What we need from the file
For a housing disrepair matter we normally need the complete file rather than a small selection of documents. Depending on the stage the case has reached, that may include:
- the funding documents
- correspondence, attendance notes and time records
- expert evidence
- disbursement invoices or fee notes
- offers, and the settlement agreement or order
- the relevant fee-earner details and hourly rates
What we establish first
Before anything else we establish what you need us to do and where the matter has reached. That may be preparation of a Bill of Costs or Precedent S, reviewing an offer, Points of Dispute and Replies, costs negotiations, or support with costs-only proceedings.
What we check before drafting
We check the costs entitlement, the settlement or order, the funding position, the period being claimed, the fee earners and rates, VAT, disbursements and the overall chronology. If something important is missing or unclear, we go back to the instructing solicitor rather than filling in the gaps ourselves.
What holds files up
Four things account for most delay, and all four are easier to send at the start than to chase later:
| Missing item | Effect |
|---|---|
| Funding documents | The costs entitlement cannot be established. |
| Final settlement or order | The basis and the period being claimed are unresolved. |
| Disbursement invoices or counsel’s fee notes | Disbursements cannot be drawn or supported. |
| Clear fee-earner and hourly-rate information | Rates cannot be applied to the right grades. |
On larger files, incomplete time records or missing correspondence can also affect the Bill materially.
Fee and turnaround
We agree the fee before work starts and confirm the scope of the instruction. First drafts are normally returned within five working days of complete papers, unless a different turnaround has been agreed with you beforehand.
What comes back
For a Bill instruction, the draft is returned to you for review and approval. If Points of Dispute follow, we can continue with the matter by preparing Replies where appropriate and dealing with negotiations through to settlement.
If the instructions are unclear, the costs entitlement cannot be established, or the papers are too incomplete to prepare the work properly, we tell you what is needed before proceeding.