Infos

Terms and Conditions

Welcome to Halabi & Associates Law Firm.

This document clearly and comprehensively outlines all the terms governing our collaboration. It has been designed to help you easily understand our commitments, our fees, our support packages and your rights.

We invite you to read it carefully, as it is the foundation of the mutual trust that will guide our partnership.

Our Mission

Defending your interests with rigour and dedication

Your Trust

The foundation of every collaboration

Our Excellence

Your success is our absolute priority

1. Our Mission: What we do for you

Halabi & Associates Law Firm is fully committed to defending your interests at every stage of your legal and administrative proceedings. Our services cover a comprehensive range of professional activities, always carried out in strict compliance with our ethical rules and Bar requirements.

Advice & strategy

Analysis of your situation, personalised advice and development of a legal strategy tailored to your objectives.

Negotiation & assistance

Representation of your interests during negotiations and assistance at every stage of the procedure.

Drafting & case files

Complete preparation of your files, drafting of applications, submissions and legal documents.

Follow-up & representation

Follow-up with administrations and representation before the competent authorities and courts.

2. Your first step: The consultation

Fees & Terms

Consultation = €375
Duration: approximately 45 minutes.
Amount fully deductible from our fees if a case is opened within 48 hours of sending our thank-you email.

Pre-payment

In-office appointment: €150 deposit upon booking, balance due on the day of the consultation
Remote appointment: full payment of €375 before the consultation

Available consultation modes

In person at the office
By telephone
By video conference

Important Points

Cancellation: Any cancellation must be made at least 24 hours before the appointment. A consultation that is not cancelled will be charged in full.
Lateness: Any delay will be deducted from your consultation time so as not to penalise other clients.
Walk-ins: Any unscheduled visit to the office is charged at €50.

3. Consultations & legal opinions

2 distinct types of intellectual services, designed to meet different needs. Choosing the right package from the outset ensures you receive an answer suited to your situation, whether simple or complex.

Strategic consultation – €375

For whom?
2 conditions:
1) you are considering legal support AND
2) your situation allows for a procedure with good chances of success.

Prior analysis of your situation (before the appointment)
45-minute meeting with a specialised lawyer
Written strategic note with action plan
Explanatory PDF documents on each option
Support proposal and detailed fee breakdown

→ €375 deducted from fees if you open a case.

Written legal opinion – €500 or €1,000

For whom?

You only want information, OR
You have a complex situation, OR
A complicated administrative history (refusals, removal orders, entry bans, SIS alerts…)

Complete analysis of your situation
Review of ALL your residence options
Clear written document with recommendations
Assessment of chances of success

€500 (first application) | €1,000 if complex history and commissioning of the administrative file.
Deadline: 10 working days after receipt of the file.
→ Amount deducted from fees if a case is opened.

3.3 How to choose between consultation and legal opinion?

Consultation – €375

Choose the consultation if:

You have general questions about your options
You are ready to open a case quickly
A verbal exchange is sufficient for you to make your decision

Legal Opinion – €500-€1,000

Choose the legal opinion if:

Your situation is complex or atypical
You need a written document to share with a third party
Several procedures are possible
You need to make an important decision with significant stakes

If in doubt, we will guide you towards the most suitable option during your first contact. Do not hesitate to reach out so we can advise you.

Provisions common to both packages

Obligation of means: Rigorous analysis and advice in accordance with applicable law. No guaranteed outcome.
Validity & Limitations: Based on the documents and legislation in force at the date of the consultation. Any subsequent change may alter the conclusions.
Confidentiality: All exchanges are covered by attorney-client privilege.
Intellectual property: The legal opinion is for the exclusive use of the client. Any unauthorised distribution is prohibited.

4 & 5. Starting & accepting our collaboration

Our collaboration formally begins once we have agreed on the scope of the engagement and the financial terms, and after payment of the first retainer.

Payment of your first retainer constitutes full and complete acceptance of these general terms and conditions, the strategy proposed in the consultation note and the terms indicated in the documents provided.

Replacement of the Fee Agreement

Payment of the retainer replaces the signing of a formal fee agreement. Everything is based on trust and mutual acceptance. Upon request, a signed agreement may nevertheless be offered.

Value of the Retainer

Payment of your first retainer confirms your agreement to all terms, including the fees detailed in your personalised consultation note.

Start of Engagement

Upon receipt of the retainer, we begin the preparatory phase of your support (sending the document checklist and onboarding).

5. Our Support Packages: Security & Serenity

We offer two complementary support packages, designed to adapt to your level of autonomy and the complexity of your case. Whichever package you choose, our goal remains the same: to maximise your chances of success.

Reference table: what is included in each package

DELIVERABLE	SECURITY	SERENITY
– PREPARATORY PHASE –
Complete file analysis	✅	✅
Personalised document checklist (25 years of practice)	✅	✅
Assessment of chances of success	✅	✅
Answers to questions (email + 15 min call)	✅	✅
– DOCUMENT VERIFICATION –
Completeness + compliance check (within 72h)	✅	✅
Document templates provided	✅	✅
– FILE PREPARATION –
Cover page with legal basis + inventory	✅	✅
Summary PDF file ready for submission	✅	✅
Assistance with joint appointment booking	✅	✅
– DRAFTING AND SUBMISSION –
Legal research tailored to the case	❌	✅
Drafting of the reasoned application (within 5 working days)	❌	✅
Internal review by Me Halabi	❌	✅
Preparation and submission of the file	❌	✅
– FOLLOW-UP UNTIL DECISION –
Proactive follow-up + reminders to administration	❌	✅
Response to requests for additional documents	❌	✅
Communication of decisions	❌	✅
Support until the residence card is issued	❌	✅
– FEES –
Base fee	✅	✅

6. Fee structure

Fixed Fee with Maximum Hours Principle

Each fee proposal includes a fixed fee corresponding to a maximum number of included services. If the hours actually worked are less than the planned maximum, no refund is due – the fixed fee is agreed on the basis of a maximum, not an exact amount. If the maximum is respected, no additional charge is made.

Success Fee

Each proposal includes a success fee, payable only in the event of a positive decision in your case. The exact amount is indicated in your personalised fee proposal.

Exceeding the Fixed Fee

€375 incl. VAT per hour in case of exceeding the agreed fixed fee. An additional retainer is requested based on estimated additional hours. If the hours actually worked are less than the estimate, the unused balance is refunded.

Costs & Disbursements not included in fees

Fees exclusively cover the legal and administrative services described in the proposal, as well as all our internal costs. The following items remain at your exclusive charge:

Administrative Charges: Municipal taxes, Immigration Office, embassy, consulate, visa fees, court fees.
Documents & Legalisation: Obtaining documents, legalisation/apostille, sworn translation, postage costs.

7. Fee refund policy

General Principle

The opening retainer is non-refundable in principle.

Partial Refund

Possible only if:
(1) the procedure is stopped within 6 months of sending the document checklist AND
(2) billing at the rate of €375/h excl. VAT.

Refund Cap

Maximum 50% of fees paid, after deduction of the consultation fee (always due in full).

Exclusions – No refund in the following cases:

Request made more than 6 months after sending the document checklist
Impossibility to continue due to a reason attributable to the client (documents not provided, incorrect information…)
Success fee already invoiced following a positive decision

8. Communication & information exchange

8.1 How we work

Emails

For questions and case follow-up. Response guaranteed within 24 to 48 working hours (and same day in case of urgency, to be specified in the email).

Included phone call

One call of maximum 20 minutes is included. To be prepared by sending your questions by email beforehand.

Document submission

By email, electronic filing or drop-off at the office by appointment.

8.2 Your role

Provide information: Send us all necessary documents and information, completely and within the agreed deadlines.
Physical presence: Submit the application to the authorities when your physical presence is required by law (file submission or residence card collection).
Responsiveness: Respond promptly to our requests for clarification so as not to delay the processing of your case.

9 & 10. Payments, confidentiality & security

9. Payment Difficulties

In the event of payments not made within the agreed deadlines, the Firm reserves the right to suspend its services. Instalment payment arrangements may be expressly agreed between the parties.

10. Absolute Professional Secrecy

In accordance with Article 458 of the Criminal Code and the ethical rules of the Bar, the lawyer is bound by professional secrecy in an absolute and permanent manner. This obligation applies to all members and collaborators of the Firm, without exception and without limitation in time.

No information communicated by the client may be disclosed to third parties, except under express legal obligation or with the client’s written authorisation.

Recording of meetings & data protection (GDPR)

In the course of its engagements, the Firm may record consultation meetings (in person or remotely), solely for the purpose of generating a transcript for drafting the consultation note. These recordings are deleted once the note is finalised, in accordance with the principle of storage limitation provided for in Article 5(1)(e) of the GDPR.

Prior information: The client is informed of the recording before the meeting and may object at any time.
GDPR rights: Access, rectification and erasure (Articles 15 to 17 of the GDPR) exercisable with the Firm.
Data sovereignty: All data remains subject to the lawyer’s professional secrecy.

11 & 12. Collaboration with third parties & anti-money laundering

11. Collaboration with third parties

For certain specific services, the Firm may call upon external professionals (translators, experts, specialised colleagues…). Any collaboration with a third party is systematically brought to your attention and carried out in strict compliance with confidentiality and your interests.

12. Anti-money laundering (Law of 18/09/2017)

As lawyers, we are subject to legal obligations for the prevention of money laundering and terrorist financing. This includes the formal identification of the client, their representatives and beneficial owners.

The client undertakes to provide all necessary documents spontaneously and without delay. We reserve the right to suspend our services if this information is not communicated within a reasonable timeframe.

13. Submitting the application to the authorities

For the majority of visa, residence, renewal or nationality applications, the law requires the client to appear in person before the competent authorities (municipality, Immigration Office, embassy, consulate).

The Firm cannot under any circumstances substitute for the client in this process when their physical presence is required.

Handled by the Firm

File Preparation: Complete verification, organisation, inventory and drafting of the reasoned letter (Serenity).
Appointment Booking: Help and advice to obtain an appointment with the competent authorities, even in difficult cases.
Application Submission: Precise instructions on the documents to present and the procedure to follow on the day.
Post-Submission Follow-up: Follow-up of your case after submission and reminders to the authorities (Serenity package).

14. Limited liability & limits by package

Our services are subject to an obligation of means and not of result. We commit to defending your interests with diligence, competence and dedication, deploying all legal and reasonable means at our disposal. Our professional liability is covered by insurance taken out with ETHIAS.

Security Package – Limits

The client remains solely responsible for submitting their application. The Firm cannot be held liable for errors during submission, information not communicated, decisions by the authorities or legislative changes occurring after the file has been handed over.

Serenity Package – Limits

The Firm cannot be held liable for the consequences of concealment of information, incomplete documents, failure to follow recommendations, sovereign decisions of the authorities or any change in legislation during the procedure.

15. Client’s duty to inform

The client undertakes to inform the Firm, spontaneously and without delay, of any new element likely to affect their case: change in personal, family, professional or administrative situation, parallel proceedings, decision or correspondence received from the authorities.

Our commitment: to advise you with full transparency and alert you to identified risks. Your commitment: to play the trust card and tell us the whole truth. It is together that we maximise your chances of success.

16 & 17. End of collaboration, archiving & applicable law

16. End of Collaboration & Archiving

At the end of our collaboration, the Firm retains the archives of your file for 5 years. Upon expiry of this period, the documents may be destroyed unless you expressly request otherwise. We recommend that you keep a complete copy of your file on your side.

17. Law & Competent Jurisdiction

Our contractual relations are governed by Belgian law. In the event of a dispute, exclusive jurisdiction is attributed to the competent Belgian courts.

Any dispute relating to the interpretation or performance of these general terms and conditions shall be submitted to the Belgian courts.

Thank you for your trust

We sincerely thank you for your trust in choosing Halabi & Associates Law Firm to support you in your proceedings. Acceptance of these Terms and Conditions marks the beginning of a collaboration founded on mutual respect, transparency and commitment to excellence.

Your success is our priority, and we are determined to work tirelessly to achieve the results you deserve.

Mutual Respect: A professional relationship founded on listening, understanding and consideration of your unique situation.
Transparency: Clear and honest communication at every stage, with no surprises or grey areas.
Excellence: A constant commitment to the quality of our services and the optimal defence of your interests.
Results: A total mobilisation of our expertise and energy to maximise your chances of success.

Halabi & Associates Law Firm – By your side, at every step of your journey.