Legal Case Management Template
A free legal case management template for law firms. Covers case details, contacts, tasks, deadlines, documents, and billing. No signup or email required.
What is a legal client intake form?
A legal client intake form is a document used by law firms and solo practitioners to gather essential information from a prospective client before or during the initial consultation. It captures client details, the nature of the legal matter, conflicts of interest, fee structure, and consent to proceed.
The template
Legal Client Intake Form Template
LEGAL CLIENT INTAKE FORM
Firm name:
[Your law firm name]
Date:
[Date]
File number:
[To be assigned]
Intake completed by:
[Name and role]
Practice area:
- Corporate and commercial
- Employment and labour
- Family law
- Criminal defence
- Personal injury
- Real estate and property
- Wills, trusts, and estates
- Immigration
- Intellectual property
- Other:
IMPORTANT NOTICE
Completing this form does not create an attorney-client relationship. A relationship is established only once a signed engagement letter and retainer agreement are in place.
All information is confidential and protected under attorney-client privilege once representation is formally established.
SECTION 1 - CLIENT INFORMATION
Client type:
IndividualBusinessOther
Full legal name:
Preferred name:
Date of birth:
Social Security number or government ID:
Business name (if applicable):
Business structure:
Sole traderPartnershipPty Ltd / CorporationOther:
Contact details:
Address:
City / State / Postcode:
Email:
Phone - primary:
Phone - secondary:
Preferred contact method:
EmailPhone
Preferred contact times:
Occupation:
Employer:
Employment status:
EmployedSelf-employedUnemployedRetiredOther
Financial information (for ability to pay assessment):
Annual income (approximate):
Assets relevant to matter:
Existing legal insurance:
Yes - provider:NoUnknown
Referral source:
Online searchReferral - from:Existing clientDirectory listingOther:
SECTION 2 - MATTER SUMMARY
Describe the legal issue in your own words:
Desired outcome:
Names and contact details of involved parties:
Party 1:
Name:Role:Contact:
Party 2:
Name:Role:Contact:
Party 3:
Name:Role:Contact:
Date of incident or triggering event:
Location of incident (if applicable):
Has any legal action been taken already?
- Yes - describe:
- No
Are there court dates or deadlines you are aware of?
- Yes - date:
- No
- Unknown
Statute of limitations flag:
- Time-sensitive - escalate for attorney review
- Not time-sensitive
- Unknown - attorney review required
Prior legal proceedings in this matter:
- Yes - describe:
- No
Client legal history (prior cases, prior representations):
Insurance coverage relevant to this matter:
- Yes - provider and policy:
- No
- Unknown
Supporting documents available:
- Contracts or agreements
- Correspondence - emails, letters
- Court documents
- Medical records
- Financial records
- Photographs or evidence
- Other:
SECTION 3 - CONFLICTS OF INTEREST CHECK
Complete before giving any legal advice.
Do not proceed until conflicts are cleared.
Opposing parties:
Name 1:
Name 2:
Name 3:
Related entities or organisations:
Prior counsel in this matter:
- Yes - firm name:Reason for change:
- No
Has another firm declined to represent the client in this matter?
- Yes - describe:
- No
- Unknown
FOR INTERNAL USE ONLY - CONFLICTS RESULT
Conflicts check completed by:
Date:
Result:
- No conflict - proceed
- Potential conflict - refer to partner
- Conflict confirmed - decline and refer
SECTION 4 - FEE STRUCTURE
Fee structure:
- Hourly - rate: $per hour
- Flat fee - amount: $
- Contingency - percentage:%
- Retainer - amount: $
- To be confirmed after case assessment
Billing frequency:
MonthlyOn milestoneOn completion
Retainer required before work commences:
- Yes - amount: $
- No
Scope of engagement (what is and is not included):
Client has been informed of:
- Fee structure
- Scope of work
- Additional disbursements that may apply
- Engagement letter to follow
SECTION 5 - CONSENTS AND ACKNOWLEDGEMENTS
I confirm that:
- The information I have provided is accurate and complete
- I understand that this form does not create an attorney-client relationship
- I consent to this firm contacting me by my preferred method
- I consent to this firm using my information to assess my matter and check for conflicts of interest
- I understand the firm may decline to represent me if a conflict is found
- I consent to my information being stored securely under this firm's privacy policy
Client signature:
Print name:
Date:
SECTION 6 - CONSULTATION NOTES
Date:Time:
Attorney:
Duration:
Key points discussed:
Recommended next steps:
Matter accepted:
- Yes - proceed to engagement letter
- No - reason:
- Pending - further information needed
Referred to:
- Another practice area - which:
- Another firm - which:
- Not referred
SECTION 7 - INTERNAL SIGN-OFF
Intake completed by:
Name:Role:Date:
Reviewed by (supervising attorney):
Name:Date:
Conflicts cleared:
YesNo
File opened:
YesNo
File number:
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What this template covers
Important notice
attorney-client privilege and no-relationship disclaimer
Client information
individual or business, contact details, referral source
Matter summary
legal issue, desired outcome, prior action, deadlines, statute of limitations flag, supporting documents
Conflicts of interest check
opposing parties, related entities, prior counsel, internal conflicts result
Fee structure
hourly, flat, contingency, retainer, billing frequency, scope of engagement
Consents and acknowledgements
accuracy, contact consent, data use, no-relationship confirmation
Consultation notes
date, attorney, key points, next steps, matter accepted or declined
Internal sign-off
conflicts cleared, file opened, file number
How to use this template
Send before the consultation
Share this form with the prospective client before their first appointment so the attorney can review it in advance.
Complete Section 3 before giving any advice
Run the conflicts check before the consultation begins. No legal advice should be given until conflicts are cleared.
Complete Section 4 during the consultation
Discuss and agree on the fee structure and scope of engagement during the consultation and confirm it in writing here.
Issue an engagement letter separately
This form captures intake information only. A signed engagement letter and retainer agreement must be issued separately before work begins.
Complete Section 6 immediately after
Record consultation notes and the decision to accept, decline, or defer the matter before the attorney moves on to the next client.
File and assign a file number in Section 7
Complete the internal sign-off, open the file, and assign a number before passing the matter to the responsible attorney.
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