PARALEGAL

Handbook

version: 02-23-2024

Table of

contents

welcome

message

Welcome to our organization! We are delighted to have ​you join us as an independent contractor/licensed ​paralegal. Our team is thrilled to embark on this exciting ​journey together with you. We have developed ​exceptional systems to support you in your new career ​and ensure your success.

vision FOR OUR ​PARALEGALS

At our Paralegal firm, we envision a future where each paralegal has the ​opportunity to thrive independently, putting the entire business on their ​capable shoulders.

Our goal is to empower our paralegals to exclusively dedicate themselves to ​billable hours, maximizing their revenue potential. We provide comprehensive ​office tools and support, ensuring that every paralegal has the resources ​needed to streamline their workflow effectively.

With full assistance from our clerks and administrative team, coupled with ​cutting-edge technology investments, we aim to generate and maintain ​substantial revenues for every member of our esteemed team. Together, we ​forge a path towards unparalleled success, setting new standards of excellence ​in the legal profession.

Company Policies

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Availability Policies:

• You must be available for consultations a minimum of 5 days per week, totaling a minimum of ​40 hours.
  
• You must provide your schedule and times to management prior to your start date and always ​keep your calendar updated so that our calendar can sync to keep your consultation window ​open to landlords.
  

Consultation Guidelines:

• The paralegal must start with a 15-minute free consultation under our scheduling calendar.
  
• All representations begin with a consultation that is booked through your calendar.
  
• Consultations are limited to a maximum of 15 minutes per session (must follow consultation ​guidelines provided in the handbook).
  
• All consultations must take place in a professional environment (designated workspace).
  
• Consultations must be conducted via video conferencing (via Zoom video).
  
• Video quality must be 1080p minimum. Webcam is Paralegals responsibility.
• Every consultation must be conducted in formal business attire.
  
• Consultations must occur in a quiet environment free from interruptions, including other ​communications, loud noises, or music.
  
• Paralegals should refrain from consuming food, smoking, or engaging in other activities when ​communicating with clients.
  
• All paralegals must be well-spoken and concise when speaking with clients.
  

Recap Requirements:

• After each consultation, you must submit a recap to the law clerk within 10 minutes.
  
• Recaps must be fully edited before submission.
  

Recording and Quality Control:

• All consultations will be recorded for quality control purposes.
  

Customized Pricing:

• In cases of complicated matters requiring customized pricing, employees must seek approval ​from their assigned law clerk via email (outside of the fixed fee pricing).
  

Representations:

• Any and all retainers must be handled by the firm's law clerk. No retainers are to be signed by ​any Paralegal.
  

DUTIES

Paralegal

• Conduct consultations with clients, ensuring to send a recap within 10 ​minutes of the consultation. Once the client is retained, focus ​exclusively on representing them.
  
• Once established, it is the responsibility of the paralegal to pay for ​their own user on Clio using the firm's global Clio account.
• Serve documents via email.
  
• Conduct legal research (additional charge if necessary).
  
• File applications through the LTB portal.
  
• Communicate with clients regarding their matter.
  
• Manage matters and documents in Clio once created.
  
• Prepare for hearings (additional charge if necessary).
  
• Manage scheduling, notice follow-up, calendar reminders, and hearing ​dates.
  
• Write agreements (e.g., cash for keys).
  
• Facilitate document signing using DocuSign.
  
• Send invoices to your assigned law clerk.
  

Law Clerk / Office

• Sales and Client Relationship Management (CRM):
  
• Handle sales and client relationship management until retainer is ​signed.
  
• Lead management and sourcing.
  
• Consultation Scheduling:
  
• Manage consultation scheduling calendar.
  
• Retainer Management:
  
• Facilitate the signing of retainers.
  
• Accounting Tasks:
  
• Billing.
  
• Trust account and general account management.
  

Matter Management:

• Gather matter details, paperwork, and files, and organize matters ​in Clio.
  
• Set up client chat portal in Clio.
  
• Serve documents by mail.
  
• Prepare cover letters for termination notices.
  

STEPS TO

GETTING BUSY

We offer methods to boost your workload and leverage our ​proven marketing strategies. The extent of your success is in your ​hands.

Consultations

Improving your availability for consultations can quickly boost your business. By ​maintaining open hours, landlords can easily book consultations according to ​your calendar schedule, maximizing the number of consultations you receive.

Knowledge

Your expertise is crucial for success. You need to be well-versed in every aspect ​of the Landlord and Tenant Board. You'll encounter numerous questions and ​scenarios during face-to-face Zoom consultations with landlords, requiring ​accurate responses in the moment. Building trust in your knowledge will lead to ​more frequent retention by clients, making it a cornerstone of success in this ​industry.

LTB Order Enforcement

With tens of thousands of LTB orders in Ontario, few paralegals possess ​comprehensive expertise in handling them. To unlock another avenue to ​success, delving deeply into judgment enforcement is crucial.

Facebook Group Engagement

Demonstrate your expertise by showcasing your ability to swiftly respond ​to almost any Landlord and Tenant Board matter. Once proven, you'll be ​eligible to join our group as an expert.

Paralegal Wednesday’s

Once you establish your capability to address nearly every Landlord and ​Tenant Board matter, you'll receive an invitation to join Paralegal ​Wednesdays.

Consultations

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intro

Consultations

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outro

“Thank you for entrusting us with your matter. Your time and confidence in ​consulting with our team are genuinely appreciated.”

Next Steps: "Within the next 20 minutes, one of our team members will send you ​a summary email. This email will outline our proposed approach to addressing ​your situation, along with the necessary steps for you to proceed with our ​assistance."

Importance of Feedback: "Furthermore, you will receive a survey from one of ​our team members via email. Your feedback is invaluable to us as it enables us to ​refine and enhance our consultation process for future clients. Please take a ​moment to share your thoughts with us."

Closing Statement: "Once again, we extend our gratitude for your cooperation ​and trust. Be assured that we are dedicated to delivering the highest level of ​service possible. Should you have any further questions or concerns, please do ​not hesitate to contact us. Have a wonderful day!"

15 minute mark

Time Constraint: I apologize for the abruptness, but I have another call ​scheduled shortly. Our timeslots are automated by the system.

Offer Solution: If you feel we haven't covered everything adequately, we can ​schedule a strategy session for further discussion. You'll receive details on this ​in the recap email, typically sent within 20 minutes.

Closure: Once again, I truly appreciate your time and interest in consulting with ​us.

Goodbye: Take care, and have a great day!

notes:

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APPLICATION FORMS:

L1: Application for Eviction (Pre-Filing)

• Filed after serving N4 for non-payment of rent.
  

L2: Application for Eviction

• Used to end tenancy after serving N5, N6, N7, N8, N12, or N13 notices.
  
• Also for abandonment or superintendent eviction.
  
• For recovering owed money or damages.
  

L3: Application for Eviction (Tenant Initiated)

• Used when tenant initiates tenancy termination (Form N9 or N11).
  

L4: Application to Enforce Mediated Settlement or Order

• Use Form L4 to apply to the Landlord and Tenant Board (LTB) for an order to end a tenancy and evict a ​tenant where the tenant has not met the conditions in a mediated settlement or order, and the ​mediated settlement or order allows you to file this application.
• If the mediated settlement or order was based on an Application to Evict a Tenant for Non-Payment of ​Rent and to Collect Rent the Tenant Owes (Form L1), and the mediated settlement or order required the ​tenant to pay rent or some or all of the arrears of rent, you can also apply for arrears of rent and ​compensation that the tenant has not paid.
  
• If the mediated settlement or order was based on an Application to End a Tenancy and Evict a Tenant ​(Form L2) and the mediated settlement or order required the tenant to pay an amount for damages, you ​can also apply for compensation for damages that the tenant has not paid.
  
• If you are applying for arrears of rent and/or compensation for damages, you can also include in your ​application any charges related to an NSF cheque.
  
• You must file this application no later than 30 days after the tenant failed to meet a specified condition ​of the mediated settlement or the order.
  

L5: Application for a Rent Increase Above the Guideline Order

• Apply to the Landlord and Tenant Board (LTB) using this application for an order allowing a rent ​increase of more than the guideline for any or all of the rental units in the residential complex in any or ​all of the following cases:
• Municipal taxes and charges for the residential complex increased by an "extraordinary" amount.
  
• Operating costs for security services for the residential complex have been experienced for the first ​time or have increased.
  
• Capital expenditure work was done in the residential complex.
  

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Tenant Applications:

Form T2: Application About Tenant Rights

• You can use this application to apply to have the Landlord and Tenant Board (LTB) determine whether ​the landlord, the landlord’s agent, or the superintendent:
  
• Entered your rental unit illegally.
  
• Changed the locking system without providing replacement keys.
  
• Seriously interfered with your reasonable enjoyment of the rental unit or the complex, or that of a ​member of your household.
  
• Withheld or interfered with vital services, care services, or meals.
  
• Harassed, interfered with, obstructed, coerced, or threatened you.
  
• You can also use this application to apply to have the LTB determine whether the landlord:
  
• Did not give you 72 hours to retrieve your property after eviction by the Sheriff, or sold, kept, or ​disposed of your property during this 72-hour period.
  
• Did not provide you with a written copy of your tenancy agreement for your care home, or if the ​agreement did not include information about the care services and meals and/or the charges agreed ​upon between you and the landlord.
  

Form T5: Application - Landlord's Notice of Termination in Bad Faith

• You can use this form to apply to the Landlord and Tenant Board (LTB) to determine if the landlord gave ​you a Notice of Termination in bad faith. You can apply if you are a former tenant who moved out of a ​rental unit because the landlord gave you one of the following notices and you believe that the landlord ​gave the notice in bad faith:
  
• Form N12: Notice to End your Tenancy Because the Landlord, a Purchaser or a Family Member Requires ​the Rental Unit.
  
• Form N13: Notice to End your Tenancy Because the Landlord Wants to Demolish the Rental Unit, Repair ​it, or Convert it to Another Use.
  

Confidentiality and Non-Disclosure Agreement

• All discussions between the parties shall be kept confidential, and any business ideas or ​opportunities that arise from such discussions shall remain confidential and not be disclosed to ​any third party. Any unauthorized disclosure or use of confidential information shall be ​prosecuted to the full extent of the law.
  
• I agree to hold confidential and not to use or disclose any confidential or proprietary information ​or trade secrets ("confidential information") except for the purpose of evaluating potential ​business opportunities with the company. I agree to take all reasonable measures to protect the ​confidentiality of such information and to prevent its unauthorized disclosure or use.
  
• I will not make or retain any copies of any written information or prototypes supplied without ​Landlord Pro Legal Services Professional Corporation prior written consent.
  
• At the conclusion of any discussions, or upon demand by Landlord Pro Legal Services ​Professional Corporation, all confidential information, including prototypes, written notes, ​photographs, sketches, models, memoranda or notes taken, shall be returned to the company or ​destroyed.
  
• I agree that I will not disclose any confidential information, trade secrets, or ideas of Landlord ​Pro Legal Services Professional Corporation to any third party, including any consultant or other ​third party, unless they have signed a written agreement to be bound by the terms of this ​agreement and have been approved by Landlord Pro Legal Services Professional Corporation.
  

Conflict of Interest

• I acknowledge and agree that any business opportunity relating to or like Landlord Pro Legal ​Services Professional Corporation's actual or reasonably anticipated business opportunities that ​comes to my attention at any time, is an opportunity belonging to Landlord Pro Legal Services ​Professional Corporation. Therefore, I will advise Landlord Pro Legal Services Professional ​Corporation of the opportunity and will not pursue the opportunity, directly or indirectly, ​without the prior written consent of the company.
  
• I will not, directly or indirectly, engage or participate in any other business activities that are ​related to the ideas brought forth by Landlord Pro Legal Services Professional Corporation ​without the prior written consent of Landlord Pro Legal Services Professional Corporation.
  

Recording

• All conversations relating to business ideas and brainstorming between the parties shall be ​recorded and saved for the purpose of documenting the discussions and protecting the ​confidentiality of any confidential information disclosed during such discussions.
  

Governing Law

• In the event of any breach of this agreement by me, I agree that I will be responsible to the full ​extent of the law for all losses, damages, interest, pain, suffering, stress, services lost, additional ​labor, and estimated losses.
  
• This agreement and its validity, construction, and effect shall be governed by the laws of the ​province of Ontario.
  

Independent contractor

acknowledgement

Independent Contractor Acknowledgment Form

I, _____________________________________________, hereby acknowledge that I have ​received, read, and understood the Landlord Pro Legal Services, ​Professional Corporation Contractor Handbook. I recognize that this ​handbook outlines the policies, procedures, and expectations governing ​my contract work with the company.

I understand that it is my responsibility to adhere to the policies and ​guidelines outlined in the handbook. I am aware of my duties and ​obligations as an independent contractor working with Landlord Pro Legal ​Services, Professional Corporation.

Furthermore, I acknowledge and agree to the terms of the Non-Disclosure ​Agreement (NDA) included in the handbook. I understand that any ​confidential information, materials, or proprietary data obtained during my ​work with Landlord Pro Legal Services Professional Corporation are strictly ​confidential and may not be shared with any external parties without prior ​written consent from the firm.

I understand that if there is any aspect of the handbook that I do not fully ​comprehend, I am not to sign this acknowledgment until I have sought ​clarification from the appropriate representative of the company.

By signing below, I confirm that I have read, understood, and agree to ​comply with the policies and terms outlined in the Landlord Pro Legal ​Services Professional Corporation Contractor Handbook and the Non-​Disclosure Agreement.

Paralegal Signature

Date

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