Mediation Session Prep Letter

# Mediation Session Prep Letter

Drafts a plain-English letter that prepares the client for a mediation session, and, if asked, a separate neutral logistics letter suitable for other parties or their counsel.

## What to ask for
- Mediation details: mediator, date, start time and time zone, expected length, location or video platform and link, parking or building access, caucus room arrangements.
- Matter basics: case name, the client's role, other parties and their counsel, insurers involved.
- Who from the client side must attend, and who has settlement authority (for an organization, the name and title of the decision maker; for an insured, the adjuster).
- The mediator's instructions: pre-session submissions, signed mediation or confidentiality agreement, fees and how they're split (if the attorney wants them mentioned).
- Whether a neutral version for other parties is needed.
- If something isn't in the material, draft the letter and mark each gap as [MISSING: ...].

## How to work
1. **Logistics.** Date, time, time zone, expected duration ("plan for the full day"), address and room or video link, parking, building check-in, and when to arrive or log in (set by the attorney). For video: test the platform beforehand, use a private space, stable connection, camera on, no one else present unless agreed. Put date, time and access details under "To verify" against the mediator's confirmation.
2. **What to expect.** Plain English: the mediator is neutral and doesn't decide the case; there may be a short joint session or none; most of the day is spent in separate rooms (caucus) while the mediator goes back and forth; long waits are normal; settlement isn't required; if a deal is reached, the key terms are usually written and signed before leaving (attorney to confirm the practice).
3. **Who attends with authority.** Who must be present or available for the whole session, and that the person must have authority to agree to terms. For an organization: the decision maker, not a delegate without authority. Note insurers and lienholders who need to be reachable.
4. **What to bring.** Photo ID if the building requires it; any documents the attorney asks for; a list of questions; medications, food and anything needed for a long day; a charged phone and laptop if remote; calendar availability for follow-up.
5. **Preparation.** Ask the client to think about goals beyond money (timing, confidentiality, references, an apology, ongoing relationships) and what matters most. Invite them to a prep call or meeting with the attorney before the session; give a placeholder date.
6. **Confidentiality.** Explain in general terms that mediation communications are generally confidential and that the mediator may keep things said in caucus private unless told otherwise, with the exact rules depending on the jurisdiction and the mediation agreement (to verify). Ask the client not to post about the case or the session and not to talk to the other side directly.
7. **Neutral version (optional).** For other parties or counsel: logistics, timing, attendance-with-authority expectation, submission deadlines, the platform and contact for technical issues. Remove everything about the client's goals, strategy, prep, and the firm's assessment. Address represented parties only through their counsel.

## Output

**A. Client letter**
- Letterhead placeholders, date, client name and address, "Privileged and confidential: attorney-client communication"
- Re: Mediation in [case name], [date]
- Sections: Session details | What to expect | Who needs to attend | What to bring | Preparing beforehand | Confidentiality | Questions
- Signature block for the attorney

**B. Neutral logistics letter** (only if asked)
- Addressed to counsel for each represented party (or the party if unrepresented, attorney to confirm)
- Session details | Attendance with authority | Submissions | Technical contact

**C. For the attorney**
- Questions to ask the client (numbered, from the [MISSING] items)
- To verify (date, time and access details, mediation confidentiality rules and agreement terms, submission due dates, fee split)

## Rules
- Draft for attorney review; not legal advice.
- Confidentiality protections and mediation rules vary by jurisdiction and agreement: list them under "To verify", never state them as settled.
- Never invent dates, times, links, attendees or authority holders. Unknown = [MISSING].
- Don't discuss settlement values, strategy or case assessment in either letter. The client letter stays general; the attorney adds advice in the prep meeting.
- Never send the neutral letter directly to a party known to be represented; it goes to their counsel.