Learning Centre Lawyer Portal ALIA Careers Contact Us

Law Society of Alberta

  • Who We Are
    • Reflective Practice and Professional Development

      Continuing Professional Development incorporates reflective practice, which is itself a type of learning activity because lawyers learn from reflecting on their practice.
      • About Us
      • Executive Leadership Team
      • Board & Committees
        • Board Directory
        • Board Meetings
        • Member Meetings
        • Committees
        • External Bodies
      • Affiliations
      • Key Initiatives
        • 2024 Articling Survey
        • Equity, Diversity and Inclusion Initiatives
        • Innovation Sandbox
        • Indigenous Initiatives
      • Annual & Financial Reports
      • Strategic Plan
      • Awards & Scholarships
        • Distinguished Service Awards
        • Recognition of Service
        • Scholarships
      • Upcoming Events
      • Media Room
      • eBulletins
      • Latest from the Law Society
  • For the Public
    • Lost Wills Listing

      A public webpage containing a list of outstanding will requests is now available online.
      • Find a Lawyer
      • Complaints
      • Finding Files
      • Lost Wills
      • Public Resources
      • Financial Claims
      • Notices
      • Careers
  • Lawyers & Students
    • Become a Principal

      Find out details about the new principal training requirement and the process of becoming a principal.
      • Become a Lawyer
      • Become a Principal
      • Membership Services
      • Making a Payment to the Law Society
      • Professional Development
      • Western Canada Competency Profile
      • Trust Accounting & Safety
        • Approval for Firms & Lawyers
        • Annual Reporting
      • Fraud & Loss Prevention
      • Alberta Lawyers Indemnity Association
      • Practice Advisors
      • Practice Management Consultations
      • Equity Ombudsperson
      • Complaints
      • Approved Legal Services Providers
      • Professional Regulatory Body Review
  • Resource Centre
    • New Resource: Practice Fundamentals Program

      Supporting new lawyers through the development of skills critical to legal practice
      • Lawyer Programs
        • Mentor Connect
        • Mentor Express
        • Table Talks
        • AdvisorLink
        • Locum Connect
        • Practice Management Consultations
        • SoloNet
        • Assist
      • Learning Centre
      • Public Resources
      • Student Resources
        • Articling Placement Program
      • Sole Practitioner Resources
      • New Lawyer Resources
        • Practice Fundamentals Program
      • Anti-Money Laundering
      • Request a Presentation or Resource
      • Key Resources
        • Legal Practice
        • Continuous Improvement
        • Cultural Competence & Equity, Diversity and Inclusion
        • Lawyer-Client Relationships
        • Practice Management
        • Professional Conduct
        • Professional Contributions
        • Truth and Reconciliation
        • Well-Being
  • Regulation
    • Act, Code & Rules

      The Law Society of Alberta derives its authority from the Legal Profession Act and sets out standards through its Rules and Code of Conduct.
      • Act, Code & Rules
      • Adjudication
        • About the Tribunal Office
        • Hearing Schedule
        • Decisions & Outcomes
        • Complaint Dismissal Appeals
        • Adjudicator Directory
        • Book of Authorities
      • Notices
        • Custodianship
        • Disbarment
        • Reinstatement
        • Resignation
        • Suspension
      • Unauthorized Practice of Law
        • Information Concerning the Unauthorized Practice of Law
  • Find a Lawyer
Resource Centre
  • Anti-Money Laundering
    • Client Identification and Verification
    • Cash Transactions
    • Trust Accounting Rule (Rule 119.19)
    • Anti-Money Laundering Resources
  • Learning Centre
  • New Lawyer Resources
    • New Lawyer Welcome Webinar
    • Practice Fundamentals Program
  • Lawyer Programs
    • Mentor Connect
    • Mentor Express
      • Mentor Express FAQ
    • Table Talks
    • Mentor Moments
    • AdvisorLink
      • AdvisorLink Online Request
    • Locum Connect
      • Locum Listing
      • Locum Opportunity Listing
    • SoloNet
  • Key Resources
    • Legal Practice
    • Continuous Improvement
    • Cultural Competence & Equity, Diversity and Inclusion
    • Lawyer-Client Relationships
    • Practice Management
      • Considerations for Choosing Accounting and Practice Management Software
      • Retirement Guide
        • Making the Decision to Retire
        • Your Status with the Law Society
        • The Process of Winding Up
        • Working Through the Tasks
      • Business Continuity and Succession Plan Guide and Checklist
        • Planning Considerations
        • Your Plan – Checklist
        • Office Procedure Manual
        • Additional Planning Resources & Templates
      • Practice Management Assessment Tool
      • Practice Management Consultations
    • Professional Conduct
    • Professional Contributions
    • Truth and Reconciliation
    • Well-Being
  • Sole Practitioner Resources
  • Student Resources
  • Public Resources
  • Request a Presentation or Resource
  • Home
  • Resource Centre
  • Key Resources
  • Practice Management
  • Prescribed Financial Records
Prescribed Financial Records

Last updated: March 2022

This resource is meant to assist lawyers to understand their obligations in relation to prescribed financial records. A law firm must maintain all prescribed financial records in a safe and secure location, retrievable on demand for a minimum of ten full years (Rule 119.35(1)). On a monthly basis, lawyers must print or digitally capture prescribed financial records (Rule 119.34(4)).

This resource provides lawyers with a listing of prescribed financial records and cross references the naming conventions/navigation used by the four most common and approved software vendors (Rule 119.35). It may be helpful for lawyers to use this as a checklist.

A law firm using an approved software vendor must maintain an electronic backup of the prescribed financial records, update the electronic backup monthly, and restore/test the electronic backup semi-annually (Rule 119.35(5)).

Click the plus button beside each prescribed financial record to cross reference the naming conventions/navigation used by the four most common and approved software vendors.

RecordDescriptionRulePC LawEsiLawCosmolexClioLeap Legal
Bank ReconciliationA reconciliation summary for each trust and general account.119.36(2)(a) and (b) 119.37(2)(a) and (b) 119.35(4)(a)Bank Reconciliation ReportBank ReconciliationReconciliation ReportReconciliation Report (from QuickBooks)Trust Bank Reconciliation Report
Client Trust ListingA listing of the trust balance for each client and matter noted on each trust ledger including the date of the last transaction.119.37(2)(c)Client Trust ListingTrust ListingTrust Listing ReportTrust Listing ReportTrust Trial Balance
General JournalA record for each general account of the law firm, that lists all financial transactions for the account, chronologically including all receipts, deposits, payments, withdrawals or transfers of money. 119.36(2)(c)General Bank JournalGeneral Bank Journal ListingBank Activity ReportBank Activity Report-
Trust JournalA record for each trust account of the law firm, that lists all financial transactions for the account, chronologically including all receipts, deposits, payments, withdrawals or transfers of money. 119.37(2)(d)Trust Bank JournalBank Journal ListingTrust JournalBank Activity ReportBank Account Register
Trust Transfer ReportA report showing all transfers of trust money between client trust ledgers.119.37(2)(e)Trust Bank Matter-to-Matter Transfer JournalClient Trust TransfersTrust Transfer RecordNoneTrust Account Journals
Client Trust LedgerA separate record for each client matter listing all transactions for that matter including all receipts, deposits, payments, withdrawals, or transfers of trust money.119.35(4)(b)Client Trust LedgerTrust Ledger by ClientClient's Trust LedgerTrust Ledger ReportTrust Ledger
Billing JournalA report that shows all fees, disbursements and expenses charged to clients; the dates of the statements of account for those fees, disbursements and expense; and the names of the clients.119.35(2)(a)Billing (fees) JournalInvoice JournalFees Book or Invoice JournalBilling History Report-
Accounts Receivable Ledger & Aging ReportA ledger that shows a continual running balance of amounts owed by the client for legal services provided and billed including payments on account and the date of each transaction. 119.35(2)(b)Receivables by ClientA/R Ledger Accounts Receivable Aging ReportMain Menu > Reports > Accounting (Matters) > Accounts Receivable Main Menu > Reports > Billing > Client BalanceAccounts Receivable Aging Report-
ReceiptsA record of cash payments and book of duplicate receipts for cash transactions required under Rule 119.58.119.35(2)(c)(vii)Data Entry > Main ScreenClients and matter > Select New TransactionsMain Menu > Matters > Select the Matter >Trust Transaction DepositReceipts are recorded in QuickBooks-

Prescribed Financial Records

Financial Institutions

The following chart lists additional prescribed financial records that must be obtained from financial institutions.

RecordInstructionRule
Bank StatementKeep copies of your monthly bank statements for each general and trust bank account in your prescribed financial records.119.35(2)I(I) 119.36(2)(d) 119.37(2)(g)
ChequesKeep negotiated cheques or images of negotiated cheques.119.35(2)(c)(ii) 119.36(2)(e) 119.37(2)(h)
Deposit SlipsKeep detailed duplicate deposit slips for all transactions within trust accounts and general accounts.119.35(2)(c)(iii)
Credit and Debit Card SlipsKeep copies of your credit and debit card slips. 119.24(1)(c) 119.25(c) and (d) 119.35(2)(c)(iv)
Electronic Banking Transaction Confirmations and RecordsFor Deposits: Obtain a confirmation from the bank or remitter of the money within two banking days of receiving the money; including the name of the client, the file number, or both.

For Withdrawals: Complete an Electronic Banking Withdrawal Form and obtain a confirmation from the bank, produced within two banking days of a withdrawal, showing all applicable details.
119.23(b) 119.31(3)(a) and (b) 119.35(2)(c)(v) 119.37(2)(a)
Other Considerations

The following chart details additional prescribed financial records which must be maintained by the law firm outside the approved software.

RecordInstructionRuleHow to Maintain
Trust PropertyMaintain a central record of all non-monetary client trust property including applicable details received from and returned to the client by the law firm.119.26 119.35(4)(c)This is not saved in the software. Use an electronic document or a paper-based register/binder.
Review of Inactive FilesMaintain a monthly record of the review of trust ledgers for any client matters that have been inactive for more than two years. See Disbursing the Undisbursable: What to Do with Unclaimed Trust Funds.119.37(3) 119.43(4)This is a list of all efforts performed to locate clients that have been inactive for two or more years, as well as the evidence of such efforts (e.g. emails, copies of letters, or returned letters).
Printed from https://www.lawsociety.ab.ca on May 21, 2025 at 7:23:33 AM
Law Society of Alberta ©2025 Law Society of Alberta.
  • Latest
  • Contact Us
  • Privacy
  • Terms and Conditions of Use
  • Accessibility
  • Sitemap
  • Careers
©2025 Law Society of Alberta.
  • Who We Are
    • Back
    • About Us
    • Executive Leadership Team
    • Board & Committees
      • Back
      • Board Directory
      • Board Meetings
      • Member Meetings
      • Committees
      • External Bodies
    • Affiliations
    • Key Initiatives
      • Back
      • 2024 Articling Survey
      • Equity, Diversity and Inclusion Initiatives
      • Innovation Sandbox
      • Indigenous Initiatives
    • Annual & Financial Reports
    • Strategic Plan
    • Awards & Scholarships
      • Back
      • Distinguished Service Awards
      • Recognition of Service
      • Scholarships
    • Upcoming Events
    • Media Room
    • eBulletins
    • Latest from the Law Society
  • For the Public
    • Back
    • Find a Lawyer
    • Complaints
    • Finding Files
    • Lost Wills
    • Public Resources
    • Financial Claims
    • Notices
    • Careers
  • Lawyers & Students
    • Back
    • Become a Lawyer
    • Become a Principal
    • Membership Services
    • Making a Payment to the Law Society
    • Professional Development
    • Western Canada Competency Profile
    • Trust Accounting & Safety
      • Back
      • Approval for Firms & Lawyers
      • Annual Reporting
    • Fraud & Loss Prevention
    • Alberta Lawyers Indemnity Association
    • Practice Advisors
    • Practice Management Consultations
    • Equity Ombudsperson
    • Complaints
    • Approved Legal Services Providers
    • Professional Regulatory Body Review
  • Resource Centre
    • Back
    • Lawyer Programs
      • Back
      • Mentor Connect
      • Mentor Express
      • Table Talks
      • AdvisorLink
      • Locum Connect
      • Practice Management Consultations
      • SoloNet
      • Assist
    • Learning Centre
    • Public Resources
    • Student Resources
      • Back
      • Articling Placement Program
    • Sole Practitioner Resources
    • New Lawyer Resources
      • Back
      • Practice Fundamentals Program
    • Anti-Money Laundering
    • Request a Presentation or Resource
    • Key Resources
      • Back
      • Legal Practice
      • Continuous Improvement
      • Cultural Competence & Equity, Diversity and Inclusion
      • Lawyer-Client Relationships
      • Practice Management
      • Professional Conduct
      • Professional Contributions
      • Truth and Reconciliation
      • Well-Being
  • Regulation
    • Back
    • Act, Code & Rules
    • Adjudication
      • Back
      • About the Tribunal Office
      • Hearing Schedule
      • Decisions & Outcomes
      • Complaint Dismissal Appeals
      • Adjudicator Directory
      • Book of Authorities
    • Notices
      • Back
      • Custodianship
      • Disbarment
      • Reinstatement
      • Resignation
      • Suspension
    • Unauthorized Practice of Law
      • Back
      • Information Concerning the Unauthorized Practice of Law
  • Find a Lawyer
  • Lawyer Portal
  • Contact

Email: Complaint Dismissal Appeals

Complaint Dismissal Appeals

Fill in the form below to get in touch with the Complaint Dismissal Appeal team.

  • Drop files here or
    Max. file size: 20 MB.
      Text, PDF, MSOffice, and Images only. Max size 20 MB.
    • This field is for validation purposes and should be left unchanged.
    Public Bencher Representatives

    Fill in the form below to get in touch with our public representative Benchers, who are appointed by Alberta's Minister of Justice and Solicitor General.

    • Drop files here or
      Max. file size: 20 MB.
        Text, PDF, MSOffice, and Images only. Max size 20 MB.
      • This field is for validation purposes and should be left unchanged.
      Office of the Chief Executive Officer & Executive Director

      Fill in the form below to get in touch with the Office of the Chief Executive Officer & Executive Director.

      • Drop files here or
        Max. file size: 20 MB.
          Text, PDF, MSOffice, and Images only. Max size 20 MB.

        Email: Governance

        Fill in the form below to get in touch with Governance.

        • This field is for validation purposes and should be left unchanged.

        Email: Indigenous Mentorship Program

        Fill in the form below to get in touch with the Indigenous Mentorship Program.

        • Drop files here or
          Max. file size: 20 MB.
            Text, PDF, MSOffice, and Images only. Max size 20 MB.

          Email: Mentorship

          Fill in the form below to get in touch with the Mentorship team.

          • Max. file size: 32 MB.

          Email: Equity, Diversity and Inclusion Counsel

          Fill in the form below to get in touch with the Equity, Diversity and Inclusion Counsel.

          • Drop files here or
            Max. file size: 20 MB.
              Text, PDF, MSOffice, and Images only. Max size 20 MB.

            Email: Indigenous Initiatives

            Fill in the form below to get in touch with Indigenous Initiatives.

            • Drop files here or
              Max. file size: 20 MB.
                Text, PDF, MSOffice, and Images only. Max size 20 MB.
              Innovation Sandbox Contact Form

              Fill in the form below to get in touch with the Innovation Sandbox team.

              • Drop files here or
                Max. file size: 20 MB.
                  Text, PDF, MSOffice, and Images only. Max size 20 MB.

                Email: Unauthorized Practice of Law

                Fill in the form below to get in touch with the Unauthorized Practice of Law team.

                • Drop files here or
                  Max. file size: 20 MB.
                    Text, PDF, MSOffice, and Images only. Max size 20 MB.
                  • This field is for validation purposes and should be left unchanged.

                  Email: Legal Technology

                  Fill in the form below to get in touch with Legal Technology.

                  • Drop files here or
                    Max. file size: 20 MB.
                      Text, PDF, MSOffice, and Images only. Max size 20 MB.

                    Email: Governance Meetings

                    Fill in the form below to get in touch with Governance.

                    • This field is for validation purposes and should be left unchanged.

                    Email: Practice Advisors

                    Fill in the form below to get in touch with the Practice Advisors

                    • 1500 character maximum
                    • Drop files here or
                      Max. file size: 20 MB.
                        Text, PDF, MSOffice, and Images only. Max size 20 MB.
                      • Matters that are considered urgent and will receive a response within the same or following business day are:

                        - Same day or next day real estate closings
                        - Same day or next day court matters
                        - Public, client and lawyer safety concerns (Please note: Safety concerns are defined as immediate threats of harm by clients or the public to themselves or to others, including the lawyer.)

                        Other matters submitted as time sensitive or urgent will be reviewed by the assigned Practice Advisor and they will prioritize accordingly in their call queue.

                        Practice Advisors will try to limit conversations to a maximum of 30 minutes so they can help as many lawyers as possible. To ensure a timely response, please do not send multiple requests.

                      Email: Education

                      Fill in the form below to get in touch with the Education department.

                      • Drop files here or
                        Max. file size: 20 MB.
                          Text, PDF, MSOffice, and Images only. Max size 20 MB.

                        Email: AdvisorLink

                        Email: Accounting

                        Fill in the form below to get in touch with Accounting

                        • Drop files here or
                          Max. file size: 20 MB.
                            Text, PDF, MSOffice, and Images only. Max size 20 MB.
                          • This field is for validation purposes and should be left unchanged.

                          Email: Customer Service

                          Fill in the form below to get in touch.

                          • Drop files here or
                            Max. file size: 20 MB.
                              Text, PDF, MSOffice, and Images only. Max size 20 MB.

                            Email: General Feedback

                            Fill in the form below to get in touch with General Feedback

                            • Drop files here or
                              Max. file size: 20 MB.
                                Text, PDF, MSOffice, and Images only. Max size 20 MB.

                              Email: Communications and Media Relations

                              Fill in the form below to get in touch with Communications and Media Relations.

                              • Drop files here or
                                Max. file size: 20 MB.
                                  Text, PDF, MSOffice, and Images only. Max size 20 MB.
                                • This field is for validation purposes and should be left unchanged.

                                Email: Membership Services

                                Fill in the form below to get in touch with Membership Services

                                • Drop files here or
                                  Max. file size: 20 MB.
                                    Text, PDF, MSOffice, and Images only. Max size 20 MB.

                                  Email: Manager, Membership Services

                                  Fill in the form below to get in touch with Tina McKay

                                  • Drop files here or
                                    Max. file size: 20 MB.
                                      Text, PDF, MSOffice, and Images only. Max size 20 MB.

                                    Email: Elizabeth Aspinall

                                    Email: Jesse Mackenzie

                                    Email: Allan Guty

                                    Email: SoloNet

                                    Fill in the form below to get in touch with SoloNet

                                    • Drop files here or
                                      Max. file size: 20 MB.
                                        Text, PDF, MSOffice, and Images only. Max size 20 MB.

                                      Email: Practice Management

                                      • Drop files here or
                                        Max. file size: 20 MB.
                                          Text, PDF, MSOffice, and Images only. Max size 20 MB.

                                        Email: Nancy Bains

                                        Fill in the form below to get in touch with Nancy Bains

                                        • Drop files here or
                                          Max. file size: 20 MB.
                                            Text, PDF, MSOffice, and Images only. Max size 20 MB.

                                          Email: Inform Trust Safety

                                          Fill in the form below to get in touch with Inform Trust Safety

                                          • Drop files here or
                                            Max. file size: 20 MB.
                                              Text, PDF, MSOffice, and Images only. Max size 20 MB.

                                            Email: Trust Safety

                                            Fill in the form below to get in touch with Trust Safety

                                            • Drop files here or
                                              Max. file size: 20 MB.
                                                Text, PDF, MSOffice, and Images only. Max size 20 MB.

                                              Email: Information Management

                                              Fill in the form below to get in touch with Information Management

                                              • Drop files here or
                                                Max. file size: 20 MB.
                                                  Text, PDF, MSOffice, and Images only. Max size 20 MB.

                                                Email: Election

                                                Fill in the form below to get in touch with Election

                                                • Drop files here or
                                                  Max. file size: 20 MB.
                                                    Text, PDF, MSOffice, and Images only. Max size 20 MB.

                                                  Email: Justicia Project

                                                  Email: Locum Connect

                                                  Fill in the form below to get in touch with Locum Connect

                                                  • Drop files here or
                                                    Max. file size: 20 MB.
                                                      Text, PDF, MSOffice, and Images only. Max size 20 MB.

                                                    Email: Mentor Connect

                                                    Fill in the form below to get in touch with Mentor Connect

                                                    • Drop files here or
                                                      Max. file size: 20 MB.
                                                        Text, PDF, MSOffice, and Images only. Max size 20 MB.

                                                      Email: Mentor Express

                                                      Fill in the form below to get in touch with Mentor Express

                                                      • Drop files here or
                                                        Max. file size: 20 MB.
                                                          Text, PDF, MSOffice, and Images only. Max size 20 MB.

                                                        Email: Indigenous Law Student Summer Employment Program

                                                        Fill in the form below to get in touch with Indigenous Law Student Summer Employment Program

                                                        • Drop files here or
                                                          Max. file size: 20 MB.
                                                            Text, PDF, MSOffice, and Images only. Max size 20 MB.

                                                          Email: ALIA

                                                          Fill in the form below to get in touch with ALIA

                                                          • Drop files here or
                                                            Max. file size: 20 MB.
                                                              Text, PDF, MSOffice, and Images only. Max size 20 MB.
                                                            • This field is for validation purposes and should be left unchanged.

                                                            Email: ALIAlert fraud alerts

                                                            Fill in the form below to get in touch with ALIAlert fraud alerts

                                                            • Drop files here or
                                                              Max. file size: 20 MB.
                                                                Text, PDF, MSOffice, and Images only. Max size 20 MB.
                                                              • This field is for validation purposes and should be left unchanged.

                                                              Email: Equity Ombudsperson

                                                              Fill in the form below to get in touch with the Equity Ombudsperson.

                                                              • Drop files here or
                                                                Max. file size: 20 MB.
                                                                  Text, PDF, MSOffice, and Images only. Max size 20 MB.

                                                                Email: Tribunal Office

                                                                Fill in the form below to get in touch with Tribunal Office

                                                                • Drop files here or
                                                                  Max. file size: 20 MB.
                                                                    Text, PDF, MSOffice, and Images only. Max size 20 MB.

                                                                  Email: Custodianship

                                                                  Fill in the form below to get in touch with Custodianship

                                                                  • Drop files here or
                                                                    Max. file size: 20 MB.
                                                                      Text, PDF, MSOffice, and Images only. Max size 20 MB.