Have you talked to your clients about your estate planning maintenance program all year and are now wondering how to deliver on those promises? Many firms we work with feel overwhelmed by the “getting started” process. While it’s essential to carefully plan your services and fees, the time has come to deliver. Here are a few quick and easy steps to get your maintenance program rolling.
(Disclaimer: These are not the only ways to implement a maintenance program, but they are simple ways to help overwhelmed firms take the first steps. Always ensure your actions align with your promises.)
Quick Steps to Kick Off Your Estate Planning Maintenance Program
1. Send Out a Package to Clients in the Program
Start by sending a package to clients who are officially enrolled in your maintenance program (i.e., those who have paid or signed an engagement letter). Here’s what to include:
- Confirmation of appointed “helpers” in the client’s plan. Include instructions for reviewing and updating as needed.
- Funding report showing their assets, how they should be titled, and a “funding homework” list. (Don’t worry if everything isn’t 100% complete—this is a great time to collect any outstanding items.)
- A one-page worksheet asking clients if there have been changes in their circumstances (e.g., births, deaths, divorces, health changes).
- A short memo outlining 2-3 legal or enhancement changes to their plan. This keeps clients engaged and ensures they see value in the program.
- A short cover letter explaining that these services are included in the annual fee they’ve already paid. Be clear and concise.
2. Encourage Clients to Schedule an Appointment
Your cover letter should emphasize the importance of scheduling an appointment now, rather than waiting. To simplify the process, provide a list of three appointment times per month, allowing clients to choose their preferred slots. This approach helps prevent back-and-forth scheduling and ensures a more organized process.
If your program includes educational workshops, schedule one or two now and include the details. Workshops like trustee training can be incredibly valuable for clients and their families. You might also consider hosting a simple event like a firm anniversary party or a National Elder Law Month gathering to make the experience engaging.
3. Follow Up with Clients and Confirm Appointments
Ensure your Client Services Coordinator tracks whether clients have returned their forms at least two weeks before their appointment. A follow-up call may be necessary to remind them if needed. If a client hasn’t scheduled their appointment within two weeks of receiving the package, have your coordinator reach out.
4. Call Clients Who Haven’t Paid Their Annual Fee
Instead of sending a second bill or reminder letter, give these clients a call. Chances are, they’re confused about the program, not disinterested. This is a great opportunity to re-explain the value of the program and encourage them to enroll.
Take Action to Deliver on Your Estate Planning Maintenance Program
Implementing your estate planning maintenance program doesn’t have to be overwhelming. With these quick steps, you can take meaningful action, engage your clients, and deliver on your promises without over-complicating the process. Remember, it’s about progress, not perfection. Start small, and refine the program as you go.
For more tips on building an effective estate planning maintenance program, visit our free resources at fire.h50.us/~hrgnmpwr/dev2/.
