Below is a sample letter a lawyer can send to a colleague who agrees to serve as conservator of his/her practice. It is adapted from a similar document used in Ohio.[Date]
Full Name of Attorney
City, State, Zip
Dear [Attorney’s first name]:
This is an update of my letter of [Date of last letter], updating and supplementing your agreement to step into the office in the event of my untimely death or disability.
My malpractice coverage is with [Name of professional liability carrier]; policy number [Number]. Their telephone number is [Number]. You have been identified as counsel to them. That policy renewal date is [Date].
My secretary is [Full name of secretary]; her/his address and telephone number are [Address and phone number].
My paralegal is [Full name of paralegal]; her/his address and telephone number are [Address and phone number].
The office accountant is [Full name of accountant]; her/his address and telephone number are [Address and phone number].
The summer clerk is [Full name of clerk]; her/his address and telephone number are [Address and phone number].
The office safety deposit box is located at [Name of bank where located] and it is box number [Number] and [Secretary or paralegal] can give you the key if necessary. I am the only signature allowed on the box.[Name of executor] is the executor of my estate. That address is [address]. [Name of person with power of attorney] has a full power of attorney to act on my behalf which includes signature power on all accounts. [Name of insurance agent] is knowledgeable as to the office insurance policies which would come into play if you have to activate this letter. In addition to the general policies there is a life insurance policy with [Name of life insurance company] and that policy number is [Number]. That policy provides for a substantial amount of money to be paid to the corporation in order to permit the office to stay open until everything can be transferred or resolved. Its renewal date in case of disability only is [Date of renewal for life insurance policy].
We utilize not only the 3-by-5 card system indicating follow-up dates with red cards for statute of limitations but also a computer generated calendar. [Secretary name] can produce through our computer a list of all current statutes which comes out on a monthly basis.
The office checking account is with [Name of bank with office account], and that account number is [Number]. My trust account is with [Name of bank with trust account], and that account number is [Number]. The office money market account is with [Name of bank with money market account], and that account number is [Number]. I am the only signatory on all of the accounts.
The computerized billing program is [Name of billing program] and [Name of person doing billing] can help with that. The word processing program for all computers is [Name of word processing program].
There are active files in the office beginning with the caption VSB, for Virginia State Bar, and those files are matters involving the Disciplinary Board. Staff will return those files to the Virginia State Bar for further handling and they do not need to be reviewed.
Cases in which your office is opposing counsel have been color coded and tabbed on the general file index to avoid conflict and my secretary or paralegal can be of assistance. Such cases can be returned to forwarding counsel for reassignment. A reverse trial calendar can be generated from the computer calendar, which is updated daily for all appointments and/or court settings. The calendar program is [Name of calendar program].
My landlord is [Name of landlord] and the lease expires on [Date of lease expiration].