requires: including all companies and individuals known tobe affiliated with an adverse party; identifying persons and entities holding an interest in theadverse party as well as its officers and directors; if the matter concerns representation of anonprofit organization, identifying individuals and entities affiliated with the group, such as itsofficers and directors; and identifying parties (and their affiliates) with whom the Firm mightbecome adverse during the course of the representation. If such parties only come to light partway through the representation, contact Client Intake immediately to update the partiesassociated with the matter.3.Engagement Letter: Require an engagement letter (attach sample letter as anexhibit to the policy). Advise attorneys to describe the scope of therepresentation carefully. If necessary, revise language in engagement letterto ensure that client understands the representation.4.Letter Declining to Take on Representation: Pro bono clients are oftenunfamiliar with the legal process and to avoid any unintentional creation ofan attorney-client relationship where none is intended by the firm, lettersdeclining to take on a pro bono representation should be sent as appropriate.Sample Language:As in all client retentions, pro bono representations must be governed by a concrete and discreteengagement letter. A sample engagement letter is on pages 15-19 herein. When describing thelegal services to be rendered, such description must be provided in as much detail as possible andmust include the scope of the representation. For example, where litigation services are beingprovided pro bono, indicate whether the representation will only include services through trial, ordoes that include trial and any appeal? If a pro bono representation is declined, a letter alsoshould be sent informing the potential pro bono client that the firm has declined to accept therepresentation.H.Describe Procedure for Termination of Pro Bono Representation1.Describe te

Malpractice coverage is an important consideration in developing a law firm's pro bono program. Often, pro bono matters are covered under the firm's existing malpractice coverage. Consult with your malpractice insurance provider to find out if your firm's policy covers pro

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