Dealing with an investigation by the Solicitors Regulation Authority (SRA) can be a daunting and complex process for any solicitor or law firm within the UK. The SRA plays a crucial role in maintaining standards within the legal profession, ensuring that all solicitors and firms not only adhere to the highest levels of professional conduct, but also safeguard the interest of their clients. When allegations of misconduct arise, the SRA investigation process is initiated to examine whether any breaches of these standards have occurred.

The SRA investigation process is designed to be thorough, assessing all aspects of the alleged breach or misconduct. From initial inquiries and the production of relevant documents to the final stages of disciplinary proceedings, the investigation seeks to establish the facts and determine the appropriate course of action. The outcomes of these investigations can vary, but the most serious breaches can result in harsh regulatory action.

Given the potential consequences, any regulated firm or individual lawyer subject to an investigation needs to understand how the investigation process will play out. In this guide, the legal experts at JMW explain each step of this process, making it easier for your firm to address regulatory concerns with precision and care, and mitigate the potential repercussions of an investigation on your career or business.

What does the SRA investigate?

The Solicitors Regulation Authority (SRA) is the principal regulator of solicitors and law firms in England and Wales, tasked with ensuring that all adhere to the high standards of professional conduct and regulatory compliance expected within the legal services sector. The scope of what the SRA investigates is broad, encompassing a wide range of potential breaches and misconduct that could undermine public trust and confidence in the legal profession.

Professional conduct and serious breaches

Central to the SRA's remit is the investigation of allegations relating to breaches of the SRA Standards and Regulations. These standards are designed to uphold the integrity of the legal profession, protect client interests, and maintain public confidence in legal services. Investigations often focus on allegations of professional misconduct, including breaches of confidentiality, conflicts of interest, dishonesty, and failure to act in the best interests of clients.

Financial misconduct and mismanagement

The SRA also pays close attention to the financial management of law firms, specifically investigating allegations related to the mishandling of client money, which constitutes a serious breach of trust and can lead to significant regulatory action. These investigations ensure that firms comply with the rules and regulations governing the handling and protection of client funds, aiming to prevent financial misconduct and misappropriation.

Compliance failures

Compliance with the myriad of regulations, rules and guidance issued by the SRA and the Law Society is a fundamental requirement for solicitors and law firms. The SRA investigates instances where there is evidence to suggest a lack of compliance, whether through failure to produce information requested by the regulator, inadequate record-keeping, or failure to adhere to specific legal and regulatory obligations.

Client protection and allegations of misconduct

Allegations of misconduct that jeopardise client protection are of particular concern to the SRA. This includes cases where solicitors may have failed to act with integrity, engaged in acts of discrimination or harassment, or otherwise acted in a manner that could harm the welfare or interests of their clients. The investigation of such allegations is critical in maintaining the standards of conduct and practice required within the legal profession.

In each of these areas, the SRA's investigation process relies heavily on the collection and examination of evidence. Solicitors and firms under investigation are required to produce documents, statements, and other forms of evidence that can support or refute the allegations made. The quality, relevance and integrity of this evidence are critical factors in determining the outcome of an investigation. 

The representations made to the SRA about this information can heavily influence the decision on whether an investigation proceeds to a regulatory penalty or a prosecution at the Solicitors Disciplinary Tribunal (SDT). Early specialist advice on how information should be presented can be determinative.

The initial phase of an SRA investigation

The commencement of an SRA investigation can be a pivotal moment for any solicitor or law firm. Understanding the initial actions taken by the SRA and knowing how to respond effectively can significantly impact the investigation's direction and outcome.

Firstly, the SRA will provide an official notification of its intentions to launch an investigation. This notification is typically conveyed through official correspondence, either electronically or in hard copy. The document will explain the nature of the allegations or concerns under investigation and may request the provision of specific documents or information. It is crucial to pay close attention to the details contained within this initial notification, as it sets the tone for your response and engagement with the investigation process. Avoiding the question is rarely the best strategy.

Upon launching an investigation, the SRA undertakes several preliminary steps to gather initial evidence and ascertain the scope of the issues at hand. These actions may include:

• Requesting documents and information: the SRA will specify documents and information that need to be produced. This request can encompass a wide range of materials, from client files and financial records to internal correspondence and policy documents.
• Interviews and statements: in some cases, the SRA may conduct interviews with relevant individuals, including the solicitor under investigation, members of the firm's management, and possibly clients or third parties. These interviews aim to gather firsthand insights into the allegations.
• Onsite visits: depending on the nature and severity of the allegations, the SRA may conduct onsite visits to examine records, observe practices, and interview staff members.

Responding promptly and appropriately to an SRA investigation is critical. Here are your immediate responsibilities upon receiving notification of an investigation:

• Acknowledge receipt of the notice: promptly acknowledge the notification from the SRA, indicating your awareness of the investigation and your intent to cooperate.
• Gather and review information: begin compiling the documents and information requested by the SRA. It is essential to review this material carefully to understand the issues being investigated fully.
• Avoid delays: ensure that responses to requests for information are timely and complete. Delays or failure to provide the requested documents can compound the issues and potentially lead to further regulatory action.
• Maintain confidentiality: be mindful of the confidential nature of the investigation and the information involved. Limit discussions about the investigation to those directly involved or necessary for preparing your response.

What to do if you are being investigated by the SRA

Finding yourself under investigation by the SRA can be a stressful and uncertain time. Knowing the appropriate steps to take can not only help manage this stress but also positively influence the course of the investigation.

• Carefully review the notification: begin by thoroughly reviewing the SRA's notification of investigation. Understand the specific allegations, the scope of the requested information, and any deadlines for response. This initial document is fundamental in guiding your subsequent actions. If you need more time, demonstrating timely consideration of the issues will help.
• Organise your documentation: promptly start gathering any documents and information relevant to the SRA's requests. This may include client files, financial records, communications and policies. Organisation and completeness are key, as these documents will form the basis of your response to the investigation.
• Consult a legal specialist: engaging with a legal advisor who specialises in SRA investigations and regulatory compliance is vital. They can provide strategic advice on responding to the investigation, represent you in dealings with the SRA, and help prepare any necessary documentation or submissions.
• Maintain communication: keep open lines of communication with the SRA, acknowledging their correspondence and requests promptly. If you require additional time to gather the requested information, communicate this early and seek an extension if necessary.

Throughout the process, it is advisable to bear the following principles in mind:

• When responding to the SRA, ensure that your submissions are thorough, accurate, and address the issues raised. A well-prepared response can significantly impact the SRA's understanding and assessment of the allegations.
• Throughout the investigation, it is imperative to maintain professionalism and cooperation with the SRA. Demonstrating a commitment to resolving the issues and compliance with regulatory standards is beneficial.
• You should use the investigation as an opportunity to conduct an internal review of your practices and procedures. Identifying any areas for improvement and taking corrective action can demonstrate to the SRA your commitment to compliance and professional standards.

The SRA investigation process

Understanding the intricacies of the SRA investigation process is essential for any solicitor or law firm facing scrutiny. This phase encompasses a series of steps, each designed to gather evidence, assess allegations, and determine whether any breaches of professional standards have occurred. Here, we detail the stages of the investigation process, offering insight into what to expect and how to prepare.

• Initial assessment and information gathering: after notifying the solicitor or firm of the investigation, the SRA begins with an initial assessment of the allegations. This phase involves collecting all relevant information and documents that pertain to the case. The solicitor or firm under investigation is expected to produce requested materials in a timely and organised manner, which may include financial records, client files, and correspondence.
• Interviews and statements: as part of their evidence-gathering, the SRA may conduct interviews with the solicitor, members of the firm, and possibly clients or other relevant individuals. These interviews aim to collect firsthand accounts and clarifications regarding the concerns. Preparing for these interviews with the help of a specialist lawyer ensures that you present your information clearly and accurately.
• Analysis and further investigations: with the evidence gathered, the SRA analysts and investigators review and assess the information to establish the facts of the case. This stage may uncover the need for additional information or clarification, leading to further requests to the solicitor or firm. Throughout this phase, maintaining open and cooperative communication with the SRA is crucial.
• Draft report and response: upon completing their analysis, the SRA compiles a draft report detailing their findings and initial conclusions. This report is then shared with the solicitor or firm, providing an opportunity to review the findings, respond to the allegations, and present any additional evidence or arguments. This step is critical, as it allows for the correction of inaccuracies and the presentation of your case before final determinations are made.
• Decision and potential outcomes: after considering the response to the draft report, the SRA makes a decision regarding the investigation. The outcomes can vary widely, from finding no breach and taking no further action, to identifying breaches that may require a regulatory settlement agreement, referral to the Solicitors Disciplinary Tribunal (SDT) for disciplinary proceedings, or other forms of regulatory action.

According to the SRA, 93% of investigations are concluded within 12 months, but the timescale will naturally depend on the complexity of the case, how much evidence there is to review, and how quickly the regulator can obtain the information it requires for the investigation.

What are the potential outcomes of the investigation?

Understanding the potential outcomes of the investigation process is essential. These outcomes not only have significant implications for your professional practice, but also for your reputation within the legal community.

• No further action: in instances where the investigation finds that the allegations are unfounded or that any identified breaches do not merit disciplinary action, the SRA may decide to take no further action.
• Advice or warning: the SRA may issue advice or a warning if it finds minor breaches of the SRA Standards and Regulations that do not warrant formal disciplinary action. While these do not constitute sanctions, they serve as official notices that highlight areas of concern that the solicitor or firm needs to address to prevent future breaches.
• Regulatory Settlement Agreement: a Regulatory Settlement Agreement (RSA) is an option when the SRA and the solicitor or firm agree on the facts of the case and the appropriate sanction outside of a formal tribunal hearing. RSAs often involve the acceptance of misconduct by the solicitor or firm, along with agreed-upon sanctions, which can include fines or restrictions on practice. RSAs are particularly useful in resolving matters more swiftly and with potentially less damage to one's professional reputation.
• Fixed financial penalties - in 2023, the SRA introduced a new system of fixed penalties, applying to lower-level breaches of its rules, to enable these lesser issues to be dealt with more effectively and swiftly. In these instances, a fine of £750 will be issued for a first breach, or £1,500 for a subsequent breach of the same category within three years of the date of the first penalty, or a continuation of the first breach.
• Referral to the Solicitors Disciplinary Tribunal (SDT): for serious breaches of the SRA Standards and Regulations, the case may be referred to the SDT. The SDT operates independently of the SRA and has the authority to impose a range of sanctions, from reprimands and fines to suspension or striking off the roll. The tribunal process is more formal and akin to court proceedings, where both sides present their case before a decision is made.
• Agreed outcome: before or during an SDT hearing, it may be possible to reach an agreed outcome, where the solicitor or firm and the SRA agree on the facts, breaches and sanctions. This process requires approval by the SDT but can offer a way to resolve the matter without the need for a full tribunal hearing.
• Pay costs: in addition to any sanctions imposed, the SRA or the SDT may order the solicitor or firm to pay the costs of the investigation and proceedings. These costs can be significant, especially for prolonged investigations or tribunal cases.

The SRA states that the vast majority of its investigations are closed without the need for formal regulatory action, but in the more serious cases, the consequences can have a lasting impact on your professional reputation and your ability to practice. This is why it is so vital to make sure you are properly prepared for the process.

Why seek legal advice?

The complexities and potential ramifications of an SRA investigation underline the importance of seeking specialised legal advice. Engaging with a law firm with experience in this area offers several advantages that can significantly influence the outcome of your case.

• Expert guidance: legal advisors who specialise in SRA investigations possess in-depth knowledge of the process, including what the SRA looks for in its investigations and how it interprets its regulations. They can provide invaluable guidance on navigating the investigation, from the initial response to the final outcome.
• Preparation of comprehensive responses: responding to the SRA's requests for information and documents is a critical part of the investigation process. Legal advisors can help ensure that your submissions are thorough and organised, and can present your case in the best possible light, addressing the SRA's concerns effectively.
• Representation and advocacy: having legal representation can be particularly beneficial if the investigation progresses to an interview stage or a hearing before the SDT. Your legal advisor can advocate on your behalf, presenting arguments and evidence to support your position.
• Strategic advice on compliance and rectification: legal advisors can offer strategic advice on compliance with SRA Standards and Regulations, helping you to identify and rectify any areas of concern within your practice.
• Negotiating agreements and outcomes: in cases where a regulatory settlement or agreed outcome may be possible, legal advisors can negotiate with the SRA on your behalf.

If you are facing an SRA investigation and require tailored legal support, get in touch with JMW. You can learn more about our legal services for law firms and solicitors, or call us on 0345 872 6666. You can also fill in our online enquiry form to request a call back.