Engagement_letter_v7_FINAL_use_this_one.docx. Every firm has one. Someone opens it, changes the name, misses the fee paragraph left over from the last client, and sends it. Twenty minutes if nothing goes wrong.
The version I build starts from the same Word file, kept as a template with the fields marked. When you mark an enquiry as taken, the client's details go in from the intake note, the scope paragraph for that matter type is picked, and the fee estimate is filled from the figure you typed or the fixed fee you publish. The letter, the terms of business and the client care letter go out as one DocuSign envelope.
You see the draft first if you want to. Most people approve the first ten and then stop looking.
When the client signs, the signed PDF files itself into the matter folder, in Clio, LEAP, OneDrive or Google Drive, and the matter is marked as engaged. The fee earner finds out from the folder.
This is the kind of thing we build. It runs in your own accounts. What is your current version of the letter actually called?