Text Expander for Law Firms & Legal Teams

PhraseVault® is a text expander for law firms that stores reusable clauses and letter templates offline, in a database on your computer or your firm's network drive. Open it with Ctrl+. on Windows or Cmd+. on a Mac, search for the clause, and press Enter to paste it into Word, email, or another text field. There's no account or upload to PhraseVault, and you choose clauses through search rather than abbreviation triggers.

Why Law Firms Need a Text Expander

Law firms reuse confidentiality notices, contract clauses, and filing language. Save approved wording in a searchable library so you can find it without digging through old documents.

Fuzzy search finds phrases by partial words in their names or unprotected contents, in any word order. PIN-protected phrases are searchable by name only.

Email Confidentiality & Privilege Notices

If your firm uses confidentiality or advertising notices, save the approved wording as a phrase for consistent use. These notices don't create privilege or replace the safeguards needed for confidential communications:

Confidentiality notice:

PRIVILEGED AND CONFIDENTIAL: This email and any attachments may contain privileged and confidential information protected by attorney-client privilege. It is intended solely for the use of the individual or entity named above. If you are not the intended recipient, please notify the sender immediately, delete this email, and refrain from copying, forwarding, or disclosing its contents.

General information notice:

This message provides general information only and is not advice about your specific circumstances. Please contact [Firm Name] if you would like to discuss your matter.

Advertising notice:

ATTORNEY ADVERTISING: Prior results do not guarantee a similar outcome. The information provided is for general informational purposes only and should not be construed as legal advice on any subject matter.

Contract Clauses & Boilerplate

Contract drafting involves assembling the same standard clauses across dozens of agreements. Store each clause as a standalone phrase and build contracts faster:

Force majeure:

Neither Party shall be liable for any failure or delay in performing its obligations under this Agreement where such failure or delay results from Force Majeure. 'Force Majeure' means any cause beyond a Party's reasonable control, including but not limited to acts of God, war, terrorism, riot, embargoes, fire, flood, earthquake, epidemics, pandemics, strikes, or inability to secure transportation, facilities, or materials.

Severability:

If any provision of this Agreement is held by a court of competent jurisdiction to be invalid, illegal, void, or unenforceable, the remaining provisions shall remain in full force and effect and shall in no way be affected, impaired, or invalidated.

Entire agreement:

This Agreement constitutes the entire agreement between the parties hereto with respect to the subject matter hereof and supersedes all prior agreements, understandings, negotiations, and discussions, whether oral or written. No amendment or modification shall be valid or binding unless set forth in writing and duly executed by both parties.

Governing law:

This Agreement shall be governed by and construed in accordance with the laws of the State of [State], without giving effect to any choice or conflict of law provision or rule.

Indemnification:

Each Party shall indemnify, defend, and hold harmless the other Party and its officers, directors, employees, agents, successors, and assigns from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or resulting from the Indemnifying Party's breach of any representation, warranty, or obligation under this Agreement.

Limitation of liability:

IN NO EVENT SHALL EITHER PARTY'S AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THIS AGREEMENT EXCEED THE TOTAL AMOUNTS PAID OR PAYABLE DURING THE TWELVE (12) MONTH PERIOD IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO SUCH CLAIM.

Confidentiality / NDA:

Receiving Party shall hold and maintain the Confidential Information of the Disclosing Party in strict confidence for the sole and exclusive benefit of the Disclosing Party. Without prior written approval, the Receiving Party shall not use, publish, copy, or otherwise disclose to others any Confidential Information.

Assignment:

Neither Party may assign or transfer this Agreement without the prior written consent of the other Party; provided, however, that either Party may assign this Agreement without consent in connection with a merger, acquisition, or sale of all or substantially all of its assets.

Notices:

All notices hereunder shall be in writing and shall be deemed given: (a) when delivered by hand; (b) when received if sent by nationally recognized overnight courier; (c) on the date sent by email if sent during business hours; or (d) on the third day after mailing by certified mail, return receipt requested.

Counterparts:

This Agreement may be executed in counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same agreement. A signed copy delivered by email or electronic transmission shall have the same legal effect as an original.

Client Correspondence

Letters to clients follow predictable patterns. Store the framework and fill in the specifics:

Engagement letter:

Thank you for selecting [Firm Name] to represent you in connection with [matter]. This letter sets forth the terms of our engagement. The scope of our representation will be limited to the matter described above. We are not undertaking to represent you in any other matter unless we specifically agree to do so in writing.

Fee agreement:

Our fees are based on time spent at the following hourly rates: [rates]. These rates are subject to periodic adjustment. In addition, you will be responsible for costs including filing fees, courier charges, travel expenses, photocopying, and expert witness fees.

Retainer:

We require an initial retainer deposit of $[amount], which will be deposited into our client trust account and applied against fees and costs as incurred. The retainer is not an estimate of total fees. We will provide monthly invoices detailing services rendered.

Conflict check (no conflict):

We have completed our conflicts check. Based on our review, we have identified no conflicts of interest that would prevent us from representing you in this matter.

Conflict check (conflict found):

We have completed our conflicts check. Unfortunately, we have identified a conflict of interest that prevents us from representing you. Pursuant to our ethical obligations under the Rules of Professional Conduct, we must decline this engagement. We recommend contacting the [State] Bar Association Lawyer Referral Service.

Case status update:

I am writing to provide you with an update on [matter]. Since our last communication, the following developments have occurred: [developments]. The next steps are: [next steps].

Disengagement:

This letter confirms that our representation of you in connection with [matter] has concluded. Please be advised that applicable statutes of limitations or other deadlines may affect your legal rights. We will retain your file in accordance with our document retention policy.

Court Filings & Litigation

Court documents require rigid formatting and exact procedural language. Inserting a saved phrase keeps that language exact, without retyping it:

Certificate of service (e-filing):

I hereby certify that on [date], a true and correct copy of the foregoing [document] was filed electronically with the Clerk of Court using the CM/ECF system. Notice of this filing will be sent to all counsel of record by operation of the Court's electronic filing system.

Certificate of service (mail):

I hereby certify that on [date], I served a true and correct copy of the foregoing [document] upon the following counsel of record by [U.S. Mail, postage prepaid / hand delivery / overnight courier].

Verification:

I, [Name], declare under penalty of perjury under the laws of the United States of America that the foregoing is true and correct to the best of my knowledge, information, and belief. Executed on [date], at [City, State].

WHEREFORE closing:

WHEREFORE, [Party] respectfully requests that this Court grant the relief requested herein and such other and further relief as the Court deems just and proper.

Motion introduction:

COMES NOW [Party], by and through undersigned counsel, and hereby moves this Honorable Court for [relief requested], and in support thereof states as follows:

Stipulation:

IT IS HEREBY STIPULATED AND AGREED, by and between the undersigned counsel for the parties hereto, subject to the approval of this Court, that:

Billing & Timekeeping

Law firms bill by the hour, and time entry descriptions follow predictable patterns. Consistent descriptions also simplify invoice review and client communication:

Correspondence review:

Review and analyze correspondence from opposing counsel regarding [subject]; draft response summarizing key issues and recommended course of action.

Client conference:

Prepare for and attend telephonic conference with client regarding case strategy and upcoming deposition schedule.

Legal research:

Conduct legal research on [topic]; summarize findings for internal memorandum.

Motion drafting:

Draft and revise motion to compel discovery responses, incorporating latest case law.

Evidence review:

Review discovery responses and organize evidence for summary judgment motion.

Deposition preparation:

Prepare outline of deposition questions for examination of [witness]; review and analyze supporting materials.

Document production review:

Review and organize documents produced in response to subpoena duces tecum; prepare privilege log for withheld documents.

Expert witness conference:

Telephone conference with expert witness in preparation for trial testimony.

Corporate & M&A

Deal documentation reuses the same representations and warranties across transactions:

Organization & authority:

The Company is a corporation duly organized, validly existing, and in good standing under the laws of the State of [State]. The Company has all requisite corporate power and authority to own, lease, and operate its properties and to carry on its business as now being conducted.

No litigation:

Except as set forth in Schedule [X], there is no action, suit, proceeding, or investigation pending or, to the Knowledge of the Company, threatened against the Company that seeks damages in excess of $[amount] or could reasonably be expected to have a Material Adverse Effect.

Financial statements:

The Financial Statements fairly present, in all material respects, the financial condition and results of operations of the Company as of the dates and for the periods indicated, in conformity with GAAP applied on a consistent basis.

Real Estate & Closings

Wire fraud warning:

WIRE FRAUD ALERT: Criminals are hacking email accounts and sending emails with fraudulent wire transfer instructions. If you receive an email containing wire transfer instructions, DO NOT send funds without first verifying the instructions by calling a known, trusted phone number.

AS-IS clause:

The Property is sold in its present 'AS-IS' condition with all faults, if any, and without any warranties, express or implied, as to the condition of the Property or its fitness for any particular purpose.

Immigration

USCIS cover letter:

Enclosed please find the [Form Type], [Form Name], along with all required supporting documentation, filed on behalf of [Petitioner/Applicant Name].

RFE response:

On behalf of [Name], I am writing in response to the Request for Evidence dated [date], receipt number [number]. Please find enclosed the following additional evidence and documentation in support of the [form type] previously filed.

Try These Legal Phrases

Replace square-bracketed text after pasting. The downloadable phrases below can instead ask for details through dynamic fields, such as a name or date. See dynamic inserts for how they work.

Keep Your Clause Library on Your Own Systems

PhraseVault stores phrases in your chosen database on your computer or a network drive, without uploads to PhraseVault, telemetry, or an account. Your organization remains responsible for access to that file and for handling confidential data.

A license holder can request the source under an NDA. The source-available terms explain who may read it. The GDPR article explains local storage and privacy in more detail.

One Clause Library for the Entire Firm

With team sharing, everyone opens the same database on a network drive. Changes appear on their next search or summon, giving new colleagues access to approved wording.

Have one person maintain the templates and avoid simultaneous edits. PhraseVault doesn't merge conflicts or provide per-user permissions; control access through folder permissions and keep sensitive details out of broadly shared templates. Editing separate offline copies in a cloud-synced folder can cause conflicts.

Use Phrases in Your Legal Software

PhraseVault pastes into text fields in email, documents, and business software without a dedicated integration. Test your usual fields: the receiving app controls formatting. After an automatic paste, PhraseVault restores the clipboard's previous plain text and HTML.

PhraseVault runs on Windows 10+ (x64) and macOS 13+ on Apple Silicon. On a Mac, enable it in System Settings → Privacy & Security → Accessibility for automatic pasting. Otherwise, paste the copied phrase yourself.

Try PhraseVault in Your Practice

Download PhraseVault to try all features free for 14 days, with no credit card. Start with the phrases you use most often and build your library as you go.