UTBMS Code A202 — Client Communications
Communications with the client regarding the matter, including status calls, reporting emails, strategy discussions, and responses to client inquiries. This should represent proactive client engagement.
schedule When This Code Is Used
When attorneys are communicating with the client through calls, emails, meetings, or written reports about case status, strategy, developments, and decisions requiring client input.
warning Common Billing Violations
Bundling 'prepare for and participate in call with client' as a single entry, billing 1.5 hours for a 30-minute call with equal preparation time
Billing for routine status emails at 0.3-hour minimums when the email took 2 minutes to write
Multiple attorneys billing for the same client call without differentiated contributions
Charging for client communications that primarily relay information already available in written reports
timer Typical Hours
Brief email: 0.1-0.2 hours. Status call: 0.3-1.0 hours. Substantive strategy discussion: 1-3 hours. Written status report: 1-4 hours.
flag Red Flags to Watch For
Client communication entries that bundle preparation and participation without separating the two
A202 hours that are less than A201 (Internal) hours, suggesting the firm under-communicates with the client
Multiple timekeepers billing full duration for the same client call
Preparation time exceeding the actual communication duration for routine status updates
check_circle Best Practices for Review
Require A202 entries to separately identify call duration and preparation time when prep exceeds the call
Establish that routine status emails should be billed at actual time, not rounded to minimums
Encourage A202 to be the highest communication category, reflecting proactive engagement
Limit the number of attorneys who may bill for the same client call
link Related Codes
analytics Key Statistics
Client communication represents 5-8% of total billed hours, with the majority being email-based rather than phone or meeting
Source: ACC Chief Legal Officers Survey, 2024
In-house teams that establish structured communication protocols with outside counsel report 20% higher satisfaction with firm responsiveness
Source: BTI Consulting Group, 2024
Frequently Asked Questions
What does UTBMS communication code A202 cover? expand_more
UTBMS code A202 covers Client Communications including telephone calls, emails, letters, meetings, and all other communications between outside counsel and the client. It tracks the cost of keeping the client informed and seeking client input on case decisions.
How much should client communication cost under A202? expand_more
Client communications typically represent 5-8% of total billed hours. This percentage should remain relatively stable throughout a matter. A spike in A202 billing may indicate over-communication or unnecessary status updates. Conversely, very low A202 may signal inadequate client reporting.
What billing issues arise for client communications under A202? expand_more
Watch for billing full hours for brief status emails, multiple attorneys billing for the same client call, excessive 'prepare for client meeting' time billed separately, and billing for communications that primarily serve the firm's administrative needs rather than providing client value.