Internal Complaint Regultions
Office Complaints Procedure
Paragraph 1 – Definitions
In these internal complaints regulations the terms listed below have the following meaning:
- complaint: any written statement of dissatisfaction from or on behalf of a client towards the lawyer or the persons working under his or her responsibility regarding the conclusion and performance of an engagement, the quality of the service provided or the amount of the fee statement, not being a complaint within the meaning of §4 of the Dutch Act on Advocates (Advocatenwet);
- complainant: the client or his or her representative who files a complaint; and
- complaints officer: the lawyer entrusted with the handling of the complaint, mr. J.L. Pit, at the Lange Kerkdam 85 in (2242 BS) Wassenaar, phone 070-3245536, e-mail: email@example.com.
Paragraph 2 – Scope
These internal complaints regulations apply to all engagements between INK RealLegal and the client.
INK RealLegal will arrange for the handling of complaints in accordance with these internal complaints regulations.
Paragraph 3 – Objectives
The objectives of these internal complaints regulations are:
- to record a procedure for the constructive handling of complaints from clients within a reasonable period;
- to record a procedure to determine the causes of complaints from clients;
- to maintain and improve existing relationships by properly handling complaints;
- to train employees to respond to complaints in a client-oriented manner; and
- to improve the quality of the services by means of complaints handling and complaints analysis.
Paragraph 4 – Information at the start of the services
These internal complaints regulations have been made public. Before entering into an engagement the lawyer will draw the client’s attention to the fact that the firm has an internal complaints handling scheme and that it applies to the services to be provided.
Complaints as referred to in Paragraph 1 of these internal complaints regulations that are not solved after being handled are presented to the court in The Hague.
Paragraph 5 – Internal complaints procedure
If a client contacts the firm with a complaint, the complaint is passed on to Mr. J.L. Pit, who thereby acts as the complaints officer.
The complaints officer gives the complainant and INK ReaLLegal the opportunity to explain the complaint.
INK RealLegal will attempt to reach a solution together with the client, possibly through the complaints officer.
The complaints officer will deal with the complaint within four weeks after it is filed or will inform the complainant, while stating the reasons, of any departure from that term, indicating within which term a ruling on the complaint can be expected.
The complaints officer will inform the complainant and INK RealLegal in writing of his ruling on the validity of the complaint, possibly accompanied by recommendations.
If the complaint has been handled satisfactorily, the complainant, the complaints officer and INK RealLegal will sign the ruling on the validity of the complaint.
Paragraph 6 – Confidentiality and cost-free complaint handling
The complaints officer and INK RealLegal will observe confidentiality in dealing with the complaint.
The complainant will not owe any fee for the handling of the complaint.
Paragraph 7 – Responsibilities
- The complaints officer is responsible for the timely handling of the complaint.
- INK RealLegal will inform the complaints officer of any contact that has taken place and of any solution reached.
- The complaints officer will keep the complainant informed about the handling of the complaint.
- The complaints officer will keep a file of the complaint.
Paragraph 8 – Registration of the Complaint
The complaints officer will register the complaint, stating the subject of the complaint.
A complaint may be divided into several subjects.
The complaints officer will report periodically on the handling of the complaints and will make recommendations to avoid new complaints and to improve procedures.
The reports and the recommendations will be discussed and presented for decision-making within the firm once a year.