{"id":"legalops-matter-closeout-checklist","audience":"legal","category":"legal-compliance","track":"legal","level":"beginner","technique":"format","title":"Turn a close-out procedure into a checklist","free":false,"task":"Turn the close-out procedure into a checklist. Plain text. The first line is exactly: Matter close-out checklist. Then one line per current step, in the procedure's order, each starting with \"[ ]\" and a verb, 12 words or fewer. Skip retired steps. Under 110 words total.","materialLabel":"Close-out procedure (attached to your prompt automatically)","material":"When a matter ends (settled, dismissed or otherwise finished), the matter owner takes these steps. First, confirm in writing with outside counsel that all work is done and ask for the final invoice. Second, check that every invoice has been reviewed and paid or disputed. Third, ask Legal Ops to release any legal hold on the matter; do not tell custodians the hold is lifted until Legal Ops confirms. Fourth, move the matter file to the closed-matters folder and set its review date. Fifth, update the matter tracker status to Closed. Sixth, send the closing note to the General Counsel. (The old step of faxing the confirmation to the registry was retired in September and is no longer done.)\n\nThe closing note is two lines: how the matter ended and any lessons for Legal Ops. People often ask how long files must be kept; that is on the retention schedule and is a question for Legal Ops, not part of this procedure.","rules":[{"type":"maxWords","max":125},{"type":"plainText"}],"mistakes":[{"title":"Retired step listed","why":"The AI includes the fax step.","fix":"Say: \"Skip retired steps.\"","checks":["r2"]},{"title":"Order changed","why":"The AI regroups the steps.","fix":"Say: \"Keep the procedure's order.\"","checks":["r1"]},{"title":"Wrong line style","why":"The AI uses bullets or long sentences.","fix":"Say: \"Each line starts with [ ] and a verb, under 12 words.\"","checks":["r0"]},{"title":"Trusting the AI to count words","why":"AI is bad at counting. Ask for a total word limit and it often lands over it.","fix":"Cap each part instead, for example: \"each line under 15 words.\"","checks":["maxWords"]},{"title":"Markdown","why":"The AI bolds words or adds headings.","fix":"Say: \"Plain text, no bold, no headings.\"","checks":["plainText"]}],"promptHints":[{"label":"Exact title","patterns":["matter close-out checklist"]},{"label":"Checkbox lines","patterns":["\\[ \\]"]},{"label":"Skip retired","patterns":["retired","skip"]},{"label":"Keep order","patterns":["order"]},{"label":"Line length","patterns":["under \\d+ words"]}],"hint":"Give the title, the [ ] line style and say to skip retired steps.","mission":"Make a matter close-out checklist from a procedure.","musts":["Skip retired steps","Keep the order","Lines start with [ ] and a verb"],"rubricLabels":["The first line is exactly \"Matter close-out checklist\" and every following line starts with \"[ ]\" and a verb","Covers the current steps in the procedure's order, with no step missing (written confirmation that work is done, invoices reviewed, hold release via Legal Ops, move file and set review date, tracker set to Closed, closing note to the GC)","Does not include the retired fax step, each line is 12 words or fewer, and none says how long files must be kept"]}