Engagement letter chase at three and seven days, then escalation to the partner

Outcome. An engagement letter that goes out and does not come back is chased twice on a schedule and lands on the responsible partner's desk on day seven, instead of being remembered a month later when someone asks who is doing the work.

Workflow map Enrollment, branches and actions at a glance legal-002

flowchart TD
    A[Deal reaches Engagement letter sent] --> B[Stamp sent date, status sent]
    B --> C[Task: park it if the client is negotiating]
    C --> D[Delay 3 days]
    D --> E{Still at status sent?}
    E -->|no| Z[Left the workflow]
    E -->|yes| F[Reminder email plus task to the owner]
    F --> G[Delay 4 days, day 7]
    G --> H{Still at status sent?}
    H -->|no| Z
    H -->|yes| I[High priority task to the responsible attorney]
    I --> J[Alert the escalation partner with fee and dates]
    J --> K[Delay 7 days, day 14]
    K --> L{Still at status sent?}
    L -->|no| Z
    L -->|yes| M[Decision task to the partner, deal untouched]
    E -->|status signed| N[Stamp signed date, stage to signed]
    N --> O[Flag the contact, task to open the matter]

When to use it, when not to

• UseUse it when the letter goes out by email or by e-signature and the gap between sent and signed is where instructions quietly die.
• UseUse it when more than one person sends letters, so the chase cannot depend on whoever happens to keep a list.
• SkipDo not use it on a letter that is under negotiation. A client redlining the terms is a live conversation, not a silence, and a second automated reminder reads badly. Step 2 gives you the field to park it.
• SkipDo not use it to decide whether work can start. The firm decides that. This workflow tracks a document and a date, nothing else.