Communications Policy

New Engagement

Once you become a client at G.A.M. you will receive a welcome email. That email contains
important information about who is working on your legal matter and whom you need to copy
on all of your emails with the firm. Because we always work as a team, failing to copy everyone
assigned to your matter may delay our response.

General Terms

We understand how important it is for our clients to be informed about the progress of their case
and to have their questions and concerns answered in a timely manner. To do this in the most
effective manner and to protect our ethical responsibility of client/attorney confidentiality, we
have developed the following communication policy and kindly request that follow these
guidelines:

All case-related communication will be solely between any member of G.A.M. and the client we
represent. There are strict ethical rules that limit communication to a non-client. The term “our
client” means the person or entity whom we represent in a legal matter, and does not include
any family member or employee of our client (i.e. spouse, parent, child, partner…), and it
generally will not include an employee of a company that we represent.

We will respond to client telephone messages via email in the order that they are received and
by the urgency of the matter. The response to a non-emergency call may take 2-5 business days.
We ask clients to leave a detailed message outlining the nature of their question or concern, as
this helps us in prioritizing the calls and respond more efficiently. Messages that only request a
return call will be deemed non-priority and will be returned last.

We ask that you always make an appointment if you need to meet with one of our attorneys or
staff members as their schedule is planned in advance. If you come without an appointment the
person may be busy with another client, court or a deadline and may not be able to meet with
you.

If you cannot come to a scheduled appointment, please make sure to call and cancel or
reschedule your appointment as soon as possible, as this may allow us to attend other clients.
Also, if you are late to an appointment, your appointment time may have to be cut short or
rescheduled, if there is another scheduled appointment immediately after yours.

We will send copies of all case- related documents (i.e. petitions, immigration or court decisions,
receipt notices, appointment notices, court dates, requests for evidence, etc.), to our client
unless the original document was sent to the client directly by the court or agency.

We will communicate with our client about their case to keep them informed at all times and we
will notify them if we need additional documents, we have new information regarding their case
(i.e. we receive a decision, notice, request for evidence, etc.), to recommend actions or a change
in strategy, etc.

We ask our clients to gather and provide any documentation requested by our office as quickly
as possible as we may not be able to file applications and make progress on the case without it. Please always make an appointment to bring documents to our office as we need to allocate time to review them to make sure they are correct and complete.

It is our client’s responsibility to complete any necessary therapy, programs, or actions if required
by court, as well as follow the instructions provided by our attorneys. Failure to comply with
these instructions and requirements can have an adverse effect on your case.

When cases have long wait periods (3-8 years), we will generally communicate every 6-9 months
during the wait time after the petition has been filed, or as needed; and as soon as we receive a
response.

We generally communicate in writing with either a letter or an email, as this creates a written
history of the case, and is useful for both parties to keep track of the progress of the case. We
communicate via the telephone if the message is of an urgent nature.

We will only send email communication to the email address provided by the client. If there is an
additional email address or if an email changes, that information must be provided to our office
by the Client to our office.

Aside from these general time frames, we communicate with our clients about important
developments regarding their matter (such as when a motion is filed), to obtain input and
approval regarding a letter or other out-going communication, or after an important phone call
with an opposing counsel, witness, expert, or co-party.

We also provide updates when we deliver or receive important documents regarding your
matter. We generally send clients copies of all substantive documents exchanged with opposing
parties, courts, arbitrators, mediators, witnesses, experts, and co-parties (e.g., letters, emails,
motions, court decisions, court dates, requests for production, etc.).

Client Documents

We ask our clients to gather and provide any documentation requested by our office in a timely
manner. Please always communicate with a paralegal before compiling documents or delivering
them to our office. Proactive communication with our attorneys and paralegals regarding client
documents, especially when responding to a request for production of documents, is beneficial
for all.

We would love to be available to personally receive every client call. However, to maintain a
functional and efficient practice, most activities in our day are scheduled ahead of time to ensure
that they have our full attention. This includes phone calls with clients. Our staff is equipped to
handle most routine matters and inquiries, and your call will always be held in the strictest
confidence. If your issue does require speaking with the attorney immediately, then it is usually
more efficient to schedule a phone or web conference or send a short email. This avoids the time
that is wasted by playing phone tag and means that you will get our undivided attention (and not
just a quick second between meetings). Scheduled calls will take precedence over returning
messages and voicemails from unscheduled calls.

Phone Calls

We would love to be available to personally receive every client call. However, to maintain a
functional and efficient practice, most activities in the Firm’s day are scheduled ahead of time to
ensure that they have our full attention. This includes phone calls with our clients. The G.A.M.
staff is equipped to handle most routine matters and inquiries, and your call will always be held
in the strictest confidence. If your issue does require speaking with the Attorney or your case
immediately, then it is usually more efficient to schedule a phone or web conference or send a
short email. This avoids the time that is wasted by playing phone tag and means that you will get
the Attorney’s undivided attention (and not just a quick second between meetings). Scheduled
calls will take precedence over returning messages and voicemails from unscheduled calls.

Email

While email is often the most convenient method of communication, it can also be one of the
greatest hindrances to productivity, if the Client does not use it reasonably. For this reason, we
try to check emails once or twice a day, usually around midday and end of day, except weekends
and holidays. However, when our schedules don’t allow this frequency, our goal is to respond to
most emails within 3-5 business days, unless it is about an urgent matter.

We may ask you to schedule a follow-up appointment, whether by phone or in person, if doing
so would be more efficient than responding to a complex matter with a long email or series of
emails.

Urgent Communications

Emergencies are rare, but they do happen. If the matter is urgent, you should call, rather than
email the office. If it is a true emergency, our staff will interrupt the Attorney and ask that the
Attorney take the call. Otherwise, we will politely insist on scheduling an appointment. Again, the
G.A.M. staff is well equipped to make such determinations.

Likewise, if the Attorney needs to get your attention immediately, G.A.M. will first call you, and
then follow up by email and/or regular mail.

What’sApp Communications

For legal compliance and confidentiality reasons, G.A.M. does not receive instructions from
clients via WhatsApp.

Our clients should note that it’s not our policy that we do not acknowledge nor respond to
WhatsApp messages.

We are not able to receive instructions, written or voice, from WhatsApp and any documents
shared on WhatsApp will not be acknowledged as received.

Any update to such policy will be updated on our website.

G.A.M. will not request nor will receive personal information through the What’sApp. The
WhatsApp application will only be used to confirm the date of hearings, appointments, interviews
or to confirm the receipt of documents.

Our policy defines “personal information” as information that identifies, relates to, describes, is
reasonably capable of being associated with, or could reasonably be linked, directly or indirectly,
with a particular person or household. Personal information includes, but is not limited to, the
following:

  • Identifiers such as a real name, alias, postal address, unique personal identifier, online
    identifier, internet protocol address, email address, account name, Social Security
    Number, driver’s license number, passport number, or other similar identifiers.
  • Commercial information, including records of personal property or real estate.
  • Biometric information.
  • Audio, electronic, visual, thermal, olfactory, or similar information.
  • Professional or employment-related information.

G.A.M. gives no legal advice or counsel through What’sApp.

Your Communication With Us

Here are some additional and simple, but important, rules for communication with us:

  1. Do not communicate with us from any non-secure email (such as your work email) or phone.
    This can waive your attorney-client privilege as to our communications, making them
    discoverable in litigation or in response to a subpoena.
  2. You can also waive your attorney-client privilege by copying a third-party on an email or other
    written communication to the firm, or by sharing any of our communications with a third party.
    If you have a question about who is considered a third party versus an agent who may be part of
    your litigation team, consult with your G.A.M. attorney(s) before proceeding.
  3. Please be respectful and mindful in your communications with our attorneys and staff. We
    understand situations requiring legal representation can be stressful. We are on your side and
    want to achieve the best possible results for you.

This Client Communication Policy applies only to our clients who have retained the services of
G.A.M. LAW OFFICE P.C. The term “our clients” means the persons or entities whom we have
agreed in writing to represent in a legal matter, according to a previously executed Retainer
Agreement. We will not treat an employee or family member (e.g., spouse, parent, child,
domestic partner, or fiancé) as a client unless they have become a co-client by signing a joint
representation agreement with G.A.M.

Prospective clients: We do not give legal advice to businesses or individuals who
are not our clients. If you wish to become a client, please complete an inquiry
form and contact our office to discuss your interest in our services.

THE G.A.M. LAW OFFICE TEAM

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