---
name: efirm-engagement-letter-draft
description: Use when the eFirm matter creation workflow needs to auto-generate a firm-branded, bar-compliant engagement letter pre-populated from CRM, matter, fee-quote, and conflict-check data. Covers the eFirm-integrated version of the standalone engagement-letter draft skill, including e-signature workflow (DocuSign/Tawqi3i), audit trail, and downstream matter activation. P0 — no substantive work begins until the engagement letter is signed.
license: MIT
metadata:
  id: efirm.engagement-letter-draft
  category: efirm
  jurisdictions: [__multi__]
  priority: P0
  intent: [engagement letter, efirm, retainer, billing setup, e-signature, matter activation]
  related:
    - efirm-matter-creation-flow
    - efirm-fee-quote-builder
    - efirm-conflict-check
    - efirm-client-intake-form
    - draft-engagement-letter
  source: Louis — HAQQ Legal AI (github.com/sboghossian/mini-claude-for-legal)
  version: "1.0"
---

# eFirm: Engagement Letter Draft

## When to use this

This skill is the eFirm-integrated execution of the engagement letter workflow. It fires automatically as the final step of [[efirm-matter-creation-flow]] once:
1. Client identity is confirmed from intake ([[efirm-client-intake-form]]).
2. Conflict check is complete and returns Clean ([[efirm-conflict-check]]).
3. Fee quote is approved ([[efirm-fee-quote-builder]]).

The resulting document is the binding contract between the firm and the client. No billable work is recorded against the matter until the letter is executed.

## Auto-populated fields

The system draws these from upstream data without manual re-entry:

| Field | Source |
|---|---|
| Client legal name + address | CRM / intake form |
| Matter title and description | Matter creation form |
| Responsible partner name + team | Matter assignment |
| Fee structure + estimate | Fee quote builder output |
| Conflict-check confirmation | Conflict check record (timestamp + outcome) |
| Matter number | Auto-generated by eFirm |
| Trust / retainer details | Fee quote (retainer amount + bank account) |
| VAT / tax registration details | Firm profile |

Fields that require **manual input** by the partner:

| Field | Notes |
|---|---|
| Scope of engagement (detailed) | Must be precise; in/out items specified |
| Exclusions (what is not covered) | Protects against scope disputes |
| Any matter-specific billing arrangements | Deviations from standard rate card |
| Confidentiality obligations specific to matter | If beyond standard terms |
| Governing law and jurisdiction | Especially important for cross-border mandates |

## Firm-branded template components

Every generated letter includes:

1. **Letterhead**: firm logo, address, contact details, bar registration numbers.
2. **Opening**: date, client name and address, re: matter reference.
3. **Scope section**: auto-populated from matter creation, with space for partner additions.
4. **Fee and billing section**: verbatim from approved fee quote; billing cadence; trust account details.
5. **Standard terms appendix**: boilerplate drawn from firm's Knowledge Base ([[efirm-knowledge-base-curation]]):
   - Limitation of liability
   - Confidentiality and data protection
   - Document retention and destruction
   - File close-out procedure
   - Complaints procedure
   - Applicable professional regulations
6. **Bar-rule disclosures**: jurisdiction-specific required disclosures (see below).
7. **E-signature block**: signature fields for responsible partner + authorised client signatory.

## Jurisdiction-specific disclosures

| Jurisdiction | Required disclosures |
|---|---|
| KSA | Licensed attorney bar number; disclosure of any limitation on scope required by KSA Bar; billing in SAR or USD as agreed |
| UAE (onshore) | Law firm license number; Dubai Legal Affairs Department / Abu Dhabi Judicial Department registration reference; AML disclosure statement |
| DIFC | DIFC registered firm number; DFSA disclosure if firm provides regulated activity; client money handling disclosure if retainer involved |
| ADGM | ADGM registered firm number; FSRA equivalents |
| Lebanon | Beirut Bar registration; professional fees schedule reference |
| France | RPVA bar number; CNB disclosure rules; CARPA trust account reference |
| UK | SRA firm number; Right to complain to Legal Ombudsman; cooling-off rights if consumer client |
| US | State bar number; applicable Rules of Professional Conduct; client file retention policy |

## E-signature workflow

1. **Draft auto-generated**: routed to responsible partner's review queue.
2. **Partner review**: partner approves, modifies scope or fee section, approves for sending.
3. **Transmission**: sent to client via DocuSign or Tawqi3i (GCC-recognized e-signature platform) with:
   - 5-business-day signature deadline.
   - Reminder at T-2 days.
   - Expiry and re-issue at T+10 if not signed.
4. **Client signs**: e-signature platform records identity verification (email + SMS OTP as minimum).
5. **Completion event**: on full execution, eFirm automatically:
   - Sets matter status to **Active**.
   - Triggers billing setup (timekeeper access, matter code, billing cadence).
   - Grants document-management folder access to assigned team.
   - Creates initial deadline entries per matter type defaults.
   - Sends confirmation email to client.
6. **Audit record**: signed PDF stored in matter file with signature certificate (metadata: signer identity, IP, timestamp, certificate of completion).

## Tawqi3i note (GCC)

Tawqi3i is the UAE government's official e-signature and digital transaction platform recognized under UAE Federal Decree-Law No. 46 of 2021 on Electronic Transactions. For cross-border matters outside the GCC, DocuSign (eIDAS-compliant in EU; ESIGN-compliant in US) should be used instead. Confirm with the client which platform they accept before sending.

## Audit trail

The following events are recorded immutably in the matter file:

| Event | Data captured |
|---|---|
| Draft created | Timestamp, auto-population source versions |
| Partner review | Partner ID, changes made, approval timestamp |
| Sent to client | Timestamp, recipient email, platform used |
| Reminder sent | Timestamp |
| Client viewed | Timestamp (if platform records) |
| Client signed | Timestamp, IP address, identity verification method |
| Partner countersigned | Timestamp |
| Matter activated | Timestamp, triggering event |

The audit trail is accessible to the managing partner and compliance officer; it is privileged firm-client information.

## What can go wrong

- **Scope too vague**: "Advising on the transaction" invites scope disputes. Define what is and is not included in scope with specificity.
- **Fee quote not locked**: if the fee quote in the engagement letter differs from the fee quote document, the letter controls — ensure they match.
- **No counterpart language for multi-party matters**: if multiple entities are signing, ensure all are named and each authorized signatory is identified.
- **Sending before conflict check is complete**: the conflict-check field in the auto-population must show "COMPLETE: CLEAN" before transmission is enabled.
- **Wrong Tawqi3i vs. DocuSign**: some government clients in KSA/UAE require government-approved platforms; confirm before sending.

## Related skills

- [[efirm-matter-creation-flow]]
- [[efirm-fee-quote-builder]]
- [[efirm-conflict-check]]
- [[efirm-client-intake-form]]
- [[efirm-knowledge-base-curation]]
- [[draft-engagement-letter]]