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Phone Call & Communications Policy

Our firm has established a communication policy to ensure efficient and orderly exchanges. We prioritize scheduled conversations over impromptu calls to maintain a superior service level. This approach prevents unplanned charges and avoids miscommunication.

Please be aware that there will be times when your attorney is engaged in court, client consultations, or focused casework. Therefore, discussions expected to last longer than ten minutes should be prearranged through our assistant as an attorney meeting. These can be conducted over the phone or through web-based platforms, based on the situation and agreed upon by both parties. For your convenience, we ask that all communications from current clients be conducted through our practice management system, Clio, via the client portal.

To keep our productivity high and work hours undisturbed, this policy applies to all calls, irrespective of the caller.

Communication Classification

For file management, billing, and response purposes, all messages are treated as written communications.

Routine Messages

We request that all existing clients communicate with us through the client portal in Clio, which is our practice management system. We request your patience in waiting for responses to messages, as we might not always provide immediate feedback. Messages sent outside of business hours will be addressed within the next several days, depending on our availability. We do not require our staff or attorneys to respond outside of these hours unless in the event of an emergency (as outlined below).

Emergency Messages

Emergencies are classified as immediate threats to life, liberty, or property. Legal emergencies, though infrequent based on the types of cases I handle, warrant an immediate response. Examples include instances of law enforcement at your door with an arrest warrant or if you or an immediate family member have been taken into custody.

The following are emergencies:

  • Police / ICE / CBP at your door regarding an arrest warrant.
  • You or an immediate family member has been taken into Police / ICE Custody.

Important Messages

Communication Policy for Non-Emergencies:

We request that all existing clients communicate with us through the client portal in Clio, which is our practice management system.

Please be aware that while the following situations are significant, they do not constitute emergencies and will be addressed during regular business hours:

The following, while very important, are NOT emergencies:

For immigration matters:

  1. Receiving any Notice from the Immigration Court: While important, this will be handled as a priority within our standard response times. Typical USCIS response times are within 90 to 180 days.
  2. Receiving a Notice from Federal Court: Notices from the court will be reviewed and responded to in due course.
  3. Receiving a Notice from USCIS: Any official communication from the United States Citizenship and Immigration Services will be processed in the order it was received.
  4. Home Visits by Agents for Inspection: Unannounced visits for inspections are taken seriously, but do not require immediate legal intervention outside of normal hours.
  5. Changes in Case or Application Status: Updates to the status of your case or application will be assessed promptly during business hours.

For family law and divorce matters:

  1. Service of Divorce Papers: Being served with divorce papers is a significant legal step, but does not require an emergency response. We will advise you on the appropriate timelines and next steps.
  2. Custody or Support Notice: Receipt of any legal notices regarding child custody or support will be addressed promptly and with the care required, adhering to legal deadlines.
  3. Discovery or Document Request Deadlines: Upcoming deadlines for discovery or document submissions are planned for in advance and will be met with diligence.
  4. Scheduled Hearings or Mediations: Pre-planned court dates or mediation sessions are not emergencies, and preparations for these events are conducted methodically and thoroughly.
  5. Misc. Communication with your soon-to-be ex-spouse.

Should you encounter any of the above situations, please send us a message via your client portal or contact our office during regular business hours to schedule a consultation or to discuss the next steps. Our team is committed to providing timely and effective legal assistance in all these matters.

Important Messages

Though certain matters are of utmost importance, they do not qualify as emergencies. These include court notices or changes in case or application status. We prioritize these issues and strive to address them expediently.

Client Responsibility

Full cooperation with our firm is expected. Regular, candid communication, especially regarding relevant case information, is critical to your case’s success. Your case may require court appearances and responses to both verbal and written queries. It’s crucial to provide all necessary documents and evidence no less than 60 days prior to the court’s deadline.

Maintaining Confidentiality

To maintain confidentiality and foster a candid professional relationship, it is imperative that clients provide complete and upfront disclosures regarding all aspects of their case, including any potential weaknesses. Such transparency is essential for us to develop a robust and effective legal strategy on your behalf. All information shared is held in strict confidence in accordance with our privacy and confidentiality protocols.

Social Networking

Please refrain from sharing any content on social media platforms that you wouldn’t want disclosed in court. Public documentation of your daily life can inadvertently provide ammunition to the opposing party in your case.

Errors

Every party involved in the legal process is susceptible to errors, including us, court officials, or governmental agencies. We will rectify any identified mistakes and appreciate your understanding in this regard.

Misinformation

We advise against taking actions based on external advice or information gleaned from the internet, friends, or family. We are more than willing to clarify any confusion or address your concerns.

Court Proceedings

Please note that we do not have control over the court’s schedule or the length of your case’s proceedings.

Attorney Accessibility

The attorney is available exclusively through scheduled appointments within business hours. We do not accommodate walk-ins or unsolicited calls.

Message Etiquette

Please leave a message when you call our office. Accusations of communication failure when no message has been left strain our working relationship and impede our ability to provide optimal service.

Text Message Policy

Our Telephone Policy disallows the provision of staff or attorney cell phone numbers to clients, barring extreme circumstances. Due to security and reliability concerns, text messaging is not an approved communication method. Our practice management software may send reminders and notifications via text message, usually in instances of non-response to secure online messages.

Phone Privacy Policy / Text Messaging

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Disclaimer: The information on this website is for general information purposes only. Nothing on this site should be taken as legal advice for any individual case or situation. This information is not intended to create, and receipt or viewing does not constitute, an attorney-client relationship. The Law Office of Elena Vlady, PLLC offers no legal advice until a contract for legal employment is signed by the attorney and the client.