Policies and Procedures

Last Updated: January 16, 2026

These Policies and Procedures (“Policies”) govern all professional, administrative, financial, and operational aspects of the attorney–client relationship between De Maio Law, PLLC (“the Firm”) and its clients. These Policies are incorporated by reference into the Firm’s Legal Representation Agreement and are binding on all clients. The most recent version published on the Firm’s website shall control.
 

1. Purpose and Authority

These Policies are intended to establish clear expectations between the Firm and its clients, promote efficiency and transparency, and ensure compliance with applicable ethical and legal standards. These Policies supplement the Legal Representation Agreement. In the event of a conflict, the Legal Representation Agreement shall prevail.
 

2. Scope of Legal Representation

The Firm provides legal services solely for the specific matter(s) expressly identified in the duly executed Legal Representation Agreement. Any services not expressly included are outside the scope of representation and may require a separate agreement or additional legal fees.

Unless otherwise stated in writing, representation does not include appeals, motions to reopen, federal court litigation, consular processing, matters before the National Visa Center, post-decision services, or attendance at interviews or hearings beyond the agreed scope.
 

3. Client Duties and Responsibilities

The Client agrees to:

• Provide complete, truthful, and accurate information at all times

• Timely submit all requested documents and evidence

• Carefully review all documents before submission

• Immediately notify the Firm of any change in address, contact information, marital status, criminal history, immigration history, or receipt of government correspondence

Failure to cooperate or the provision of inaccurate information may adversely affect the case and constitutes grounds for the Firm’s withdrawal from representation.
 

4. Communication Policy

4.1 Authorized Communication Channels

The Client must communicate with the Firm only through authorized channels, including email and the telephone numbers or WhatsApp numbers designated by the Firm. Contacting attorneys or Firm staff through personal social media accounts is not permitted.
 

4.2 Response Times

Response times are estimates and are not guaranteed. Immigration matters often involve extended periods without updates due to government processing times.

Excessive, repetitive, or non-essential communications may be billed at the Firm’s current hourly rate.
 

4.3 Appointments

The Firm operates strictly by appointment only. Walk-ins are not accepted. Missed or late appointments may result in rescheduling fees.

5. Fees, Billing, and Payments
 

5.1 Fee Structure

Legal fees are governed exclusively by the Legal Representation Agreement. Flat fees are deemed earned as provided in that agreement and are not contingent upon the outcome of the case.
 

5.2 Non-Refundable Retainers

Any non-refundable retainer is earned upon receipt and compensates the Firm for reserving professional capacity, prioritizing the Client’s matter, and foregoing other professional engagements.
 

5.3 Payment Methods and Processing

Payments are accepted via ACH, eCheck, Zelle, and credit or debit cards. A payment is not considered received until it has been successfully processed and deposited into the Firm’s account.
 

Credit and Debit Card Processing Fee:
Payments made by credit or debit card are subject to a non-refundable 2.9% bank processing fee imposed by third-party payment processors. This fee is in addition to legal fees, costs, and expenses and does not constitute a legal fee charged by the Firm. Clients may avoid this fee by using ACH, eCheck, or Zelle.
 

The processing fee applies to all card payments, including retainers, installment payments, and any other payments made by credit or debit card.
 

Returned, failed, or reversed payments may result in administrative charges and suspension of legal work.
 

5.4 Late Fees and Delinquent Accounts

Timely payment of all legal fees, costs, expenses, and applicable processing fees is a material term of the attorney–client relationship.
 

• Any balance not paid by the due date will be considered delinquent

• A $50 monthly administrative late fee will be applied for each month, or portion thereof, that the balance remains unpaid

• Late fees are administrative in nature and do not constitute a penalty
   

In the event of delinquency, the Firm may suspend legal work, decline to file documents or appear at hearings as permitted by law, require future payments to be made by certified funds or Zelle, or withdraw from representation in accordance with applicable Rules of Professional Conduct.
 

5.5 Disputes and Chargebacks

The Client agrees not to initiate chargebacks for properly rendered legal services. Improper chargebacks constitute a material breach, and the Client shall be responsible for all bank fees, administrative costs, collection costs, and reasonable attorneys’ fees incurred by the Firm.
 

6. Government Filing Fees and Third-Party Costs

The Client is responsible for all government filing fees, translations, interpreters, expert evaluations, courier fees, travel expenses, and other third-party costs unless expressly included in legal fees. Government filing fees are subject to change without notice.
 

7. Case Processing and Government Delays

The Firm does not control government processing times, discretionary decisions, requests for evidence, policy changes, administrative closures, or system failures and shall not be responsible for delays arising from such circumstances.
 

8. File Management and Retention

Client files are maintained electronically. Paper documents may be destroyed thirty (30) days after case closure. Electronic files will be retained for five (5) years after case closure. The Firm has no obligation to maintain files beyond that period.
 

9. Technology and Electronic Records

The Client consents to the use of electronic communications, electronic signatures, and cloud-based document storage. Electronic copies shall have the same legal effect as originals.
 

10. Confidentiality and Third-Party Payments

The Firm maintains client confidentiality in accordance with applicable ethical rules. Payment by a third party does not create an attorney–client relationship with that third party.
 

11. Withdrawal and Termination of Representation

The Firm may withdraw from representation in accordance with ethical rules if the Client fails to cooperate, fails to meet payment obligations, provides false or misleading information, or if continued representation becomes professionally unfeasible. Upon termination, billing shall convert to an hourly rate pursuant to the Legal Representation Agreement.
 

12. No Guarantees

All immigration benefits and outcomes are discretionary and determined solely by government authorities. The Firm does not guarantee results or processing times.
 

13. Policy Updates and Modifications

The Firm may modify these Policies from time to time. Any changes shall become effective upon publication on the Firm’s website and shall apply prospectively only. No modification shall retroactively affect fees already paid or services already rendered. Continued representation after such publication constitutes acceptance of the updated Policies.
 

14. Governing Law

These Policies are governed by the laws of the State of Florida and applicable federal law.