Disengagement letter? Send it Certified.

By the USMail.ai team, more than 50 years of combined expertise in printing and mailing

Direct answer: Your client is sent a written record that the representation has ended and what deadlines remain, and we print the letter and mail it by Certified Mail with USPS tracking. You upload the letter, check the proof and the full price, and approve. Mail is the written follow-up copy, not the first notice.

Statutes checked October 29, 2026: client-notice duties for law firms come from your state's rules of professional conduct, ethics opinions and court rules, not one federal statute, so this page quotes none. Your state bar or ethics counsel decides what your letter must say. General information, not legal advice.

Start MailingSee how it works

What is a disengagement letter?

A disengagement letter tells a client in writing that the firm's work on a matter has ended. Firms send one when the matter is finished, when the agreed limited scope is done, or when the firm withdraws, which bar samples also call a withdrawal or termination letter. It closes the loop so the client knows the firm is no longer acting and what the client still has to do.

Is the mailed letter the first notice?

Usually not. Talk to the client first, by phone, in a meeting or by email, and send the mailed letter as the written follow-up copy. That matters most when a deadline is close. USPS lists First-Class Mail at 1-5 business days on its First-Class Mail page, and USPS delivery times vary, so mail early enough. If the firm is withdrawing from a case in court, the court's rules govern the withdrawal itself, including any motion, leave of court or service on the client. The mailed letter is only the client's copy, and it doesn't replace any court filing or service.

What usually goes in the letter?

Bar sample letters tend to name the matter, the date the representation ended, any upcoming deadlines or limitation dates the client must handle, how to get the file back, the firm's file retention period, and any fees owed or refunds due. Many also urge the client to hire new counsel promptly. The responsible lawyer decides the final wording.

Why send it by Certified Mail?

Certified Mail gives the firm a USPS mailing receipt and tracking for one letter to one client, which many firms want in the file when a relationship ends. Certified Mail is $1.15 plus the current USPS Certified Mail fee, which USPS publishes in Notice 123. We don't offer paper Return Receipt yet. Some sample letters say "return receipt requested"; if your policy calls for a signed return card, plan another way to get one, because we can't add it. You can read more on what Certified Mail costs.

How does mailing work on USMail.ai?

You upload. You approve. We produce. You upload the letter as a PDF or document, add your list, and check the proof on screen. You see the complete price before you approve, and nothing prints until a person on your staff says yes. From our own production floor: we print, envelope and hand each piece to USPS, and you see the proof and the full price before you approve. Every address comes from you. We check every address before mailing, and the AI never suggests or adds one.

If plans change, you can unapprove an approved job before its mail date, and the money goes back on your meter balance, not your card. A meter balance is optional, and you can pay per mailing.

What does it cost?

Letters starting at $1.15, postage included. For a one-page, single-sided, black-and-white First-Class letter. A Certified letter costs more, and you see the full price before you approve. USMail.ai is an AI print-to-mail platform, not USPS.

What does USMail.ai not do?

We don't decide whether to withdraw, file anything with a court, serve parties or give legal advice. We don't track the client's response or move the file. We print the letter you upload, exactly as approved, and hand it to USPS. Keep your own copy of the letter and the tracking number in the client file.

Where are the other law firm letters?

The law firm notices hub covers a lawyer leaving the firm, a firm closing and non-engagement letters to people the firm declines to represent.

What do people ask about USMail.ai?

Is a disengagement letter the same as a withdrawal letter?

Bar samples often use the terms together. In court matters, the court's rules govern the withdrawal itself, and the mailed letter is the client's copy.

Can the letter replace telling the client directly?

We can't advise on that. Many firms talk to the client first and mail the letter as the written follow-up copy.

Do you offer a paper Return Receipt?

No. We don't offer paper Return Receipt yet. Certified Mail comes with USPS tracking.

What does Certified Mail cost?

Certified Mail is $1.15 plus the current USPS Certified Mail fee, which USPS publishes in Notice 123.

When does my letter go to USPS?

By default, letters you approve before 10 p.m. CT are handed to USPS the next business day (Monday to Friday). USPS delivery times vary. USPS handles delivery from there. There are no contracts, subscriptions or setup fees.

Start Mailing