How we work together.
From the first call to the quarterly review — a clear, restrained process for engaging a remote legal assistant and certified translator. Designed for law firms that want predictable, on-time support across English, Spanish, and Italian.
From discovery to quarterly review.
Most engagements follow the same arc. The pace varies — some firms onboard in a week, others over a month — but the steps stay the same.
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01
Discovery call
A 30-minute, no-cost conversation to walk through the work you need handled, the languages involved, and how a trilingual legal assistant would fit alongside your existing team. The goal is a clear picture of fit on both sides — not a sales call.
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02
Engagement: NDA, W-9, and a short SOW
If the fit is right, the engagement begins with a mutual NDA, a completed W-9 for U.S. firms, and a brief statement of work that defines scope, confidentiality terms, hourly or retainer structure, and any conflict-of-interest considerations. The SOW is intentionally short and editable.
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03
Onboarding
Secure handoff of the tools and credentials needed for the work: shared inbox access, document management system, case management platform, glossary or style guides. Client and matter lists are shared with appropriate restrictions. A communication cadence is agreed — typical pattern is a same-business-day acknowledgment with substantive turnaround within 24 to 48 hours.
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04
Day-to-day support
Requests come in through whichever channel the firm prefers — email, a shared inbox, or a project tool. Each task is acknowledged, scoped if needed, and returned on a clear timeline. The supervising attorney or paralegal remains the reviewer of record; nothing leaves the firm without that review.
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05
Translation engagements
Certified translation work runs on a parallel track: quote on receipt of the source documents, glossary alignment with any firm-specific terminology, draft translation, internal review, and final certified PDF with translator's statement. Notarization is available where required.
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06
Reporting and billing
Invoices are issued monthly, itemized by hours, tasks, or documents. Retainer engagements include a usage summary against the retained hours. U.S. firms receive a year-end 1099 where applicable. Invoices are in U.S. dollars, payable by ACH or check.
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07
Ongoing review
A short quarterly check-in to adjust scope, communication cadence, and priorities. Engagements grow, shrink, or pause based on what the firm actually needs — not on the contract from nine months ago.
The tools your firm already uses.
Carol works within the systems your firm has chosen — not against them. Common platforms in active use include:
- Microsoft 365 and Google Workspace for email, documents, and calendar
- Clio, MyCase, and similar practice management platforms
- NetDocuments, iManage, and SharePoint for document management
- DocuSign, Adobe Acrobat Sign, and similar for signatures
- Project tools such as Asana, Trello, and Notion where the firm prefers them
- Secure file exchange via the firm's own portals, or encrypted alternatives where none exist
Where the firm has a preference, that preference wins. Where the firm has no preference, Carol will suggest the lightest-weight setup that meets the security and audit needs of the work.
Held to the standard of the work.
Confidentiality is part of the engagement, not an afterthought. The standard practices:
- A mutual NDA signed before any client material is shared
- Encrypted exchange of sensitive documents — firm portal where available, secure alternatives where not
- Acknowledgement of attorney work product protection and the firm's obligations to its own clients
- Restricted device access, full-disk encryption, and a dedicated workspace for client material
- No discussion of matters outside the engaged firm — ever, and including with other clients
Where the firm imposes stricter standards (matter-specific NDAs, jurisdiction-specific privilege considerations, conflict checks before each matter), those are followed as a matter of course.
Adjustable, with notice.
Legal work is not linear. Some months are heavier than others; some matters end abruptly; some firms acquire and onboard their own staff. Engagements are structured to flex with that reality.
- Pause: retainer engagements can be paused with two weeks' written notice and resumed without re-onboarding for up to six months
- Cancellation: either side may end the engagement with 30 days' written notice; any work in progress is completed and billed in the normal course
- Outstanding deliverables: any in-progress translations or document preparation are completed before the engagement closes, unless the firm directs otherwise
- Records: client material is returned or securely destroyed per the firm's instructions, with written confirmation
The aim is simple: when something changes, the change should be a conversation, not a contract problem.
Related
For background on Carol and her credentials, see about Carol Velasquez. For an overview of rates and engagement structures, see the pricing page. To start a conversation, the contact page is the most direct way.
Ready for a discovery call?
Thirty minutes, no obligation, conducted in the language you prefer. The fastest way to see whether engaging a trilingual legal assistant makes sense for your firm.
Book a discovery call →