How We Work with Our Lawyers

Who is this page for?

• Clients hiring a lawyer for the first time who want to know the process, fee structure and confidentiality arrangements in advance.
• Foreign investors needing a law firm in Vietnam that works in English or Chinese and coordinates remotely.
• Companies looking for ongoing (retainer) counsel who want to understand day-to-day collaboration.
• Clients who have worked with lawyers elsewhere but were dissatisfied with transparency around fees and progress.

6 steps of working with FLAT LAW FIRM

This is the standard process we apply to most matters — from a single advisory memo to a complex transaction file. For smaller tasks some steps are streamlined, but the principle never changes: you always know the scope, the fee and the timeline before we begin.

1. Step 1 — Intake and confidentiality: you send your request via the consultation form, email or phone, briefly describing your needs. If documents are sensitive, we can sign a non-disclosure agreement (NDA) before you share anything. Every exchange from this point is kept confidential.
2. Step 2 — Clarifying needs: a lawyer speaks with you directly to understand the real objective (not just “complete procedure X” but “achieve business outcome Y”), the scope of work, deadlines and constraints. We identify the key legal issues and tell you plainly if the matter falls outside the firm’s expertise — in which case you will be pointed to a suitable course of action rather than given an empty promise.
3. Step 3 — Written scope and fee proposal: you receive a written proposal (email or legal services contract) setting out: scope of work, deliverables, expected timeline, fee basis and estimated total fee. No costs arise outside the agreed scope except under a supplementary written agreement.
4. Step 4 — Implementation: one lawyer takes primary responsibility throughout the matter, bringing in additional staff as the workload requires. You receive regular progress updates in the agreed format (summary email, call or video meeting) — you never have to wait until the outcome to know where things stand.
5. Step 5 — Reporting and handover: you receive the complete product — advisory memo, drafted dossier, or procedure outcome — with explanations clear enough to support your business decisions. All your original documents are returned in full.
6. Step 6 — Aftercare: after handover, we continue answering related questions within the scope of work performed. For ongoing matters (licences needing renewal, periodic reporting obligations), you will be reminded in advance so no deadline is missed.

How are service fees calculated?

There are three common fee models, and we will recommend the one best suited to your matter — always in writing before we start:

General principles: fees are quoted and confirmed in writing before work begins; no hidden fees; payment follows the agreed milestones. If out-of-scope work arises during the engagement, we discuss and agree the supplement with you first — we never do the work and bill afterwards.

Confidentiality of your information

• Non-disclosure agreement (NDA): signed before you share sensitive documents, if you request it — no need to wait until the services contract.
• Lawyers’ duty of confidentiality: lawyers are obliged to keep client information secret under the law on lawyers; information you provide is used only to carry out the work you assigned.
• No disclosure to third parties: we do not share your matter’s information with any party without your consent, except where required by law — and we will notify you when possible.
• Secure storage: documents are stored and exchanged through secure channels; original documents are returned in full when the work ends.

What should you prepare to move faster?

You do not need to be “perfectly prepared” before contacting us — but the following help a lawyer grasp the matter quickly and quote accurately from the start:

• A brief description of the issue and the outcome you want (a few lines suffice).
• Related documents on hand: contracts, licences, email exchanges, decisions of state authorities (if any).
• Key milestones: filing deadlines, expected signing dates, limitation periods (for disputes).
• Your main contact person and the most convenient communication channel.
• A list of questions you want the lawyer to answer — the more specific, the more on-point the advisory memo.

Working remotely and from other provinces

Most advisory, drafting and review work is done remotely via email and video meetings — many of our clients are overseas or in other provinces and have never met us in person. Dossiers are e-signed or couriered; video meetings are scheduled in your time zone. For matters requiring physical presence — working with state authorities, litigation, negotiations — the firm’s lawyers attend in person. See Chinese investors if you are interested in how we coordinate with foreign investors.

Working languages: Vietnamese, English, Chinese

The FLAT LAW FIRM team works in Vietnamese, English and Chinese. Advisory memos, contracts and correspondence can be prepared bilingually or multilingually as you need — especially useful when a foreign investor needs to understand every clause before deciding, or when coordination is needed between a foreign partner and Vietnamese state authorities. For matters involving multiple law firms, see coordinating with foreign law firms.

Why do clients choose this way of working?

FLAT LAW FIRM’s way of working is built around four principles: FAST — fast response, delivery on committed timelines; LAWFUL — every solution stays within the legal framework, no shortcuts; ACCOUNTABLE — one lawyer primarily responsible, you always know who is handling your matter; TRANSPARENT — scope, fees and progress transparent in writing. Learn more about the team and the firm’s philosophy at About FLAT LAW FIRM.

Frequently asked questions

Useful links

You should start talking to a lawyer when:

• You have an important upcoming business decision and want to understand the legal risks before signing.
• You received a document from a counterparty, a state authority or a court and are unsure how to handle it.
• You are preparing a transaction, investment project or administrative procedure and want a clear roadmap from the start.
• You are a foreign investor needing a legal point of contact in Vietnam who works in English or Chinese.
• Your company needs ongoing counsel instead of handling discrete matters piecemeal.