Law Firm Email Communication Policy | Response Times, Urgent Matters, and After-Hours Emails

At the Law Office of Robert Aufseeser, we value clear, professional, and efficient communication. Email helps us serve clients effectively, but email is not always the fastest or most appropriate method for every matter. This Email Communication Policy explains how we handle email communications and what clients should expect when contacting our office by email.

Email as Preferred Method of Communication

Email is our preferred method of communication for most matters. All clients must maintain a valid, working email address and must check that email regularly. Clients are responsible for reviewing communications we send by email in a timely manner. If a client does not regularly use email or cannot reliably access email, the client must discuss that issue with our office at the start of the representation. In matters involving joint representation, each client must use a separate email address. Jointly represented clients may not rely on a shared email account unless we expressly approve another arrangement in writing.

Email Is Not Continuously Monitored

We do not monitor email continuously throughout the day, overnight, on weekends, or on holidays. Although your email is important to us, we review and respond to emails in accordance with our workflow, priorities, and professional judgment. We provide any response we deem necessary within a timeframe that fits the needs of the matter and our office schedule.

Please do not assume that sending an email creates an immediate review obligation, an emergency response duty, or same-day action.

Do Not Use Email for Emergencies

Do not use email for emergencies or time-sensitive matters that require immediate attention. If your matter is urgent, you must clearly state “URGENT” in the subject line or use similar words that plainly communicate time sensitivity. Even then, we cannot guarantee immediate review, receipt, or response.

If a deadline, court appearance, closing, filing, or other urgent event is approaching, you remain responsible for taking reasonable steps to ensure that we receive the information in time. When appropriate, call the office instead of relying on email alone.

Response Times May Vary

Response times depend on the nature of the matter, court deadlines, transaction deadlines, scheduled meetings, trial preparation, document review, and other professional obligations. Some emails require legal analysis, document review, or consultation before we can respond. For that reason, we may not respond immediately to every message, even when we have received it.

We reserve the right to determine the order and timing of all responses.

After-Hours and Weekend Communications

Our regular business communications occur during normal business hours. We reserve the right to charge additional fees for emails received outside normal business hours when those emails require review, response, or action during evenings, weekends, holidays, or other non-business times.

Sending an after-hours email does not require us to review or respond outside business hours unless we expressly agree to do so.

Use Clear and Efficient Email Communication

To help us communicate efficiently, please keep emails organized and concise. State the purpose of the email clearly, identify any deadlines, and attach all relevant documents when sending your message. Sending multiple follow-up emails on the same issue may delay efficient handling and may increase billable time.

Attachments and File Security

We take email security seriously. Unsolicited attachments present security risks and may be deleted unopened. Although clients and contacts may use email attachments when appropriate, we may require documents or files to be sent through a secure method of transmission instead of standard email. To help protect our systems and client information, attachments may be scanned, filtered, quarantined, or otherwise processed by third-party security providers before delivery to our office. We reserve the right to refuse, block, delete, or decline to open any attachment that appears suspicious, unexpected, or inconsistent with our security procedures.

Joint Representation and Group Communications

In matters involving joint representation, all jointly represented clients must be copied on all substantive communications unless we instruct otherwise in writing. We may reply to all jointly represented parties on the same email chain to preserve transparency, accuracy, and consistent communication.

If one jointly represented client sends a communication without including the other jointly represented client, we may add the omitted party to our response or decline to respond until all required parties are included.

No Guarantee of Confidentiality Through Unsecured Email

Email may not be secure. Unless we specifically agree otherwise, you should assume that standard email carries some risk of interception, misdelivery, or unauthorized access. Do not send highly sensitive information by email unless you are comfortable doing so or we direct you to a secure method of transmission.

Email Does Not Create an Attorney-Client Relationship

Sending us an email does not create an attorney-client relationship. We do not undertake any obligation to act on unsolicited emails unless and until we formally agree to represent you.

We May Bill for Email Review and Responses

We may charge for the time we spend reading, analyzing, drafting, and responding to emails, consistent with the terms of the applicable engagement agreement. Longer or more complex email communications often require the same level of care and professional attention as phone conferences, meetings, or written correspondence.

Policy Updates

We reserve the right to revise this Email Communication Policy at any time. By communicating with our office by email, you acknowledge and accept these practices. If you have concerns about how we handle email, please contact us.

Last Updated: April 6, 2026