A complete, ready-to-deploy system for how law firms disclose AI use to clients — covering disclosure statements, engagement letter clauses, matter logs, consent workflows, and client FAQs.
A plain-English statement explaining how your firm uses AI. Publish on your website, include in your client service information pack, and reference in engagement letters.
[Firm Name] LLP uses artificial intelligence tools to support the delivery of legal services to our clients. We believe in being transparent about how we use technology on your matters.
We use AI tools including [list approved tools e.g. Microsoft Copilot, Harvey AI, Luminance] to assist with tasks including legal research, document drafting, contract review, and matter management. All AI tools used by the firm have been approved by our AI Governance team and are subject to Data Processing Agreements that protect your information.
AI may be used on your matter to assist with research, drafting, document review, or administrative tasks. Where AI is used, a qualified solicitor always reviews, verifies, and takes responsibility for any AI-generated work before it is used or provided to you. We never rely on AI outputs without human review.
Your confidentiality is our absolute priority. We only use AI tools that have contractual obligations to protect your information and that do not use your data to train their models. We maintain strict data classification controls to ensure sensitive client information is handled appropriately.
Yes. Our engagement letters explain how AI may be used on your matter. If you have questions about AI use on a specific piece of work, please ask your supervising partner. We maintain a matter-level record of AI use that is available to you on request.
Yes. If you have concerns about the use of AI on your matter, please discuss this with your relationship partner. We will always accommodate reasonable requests and will explain any impact on timing or cost.
Our AI Governance Lead is [Partner Name], who chairs our AI Governance Committee and is responsible for ensuring our AI use meets regulatory requirements and our own professional standards. Any concerns about AI use on your matter should be directed to [contact details].
This statement was last reviewed: [Date] · Next review: [Date] · [Firm Name] LLP is committed to responsible AI use in compliance with the SRA Code of Conduct, UK GDPR, and EU AI Act.
Ready-to-use clauses for different AI use scenarios. Select the appropriate clause based on the nature of AI use on each matter type.
Use of Artificial Intelligence
We may use artificial intelligence tools to assist in the delivery of services on your matter. This may include AI-assisted legal research, document drafting, contract review, or matter administration. Any use of AI will be under the supervision of a qualified solicitor who will review and take responsibility for all AI-assisted work. We will only use AI tools that have been approved by our AI Governance team and are subject to appropriate data protection agreements. Your confidential information will be handled in accordance with our Privacy Policy and our AI Governance Framework. If you have any questions about our use of AI, please contact your supervising partner.
Use of Artificial Intelligence — Enhanced Disclosure
Given the sensitive nature of this matter, we want to be fully transparent about our use of artificial intelligence. We may use AI tools to assist with [specify: e.g. document review, legal research, drafting]. Before any AI tool is used on this matter, we will ensure that: (i) the tool has been formally approved by our AI Governance team; (ii) a Data Processing Agreement is in place with the provider; (iii) the tool does not use your data for model training; and (iv) all AI-generated outputs are reviewed and verified by a qualified solicitor before use.
If you would prefer that AI is not used on any element of your matter, please notify us in writing and we will accommodate your preference, subject to any impact on timescales and fees which we will discuss with you.
We maintain a full log of AI use on this matter which is available to you on request at any time.
No Artificial Intelligence — Client Preference Recorded
In accordance with your expressed preference, we confirm that artificial intelligence tools will not be used in the delivery of services on this matter. All work will be conducted by our qualified legal team without AI assistance. We have recorded this preference on your matter file. Please note that this instruction applies to this matter only; if you instruct us on future matters and wish AI not to be used, please notify us at the outset of each new instruction.
Use of Autonomous AI Systems
With your consent, we propose to use AI agent technology on certain defined tasks on this matter — specifically [describe: e.g. document review across the disclosed dataset, scheduling coordination, initial research compilation]. AI agents are AI systems that can take sequences of actions with limited human intervention at each step. All AI agent activity on your matter will: (i) operate within defined parameters approved by a supervising partner; (ii) generate a full audit log of all actions taken; (iii) be subject to human review before any AI agent output is used or communicated externally; and (iv) be immediately paused if any unexpected output is generated. You have the right to withdraw consent for AI agent use at any time by notifying your supervising partner.
Please confirm your consent to the use of AI agents on this matter by signing below / responding to confirm: [signature line / confirmation mechanism]
A matter-level log of all AI use. Maintain for every active matter. Available to clients on request and to the SRA/ICO in the event of regulatory inspection.
Matter Details
| Matter Reference | [Matter Ref] |
| Client Name | [Client Name] |
| Supervising Partner | [Partner Name] |
| Matter Type | [e.g. Commercial Contract / Litigation / Property] |
| Client Disclosure Given | [Date · Clause Type Used] |
| Client AI Preference | [Standard consent / Enhanced consent / Opt-out] |
AI Use Log Entries
| Date | Fee Earner | AI Tool Used | Task Description | Data Input Type | Output Used? | Verified By | Notes |
|---|---|---|---|---|---|---|---|
| DD/MM/YY | Yes | ||||||
| DD/MM/YY | Yes | ||||||
| DD/MM/YY | No | ||||||
Data Input Types: A = Client personal data · B = Privileged communications · C = Published/public information · D = Internal firm data · E = Third-party commercial data
Retention: Retain this log for the duration of the matter and for 7 years post-matter closure, in accordance with the firm's document retention policy.
Step-by-step consent workflow for matters involving AI use in sensitive areas. Follow this process for all matters involving special category data, litigation, or agentic AI.
At matter opening, the supervising partner must assess whether the matter involves: (i) special category personal data; (ii) litigation or regulatory proceedings; (iii) commercially sensitive information; or (iv) agentic AI use. If yes to any, the Enhanced Disclosure and Consent workflow applies.
Issue the appropriate engagement letter clause (Clause B or D from the clause library). Explain AI use verbally at the initial client meeting. Document the explanation on the matter file with date and attendees.
Obtain written consent before deploying AI on the matter. Acceptable forms: (i) signed engagement letter including AI clause; (ii) email confirmation from client acknowledging AI use disclosure; (iii) signed consent form for agentic AI (use Clause D). Record consent date and method on the Matter AI Use Log.
Notify the client in writing if the scope of AI use on the matter changes materially from what was initially disclosed. A brief email noting the change and confirming continued consent is sufficient.
If a client requests sight of the Matter AI Use Log, provide within 5 business days. Redact any entries that would disclose privileged information about other clients. Notify the AI Governance Lead of all log requests.
If a client opts out of AI use at any stage, immediately: (i) update the matter file; (ii) notify all fee earners on the matter; (iii) issue Clause C confirmation letter; (iv) record opt-out on Matter AI Use Log. Do not use AI on the matter from the date of opt-out.
Ready-to-use FAQ for clients who ask about AI use. Publish on your website and provide to clients on request.