Client Intake Form Template for Law Firms
A comprehensive legal client intake form template with all essential sections. Ready to customize for any practice area.
A well-designed client intake form is the foundation of every successful attorney-client relationship. It captures critical information at first contact, sets expectations, and ensures your firm has the data needed to evaluate conflicts, assess case viability, and begin representation.
Below is a complete, section-by-section template you can adapt to your practice area. Each section includes field-level guidance so your staff — or your clients filling it out online — know exactly what to provide.
1. Contact Information
This section captures the basics for communication and filing.
| Field | Notes |
|---|---|
| Full Legal Name | As it appears on government-issued ID |
| Preferred Name / Alias | If different from legal name |
| Date of Birth | For conflict checks and identification |
| Social Security Number (last 4) | Optional; useful in family, bankruptcy, and immigration matters |
| Home Address | Street, City, State, ZIP |
| Mailing Address | If different from home address |
| Primary Phone | Indicate cell vs. landline |
| Secondary Phone | Emergency or work number |
| Email Address | Confirm this is a secure, private email |
| Preferred Contact Method | Phone / Email / Text / Mail |
| Best Times to Reach | Morning / Afternoon / Evening |
Tip: Always ask whether it is safe to leave voicemails or send mail to the address provided. In family law and protective-order cases, this can be a safety issue.
2. Employment and Financial Information
Financial data helps assess fee arrangements, eligibility for legal aid, and damages calculations.
- Current Employer: Name, address, job title, length of employment
- Annual Household Income: Gross and net, if relevant
- Insurance Information: Carrier name, policy number, type of coverage (relevant in PI, med-mal, and insurance disputes)
- How Will You Pay for Legal Services? Self-pay / Insurance / Third-party / Contingency / Pro bono referral
3. Referral Source
Understanding how new clients find your firm drives marketing decisions.
- How did you hear about our firm?
- Referral from (name):
- Online search / Advertisement / Bar referral / Prior client / Other:
4. Case Information
This is the core of the intake. Adapt the sub-fields below to your practice area.
General Fields
- Type of Legal Matter: Drop-down or checkbox list (e.g., Personal Injury, Family Law, Criminal Defense, Estate Planning, Business Litigation, Immigration)
- Brief Description of Your Situation: Open text, 3-5 sentences
- Date of Incident or Issue: Approximate if exact date is unknown
- Statute of Limitations Concern: Yes / No / Unsure
- Have You Spoken with Another Attorney About This Matter? Yes / No — if yes, provide name and outcome
- Is There Currently a Case Filed? Yes / No — if yes, case number and jurisdiction
Opposing Party Information
- Full Name of Opposing Party
- Relationship to You (spouse, employer, business partner, etc.)
- Opposing Party's Attorney (if known)
- Contact Information for Opposing Party (if known and appropriate)
Desired Outcome
- What result are you hoping for?
- Are you open to settlement or mediation?
- Is there a time-sensitive deadline (e.g., hearing date, filing deadline)?
5. Conflict Check Data
Before any substantive conversation, your firm must screen for conflicts of interest.
- Names of all parties involved (including businesses, insurers, co-defendants)
- Names of witnesses you are aware of
- Have you or any family member been a client of this firm before?
- Are you aware of any relationship between any party and an attorney at this firm?
Practice note: Run your conflict check immediately after this section is completed. Do not proceed with the consultation until cleared.
6. Document Checklist
Instruct the prospective client to bring or upload the following at or before the initial consultation:
- Government-issued photo ID
- Any correspondence related to the matter (letters, emails, texts)
- Court documents already filed (complaints, summons, orders)
- Contracts or agreements at issue
- Police reports or incident reports
- Medical records and bills (personal injury / med-mal)
- Financial documents (tax returns, pay stubs, bank statements — family law, bankruptcy)
- Insurance policies
- Photographs or videos related to the incident
7. Consent and Authorization
This section protects both the client and the firm.
Acknowledgments
I understand that completing this form does not create an attorney-client relationship. An attorney-client relationship is only formed when a written engagement letter or retainer agreement is signed by both parties.
I understand that any information I provide will be kept confidential in accordance with applicable rules of professional conduct, even if the firm declines representation.
Authorization to Obtain Records
I authorize [Firm Name] to obtain records related to my legal matter, including but not limited to medical records, employment records, and insurance records, as needed for evaluation and representation.
Signature Block
- Client Signature: ___________________________
- Date: ___________________________
- If signing on behalf of a minor or incapacitated person, state your relationship: ___________________________
8. Internal Use Only
These fields are completed by firm staff after the intake meeting.
| Field | Value |
|---|---|
| Intake Completed By | Staff name |
| Date of Intake | |
| Conflict Check Cleared | Yes / No / Pending |
| Assigned Attorney | |
| Matter Number | |
| Fee Arrangement | Hourly / Flat / Contingency / Hybrid |
| Retainer Amount | |
| Follow-Up Date | |
| Notes |
Customization Tips
Personal injury firms should expand Section 4 with fields for accident type, vehicle information, treating physicians, and current symptom status.
Family law firms should add fields for spouse information, children (names, ages, custody preferences), and existing court orders.
Criminal defense firms should include fields for arrest date, charges, bond status, next court date, and whether the client is currently incarcerated.
Immigration firms should capture country of origin, visa type, A-number, and prior immigration history.
Why a Structured Intake Form Matters
A haphazard intake process leads to missed conflicts, incomplete case evaluations, and client dissatisfaction. A structured form ensures:
- Consistency — Every client provides the same baseline information regardless of which staff member conducts the intake.
- Compliance — Conflict checks happen before substantive discussions, keeping you within ethical rules.
- Efficiency — Attorneys spend consultation time on legal analysis, not collecting addresses and phone numbers.
- Documentation — A signed intake form protects the firm if disputes arise about what was communicated.
Automate Your Client Intake with NotuDocs
Manually filling out intake forms during consultations splits your attention between the client and the paperwork. NotuDocs can record and transcribe your intake conversations in real time, automatically extracting client details, case facts, and action items into structured documents — so you can focus on the person sitting across from you.
