Cancellations and Refunds Policy

Client-Initiated Cancellations

Clients have the right to cancel legal services at any time. However, cancellation terms depend on the stage of service and work already completed:

Cancellation Timeframes and Conditions

Services with Special Cancellation Terms

Certain legal services have specific cancellation policies due to their time-sensitive nature:

• Court Representation: Once a court appearance is scheduled, cancellation may result in forfeiture of appearance fees and preparation time
• Document Filing Services: After documents are filed with the court, filing fees are non-refundable
• Immigration Applications: Government filing fees paid on your behalf are non-refundable
• Emergency Legal Services: Rush fees for expedited services are non-refundable once work begins
• Consultation Services: One-time consultation fees are non-refundable after the consultation is completed

Eligibility for Refunds

Refunds are provided under the following circumstances and conditions:

Types of Refundable and Non-Refundable Fees

Refund Processing Timeline

Emergency and Extenuating Circumstances

We understand that unexpected situations arise. In cases of genuine emergency or extenuating circumstances, we may waive certain fees at our discretion. These circumstances include:

• Serious illness or hospitalization requiring immediate medical attention
• Death of the client or immediate family member
• Natural disasters or emergencies beyond client control
• Military deployment or emergency reassignment
• Financial hardship due to job loss or unexpected circumstances

Firm-Initiated Cancellations

In rare circumstances where Prothots must withdraw from representation due to conflicts of interest, ethical obligations, or other professional reasons:

• You will receive a full refund of all unused retainer funds
• You will only be charged for work actually completed before withdrawal
• We will provide reasonable assistance in transitioning your case to new counsel
• All case files and documents will be provided to you or your new attorney

Disputed Charges and Resolution

If you dispute any charges or refund calculations:

• Contact us immediately at inquiry.prothots@gmail.com with specific concerns
• We will review your dispute within 3-5 business days
• You will receive a detailed explanation of all charges and calculations
• If disagreement persists, the matter may be submitted to fee arbitration
• We are committed to fair resolution of all billing disputes

Accepted Payment Methods

We accept the following payment methods for legal services:

• Credit and debit cards (Visa, MasterCard, American Express, Discover)
• Bank transfers and wire payments
• Certified checks and money orders
• Payment plans (subject to approval and terms)

Refund Method

Refunds are processed using the original payment method whenever possible:

• Credit/Debit Card Payments: Refunded to the original card (7-14 business days)
• Bank Transfers: Refunded via bank transfer to the account on file (5-10 business days)
• Check Payments: Refund check mailed to address on file (10-14 business days)
• Cash Payments: Refund check issued for security and record-keeping purposes

Your Rights as a Client

As a client of Prothots, you have the right to:

• Receive clear, written fee agreements before services begin
• Request detailed billing statements at any time
• Terminate legal representation at any time for any reason
• Receive a refund of unused retainer funds after completed work is deducted
• Dispute charges you believe are unfair or incorrect
• Receive all case files and documents upon termination of representation

Client Responsibilities

To ensure smooth processing of cancellations and refunds, clients must:

• Submit cancellation requests in writing (email or written notice)
• Provide clear reasons for cancellation when possible
• Respond promptly to requests for information or documentation
• Review and acknowledge receipt of final billing statements
• Settle any outstanding balances before requesting refunds
• Provide accurate banking or payment information for refund processing

Step-by-Step Process

Information to Include in Your Request

To expedite processing, please include the following information in your cancellation request:

• Your full name and contact information
• Case or matter number (if assigned)
• Date of service agreement
• Reason for cancellation (optional but helpful)
• Original payment method and amount
• Preferred method for receiving refund
• Any supporting documentation (if claiming extenuating circumstances)

Prothots reserves the right to update or modify this Cancellations and Refunds Policy at any time. Any changes will be:

• Posted on our website at the time of implementation
• Applied to new service agreements entered after the effective date
• Communicated to existing clients if changes materially affect their agreements
• Not applied retroactively to existing service agreements unless required by law

Governing Law

This policy is governed by the laws of the State of New York and the rules of professional conduct governing attorneys in New York. Any disputes arising from this policy shall be resolved in accordance with New York law.