Build a CAM client-file process
A CAM lead is not yet a legal matter.
ABA practice guidance links client growth to trust. It also calls for clear value.
First clear conflicts. Then prove client approval and file readiness.
This order protects the firm. It also gives the client a clear answer.
The answer may be accept, hold, or decline. Each state needs a named reason.
The attorney growth pillar maps the client-file intake path.
The Practice Growth hub maps intake to other firm roles.
The attorney page shows how counsel leads the client work.
Start before any upload
Run the conflict check before file upload.
List every known party. Include the client, landlord, and property manager.
Add related entities when the file names them. Add the property address too.
Smokeball recommends prescreening and conflict checks. This is vendor work guidance. It is not an ethics rule.
Your own rules still control. The firm's system should record the result.
Use four conflict states:
- Not checked
- Check open
- Cleared by counsel
- Conflict found
Only counsel clears the matter. Intake staff record the status.
Do not upload client files during an open check. Keep the hold reason visible.
Confirm who can approve
Next confirm who may direct the work.
Record the legal client name. Record the contact and title.
Ask who owns the lease rights. Ask who may approve outgoing letters.
The answer may differ across related companies. Do not guess from an email domain.
Save the proof. It may come from a signed letter.
It may also come from a company record.
Use these authority fields:
| Field | Intake record |
|---|---|
| Client | Full legal name |
| Contact | Name and title |
| Lease party | Named tenant entity |
| Decision owner | Person who approves scope |
| Send owner | Person who approves letters |
| Approval proof | Record used by counsel |
Unclear approval power creates a hold. Counsel decides the next request.
Build the file chain
The signed lease chain comes next.
Ask for the base lease. Ask for every signed change.
That list may include amendments, riders, addenda, and side letters.
Add the CAM statement. Add the delivery proof and held backup.
A lease abstract can help file review. It does not replace signed source files.
Use this first request:
- Signed base lease
- Every signed amendment
- Riders and addenda
- Current CAM statement
- Held landlord backup
- Statement delivery proof
- Prior written messages
Log each missing item. Do not fill a gap from memory.
A missing amendment may change the review. Missing backup may limit one claim.
Those gaps need different states. The record should show that difference.
Use the document request SOP to name each missing file.
Capture the rights text
Copy the exact audit-rights clause. Add its source page.
Record the notice clause too. Add each stated notice address.
Log the statement delivery date. Keep its proof beside the date.
Do not state a legal deadline from intake alone. Counsel must check it.
The ABA Model Rules guide many states. They are models, not one national code.
State rules control the firm's duties. Local law controls legal advice.
Flag these items for counsel:
- An unclear delivery date
- Conflicting notice addresses
- A short contract window
- Missing proof of receipt
- A prior waiver claim
- Any privilege concern
The intake record should not resolve them. It should make them hard to miss.
Set the proposed scope
Name the legal job before accepting it.
The client may need clause review. It may need a letter review.
Another file may need dispute advice. That is a different scope.
Write one proposed task. Then list clear exclusions.
Example scope:
Review the cited CAM clauses and evidence packet.
Advise the client about the stated contract issues.
Review any proposed letter before it is sent.
Court work, tax advice, and expert reports sit outside this scope.
This example is not legal language. Counsel must adapt it.
The flat-fee scope matrix can test scope fit.
Use one intake record
Keep the full decision in one place.
Use this original CAM client-file record:
| Gate | Required record | Stop state |
|---|---|---|
| Conflict | Parties and counsel result | Open or found |
| Authority | Client and approval source | Unclear |
| File chain | Signed governing files | Key file missing |
| CAM proof | Statement, lines, and backup | Statement missing |
| Dates | Delivery proof and clause | Counsel review open |
| Scope | Task, limits, and owner | Scope not approved |
Every gate gets an owner. Every hold gets one next request.
Do not hide a hold in notes. Put it beside the matter state.
Route three sample matters
These examples are fictional. They are not client results.
Accept the Oak file
Oak Retail names one tenant entity. Counsel cleared all listed parties.
The signed chain appears complete. The statement and delivery email are present.
The client seeks clause review. Counsel approved that proposed scope.
Result: accept the matter. Open the evidence review queue.
Hold the Pine file
Pine Foods has a cleared conflict check. Its contact may approve work.
The file lacks a signed amendment. That amendment may change CAM terms.
Result: hold for the signed amendment. Name the client owner.
Do not start findings review yet. Keep the reason in the record.
Decline the Elm file
Elm Dental seeks advice about a landlord tort claim.
Its CAM statement is only background. The core issue is not CAM review.
The proposed task falls outside the firm's offer. Counsel chooses the response.
Result: decline or refer. Do not force the file into these steps.
The legal intake filter helps sort mixed facts.
Prepare the evidence packet
Accepted files need a clean fact packet.
Index each lease clause. Index each statement line and backup page.
Separate fixed math from legal meaning. Keep assumptions in a clear field.
Use the quality control rubric before client delivery.
The source citation guide helps check every cited page.
Use four evidence labels:
- Source confirmed
- Math repeated
- Backup missing
- Counsel question
Do not label an open issue as a breach. Do not predict recovery.
The attorney handoff memo can shape the packet.
The transaction CAM guide adds issue routing.
Control the client message
Give the client a plain status. Name the next action.
An accepted matter can move to evidence review. A held matter needs one file.
A declined matter needs a clear boundary. Counsel owns all three messages.
Use this draft status line:
We checked the people and lease files.
The file needs one signed lease change.
Counsel will review it when that file arrives.
The firm should adapt this text. It is not legal advice.
The draft ethics guide covers pre-send review.
Keep the record useful
Save the final intake record with the matter file.
Keep the conflict result separate. Follow the firm's access rules.
Store source files, indexes, and approved client messages together.
Use the partner signoff sheet for the final check.
The review-and-sign model assigns the delivery owner.
Record why the firm accepted, held, or declined. Keep later changes dated.
Use these review prompts:
- What fact changed the state?
- Which file remains missing?
- Who owns the next request?
- Which date needs counsel review?
- What work sits outside scope?
- Who may approve a letter?
These prompts make later review easier. They do not replace judgment.
Where CAMAudit fits
Return to the accepted Oak file. Its conflict and approval gates are clear.
Counsel can send the lease and CAM statement into CAMAudit.
CAMAudit may identify cited review items. Fixed rules run the financial math.
The tool can build a branded CAM audit. The attorney reviews and signs it.
The file needs a named partner review before client delivery.
CAMAudit may also prepare a dispute letter draft. Counsel checks every claim.
It is a draft for your review, not legal advice.
Have counsel review it before sending.
Your tenant attorney controls advice, tone, and delivery.
See the attorney resource hub for more guides.
Use the service line guide for the full offer.