Solicitors & law firms (admin) playbook · 15 free jobs

AI for solicitors and law firms: 15 admin jobs to hand to AI (no legal advice)

This is strictly about running the practice, not practising law. AI here never gives legal advice or analyses a matter, and no client-identifiable or privileged information goes into a consumer AI tool.

Job 1 of 15ChatGPTClaudeCopilot

Add a plain-English summary to your client-care letter template

Clients rarely read long client-care letters. A one-page summary of who's handling their matter, costs and how to complain improves understanding.

Time: 30 minutes per templateCost: free tools work

A free AI chat tool using your blank template only, or your firm's approved AI tool

Steps

  1. Take a blank client-care letter template with no client details.
  2. Run the prompt below.
  3. A supervising solicitor checks the summary matches the letter and your regulator's requirements.
  4. Add it as a cover page to the template.

The exact prompt

Copy, paste, then fill in the [brackets]
Summarise this blank client-care letter template into a one-page plain-English summary.
Sections: who's handling your matter and their supervisor (placeholders), what we'll do and won't do, how we charge and estimate costs, what we need from you, how to complain.
Under 300 words, reading age about 12. Use only what's in the template. Add: "This summary doesn't replace your client-care letter."

Template:
[paste]

✓ Check before you send

  • It matches the full letter.
  • Complaints information meets your regulator's requirements.
  • A solicitor has approved it.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 2 of 15ChatGPTClaude

Draft a clear pricing page for your services

Clients want to know what things cost before they call. In some places, publishing prices for certain services is required.

Time: 1 hour per service areaCost: free tools work

A free AI chat tool

Steps

  1. Check which services your regulator requires price information for.
  2. Write your fee ranges, what's included, typical timescales and key stages.
  3. Run the prompt below.
  4. Have the responsible solicitor approve before publishing.

The exact prompt

Copy, paste, then fill in the [brackets]
Draft a website pricing page for a law firm's [e.g. residential conveyancing] service.
My facts: [fee ranges, what's included, what's not, typical disbursements, timescales, key stages, who does the work and their experience].
Plain English, tables where helpful. Don't add legal explanations beyond describing the stages.
Mark anything I need to verify against my regulator's rules as [CHECK REGULATOR].

✓ Check before you send

  • It meets your regulator's transparency rules.
  • Prices are current.
  • A solicitor has approved it.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 3 of 15ChatGPTClaude

Build a client onboarding checklist for new matters

Missed steps at onboarding cause delays and compliance risk later. A clear checklist keeps everyone consistent.

Time: 30 minutesCost: free tools work

A free AI chat tool

Steps

  1. List your firm's onboarding steps from your policies (conflict check, ID and AML checks, engagement, funds).
  2. Run the prompt below.
  3. Check against your compliance officer's policies before use.

The exact prompt

Copy, paste, then fill in the [brackets]
Turn our onboarding policy notes into a step-by-step checklist for new client matters at a small law firm.
Notes: [paste our steps].
Output: numbered checklist with who does each step, what's recorded where, and a "don't open the file until" gate.
Use only our steps. Don't add regulatory requirements; mark gaps as [ASK COMPLIANCE].

✓ Check before you send

  • It matches your firm's policies exactly.
  • Your compliance officer approves it.
  • Gaps are resolved, not guessed.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 4 of 15ChatGPTClaude

Turn a solicitor's notes into a general article for your website

Helpful articles bring in enquiries. AI can shape a solicitor's notes, but the solicitor must check every legal statement.

Time: 1 hour including reviewCost: free tools work

A free AI chat tool

Steps

  1. A solicitor writes the key points for a general topic (e.g. "what happens when you buy a leasehold flat").
  2. Run the prompt below.
  3. The solicitor reviews every sentence for legal accuracy and jurisdiction.
  4. Publish with a date, the author's name and a "general information, not advice" note.

The exact prompt

Copy, paste, then fill in the [brackets]
Shape these solicitor's notes into a 700-word general article for a law firm website.
Topic: [topic]. Jurisdiction: [England and Wales / Scotland / other]. Notes: [paste].
Use only the information in the notes; don't add law, cases or figures. Plain English, headings, a short FAQ.
End with: "This is general information, not legal advice. Contact us about your situation."

✓ Check before you send

  • Every legal statement is checked by a solicitor.
  • The jurisdiction is stated clearly.
  • It's dated and reviewed regularly.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 5 of 15ChatGPTClaude

Draft an internal AI-use policy for your staff

Staff are already experimenting with AI. A short, clear policy protects client confidentiality and the firm.

Time: 1 hourCost: free tools work

A free AI chat tool

Steps

  1. Decide which tools are approved, what data can go into them, and who signs off AI-assisted work.
  2. Run the prompt below.
  3. Have your compliance officer and IT provider review it.
  4. Train staff and review it every six months.

The exact prompt

Copy, paste, then fill in the [brackets]
Draft a short internal AI-use policy for a small law firm. Under 600 words.
Our decisions: approved tools [list], banned uses [e.g. no client or privileged information in consumer AI tools, no AI legal research without verification], who approves AI-assisted work [role], record-keeping [details].
Sections: purpose, approved tools, what you must never do, checking AI output (including checking that cited cases exist), confidentiality, training, review date.
Use only our decisions; mark gaps as [DECIDE].

✓ Check before you send

  • It reflects your actual decisions.
  • Compliance and IT have reviewed it.
  • It's clear about verifying any AI-generated citations.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 6 of 15ChatGPTGemini

Chase clients for missing documents and ID

Matters stall for weeks waiting for ID and documents, and fee earners waste time chasing. A clear, friendly sequence gets them in faster.

Time: 15 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. List exactly which documents are missing and why each is needed.
  2. Run the prompt below.
  3. Make sure the message points to your secure upload method, never plain email for ID.
  4. Send, and diary the second reminder in your case management system.
  5. Escalate to a call if there's still nothing.

The exact prompt

Copy, paste, then fill in the [brackets]
Write 2 reminders (under 80 words each) asking a client for: [documents], why they're needed, and how to send them securely via [method].
Do not give legal advice.

✓ Check before you send

  • Only your secure upload method is mentioned.
  • There's no legal advice in the message.
  • The document list is accurate.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 7 of 15ChatGPTGemini

Send clients plain-English stage updates

Clients chase when they hear nothing, which takes up fee earner time. A short, plain-English update at each stage saves calls and builds trust.

Time: 15 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Write your file note as usual.
  2. Remove client identifiers before pasting.
  3. Run the prompt below.
  4. The solicitor reviews and edits it before sending.
  5. Send it from your case management system and file it.

The exact prompt

Copy, paste, then fill in the [brackets]
Turn my file note [paste, no client identifiers] into a short stage update: where we are, what's next, what we need from them, expected timing.
Do not give legal advice; I'll add any legal content myself.

✓ Check before you send

  • A solicitor reviews every update.
  • No client identifiers were pasted into the AI tool.
  • There's no legal advice the solicitor hasn't approved.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 8 of 15ChatGPTGemini

Follow up enquiries that went quiet

Many legal enquiries never book because no one follows up. One polite follow-up converts more of them.

Time: 15 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Check your enquiry log for unbooked enquiries after 3 days.
  2. Run the prompt below.
  3. Link your price and service information.
  4. Send once, and log it.

The exact prompt

Copy, paste, then fill in the [brackets]
Write a follow-up (under 80 words) to an enquiry about [area]: happy to help, the next step, and a link to our fee information. Do not give legal advice.

✓ Check before you send

  • No advice is given.
  • The fee info link is current.
  • There's one follow-up only.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 9 of 15ChatGPTGemini

Write an out-of-hours enquiry reply

Out-of-hours enquiries go unanswered until Monday and may go elsewhere. A clear holding reply keeps them.

Time: 15 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Decide your out-of-hours process and urgent routes.
  2. Run the prompt below.
  3. Set it up in your email or website form.
  4. Test it.

The exact prompt

Copy, paste, then fill in the [brackets]
Write an auto-reply (under 80 words): thanks, office hours, when we'll reply, what to do if urgent [my process]. Do not give legal advice.

✓ Check before you send

  • The urgent routes are accurate.
  • No advice is given.
  • Office hours are correct.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 10 of 15ChatGPTGemini

Send polite payment reminders

Late bills hurt cash flow, and awkward chasing gets put off. Polite templates make it routine.

Time: 15 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Check invoice amounts and due dates.
  2. Run the prompt below.
  3. Send the first reminder after the due date.
  4. Send the second if still unpaid.

The exact prompt

Copy, paste, then fill in the [brackets]
Write 2 payment reminders (under 70 words each) for invoice [ref], [£], due [date].

✓ Check before you send

  • The amounts are correct.
  • The tone is professional.
  • It's consistent with your terms of business.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 11 of 15ChatGPTGemini

Tell clients when costs change

Billing surprises cause complaints. Telling clients early when costs change is good practice and builds trust.

Time: 15 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Calculate costs so far and the revised estimate.
  2. Run the prompt below.
  3. The fee earner checks the figures and any legal content.
  4. Send it and file it.

The exact prompt

Copy, paste, then fill in the [brackets]
Write a cost update (under 150 words) from my figures [paste]: costs so far, revised estimate, why, what they can decide.
Do not give legal advice; I'll add any legal content myself.

✓ Check before you send

  • The figures are correct.
  • It meets your regulatory duties.
  • The client has options to decide.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 12 of 15ChatGPTGemini

Explain when work falls outside a fixed fee

Work outside a fixed fee causes disputes if clients aren't told first. A clear notice before starting avoids them.

Time: 15 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Check the scope in your client care letter.
  2. Run the prompt below.
  3. Send it and wait for confirmation before starting.
  4. File the confirmation.

The exact prompt

Copy, paste, then fill in the [brackets]
Write a notice (under 120 words): the fixed fee covers [scope]; this new work [x] is extra at [£/rate]; please confirm before we proceed. Do not give legal advice.

✓ Check before you send

  • The scope matches your client care letter.
  • The client confirms before work starts.
  • The price is clear.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 13 of 15ChatGPTGemini

Track key dates for client reminders

Missed key dates can be costly for clients and the firm. A simple tracker with reminders adds a safety net.

Time: 15 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Run the prompt below to build the sheet.
  2. The fee earner enters and verifies each date.
  3. Set reminders in your calendar or case system.
  4. Review it weekly.

The exact prompt

Copy, paste, then fill in the [brackets]
Build a reminder sheet: matter ref, date, what's due, reminder dates, owner. I'll enter the dates.

✓ Check before you send

  • The dates are verified by the fee earner.
  • Reminders are set well in advance.
  • It's reviewed weekly.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 14 of 15ChatGPTGemini

Write your complaints procedure letter in plain English

Clients must know how to complain, and dense wording puts them off. Plain English keeps every required detail while being easy to read.

Time: 15 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Take your existing complaints procedure.
  2. Run the prompt below.
  3. Check every required detail is unchanged, including the Legal Ombudsman information.
  4. Have the compliance officer approve it.

The exact prompt

Copy, paste, then fill in the [brackets]
Rewrite my existing complaints procedure [paste] in plain English (under 250 words), keeping all required details unchanged, including Legal Ombudsman information.

✓ Check before you send

  • It's checked against SRA requirements.
  • It still tells clients, in writing, that they can complain to the Legal Ombudsman, and the time limits for doing so.
  • No required detail was removed.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 15 of 15ChatGPTGemini

Tidy attendance notes

Clear attendance notes help the file and supervision. Tidying rough notes saves time.

Time: 15 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Type your rough notes straight after the meeting.
  2. Remove unnecessary identifiers.
  3. Run the prompt below.
  4. Check accuracy and file it.

The exact prompt

Copy, paste, then fill in the [brackets]
Tidy my attendance note [paste, minimal identifiers] into: date, attendees, points discussed, actions.
Use ONLY my words; don't add advice.

✓ Check before you send

  • It's accurate.
  • Confidentiality is kept.
  • No advice was added.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑

Questions solicitors & law firms (admin) ask

Can we use ChatGPT for legal research?

Not without rigorous checking. AI tools have produced convincing but fake case citations. This playbook covers practice admin only, not legal work.

Is it safe to put client matters into AI?

Not into consumer tools. Client confidentiality and privilege mean no client-identifiable or matter information should go into an unapproved AI tool.

Which AI tool is free?

The free plans of ChatGPT, Gemini, Copilot and Claude can help with admin writing using blank templates. For anything involving client data, use only tools your firm has approved after due diligence.

Privacy tip: don't paste customers' full names, addresses or other personal details into AI tools unless you need to and you've checked the tool's privacy settings.