Many law firms use general advice files, or ‘general files’ to record (and bill) general ad hoc pieces of advice to repeat clients. These files are administratively convenient and popular with fee earners as there is no need to open a new matter for the smallest pieces of advice, saving time and paperwork.

The SRA Standards and Regulations do not prohibit the use of general files. How you organise your file administration is a matter for the firm. However, general files can pose risks and, if they are used, they should be used with care. This Practice Note considers the risks associated with the use of general files by law firms and ways in which a firm can manage those risks.

A general file can become the repository for a wide range of advice and correspondence, from a quick question by phone, or arrangements for attendance at an event, to something more substantial. Because the file has already been opened, it is easy for fee earners to record time and bill for advice given,