CLIENT INTAKE LOG

Client Inquiry and Intake Tracking System

Section 1: Master Intake Register

Intake Log Summary

Log Period: [__/__/____] to [__/__/____]

Log Maintained By: [________________________________]

Intake Statistics

Master Intake Log

Section 2: Individual Intake Record

Intake Information

Intake Number: [________]

Date of Initial Contact: [__/__/____]

Time of Initial Contact: [____:____] ☐ AM ☐ PM

Method of Contact:
☐ Phone
☐ Email
☐ Website form
☐ Walk-in
☐ Referral
☐ Other: [________________________________]

Intake Handled By: [________________________________]

Prospective Client Information

Full Legal Name: [________________________________]

Preferred Name: [________________________________]

Also Known As (AKA): [________________________________]

Date of Birth: [__/__/____]

Address:
Street: [________________________________]
City: [________________________________]
State: [____] ZIP: [__________]

Primary Phone: [________________________________]
☐ Cell ☐ Home ☐ Work ☐ OK to leave message

Secondary Phone: [________________________________]
☐ Cell ☐ Home ☐ Work ☐ OK to leave message

Email: [________________________________]
☐ OK to email

Preferred Contact Method: ☐ Phone ☐ Email ☐ Text ☐ Mail

Best Time to Contact: [________________________________]

Employment Information (If Relevant)

Employer: [________________________________]

Occupation: [________________________________]

Work Address: [________________________________]

Work Phone: [________________________________]

Referral Source

How Did You Hear About Us?

☐ Existing client referral - Name: [________________________________]
☐ Attorney referral - Name: [________________________________]
☐ Other professional referral - Name: [________________________________]
☐ Online search - Search terms: [________________________________]
☐ Website
☐ Social media - Platform: [________________________________]
☐ Advertisement - Source: [________________________________]
☐ Bar referral service
☐ Legal aid referral
☐ Repeat client
☐ Other: [________________________________]

Section 3: Legal Matter Information

Type of Legal Matter

Practice Area:
☐ Personal Injury
☐ Family Law
☐ Criminal Defense
☐ Estate Planning
☐ Real Estate
☐ Business/Corporate
☐ Employment
☐ Immigration
☐ Bankruptcy
☐ Civil Litigation
☐ Other: [________________________________]

Specific Matter Type: [________________________________]

Matter Description

Brief Description of Legal Issue:

[________________________________]
[________________________________]
[________________________________]
[________________________________]
[________________________________]

Adverse Party Information

Is There an Adverse Party? ☐ Yes ☐ No ☐ Unknown

Adverse Party Name(s):

Key Dates and Deadlines

Date of Incident/Event: [__/__/____]

Known Statute of Limitations: [________________________________]

Upcoming Court Date: [__/__/____]

Other Critical Deadlines:

Is This Matter Urgent? ☐ Yes ☐ No

Urgency Explanation: [________________________________]

Prior Attorney Information

Has Another Attorney Handled This Matter? ☐ Yes ☐ No

Prior Attorney Name: [________________________________]

Prior Attorney Firm: [________________________________]

Reason for Leaving: [________________________________]

Is There a Pending Fee Dispute? ☐ Yes ☐ No

Section 4: Preliminary Conflict Check

Conflict Check Status

☐ Conflict check requested - Date: [__/__/____]
☐ Conflict check completed - Date: [__/__/____]
☐ Conflict check cleared
☐ Potential conflict identified
☐ Conflict exists - cannot represent

Parties Checked:

Conflict Check Performed By: [________________________________]

Conflict Check Notes:

[________________________________]
[________________________________]

Section 5: Initial Consultation Scheduling

Consultation Appointment

☐ Consultation scheduled

Date: [__/__/____]

Time: [____:____] ☐ AM ☐ PM

Duration: [____] minutes

Location:
☐ In-person - Address: [________________________________]
☐ Video conference - Platform: [________________________________]
☐ Phone call

Assigned Attorney: [________________________________]

Consultation Fee: $[________] ☐ Waived ☐ Free ☐ Applied to retainer

Fee Paid: ☐ Yes ☐ No ☐ N/A

Pre-Consultation Checklist

☐ Conflict check completed
☐ Appointment confirmed with prospective client
☐ Reminder sent/scheduled
☐ Consultation fee collected (if applicable)
☐ Attorney schedule blocked
☐ Conference room reserved (if in-person)
☐ Documents requested from prospective client
☐ Intake questionnaire sent

Documents Requested

☐ Photo ID
☐ Related contracts/agreements
☐ Court documents/pleadings
☐ Correspondence
☐ Photos/evidence
☐ Police report
☐ Medical records
☐ Financial documents
☐ Insurance information
☐ Other: [________________________________]

Section 6: Consultation Notes

Consultation Completed

Date: [__/__/____]

Duration: [____] minutes

Attorney: [________________________________]

Consultation Summary

[________________________________]
[________________________________]
[________________________________]
[________________________________]
[________________________________]
[________________________________]

Legal Issues Identified

1. [________________________________]
2. [________________________________]
3. [________________________________]
4. [________________________________]

Preliminary Case Assessment

Merits Assessment:
☐ Strong case
☐ Good case
☐ Moderate case
☐ Weak case
☐ No case
☐ Further investigation needed

Notes:

[________________________________]
[________________________________]

Potential Case Value (If Applicable)

Estimated Value/Exposure: $[________________________________]

Fee Arrangement Discussed:
☐ Hourly - Rate: $[________]/hour
☐ Flat fee - Amount: $[________]
☐ Contingency - Percentage: [____]%
☐ Hybrid
☐ To be determined

Estimated Total Fees: $[________________________________]

Retainer Discussed: $[________________________________]

Section 7: Intake Decision

Decision Status

Decision Date: [__/__/____]

Decision Made By: [________________________________]

Outcome

☐ ACCEPTED - Proceed with engagement
- Matter number assigned: [________________________________]
- Engagement letter sent: [__/__/____]
- Retainer received: [__/__/____]

☐ DECLINED BY FIRM
- Reason: [________________________________]
- Declination letter sent: [__/__/____]
- Referrals provided: ☐ Yes ☐ No

☐ DECLINED BY PROSPECTIVE CLIENT
- Reason (if known): [________________________________]
- Follow-up scheduled: ☐ Yes ☐ No

☐ PENDING
- Reason: [________________________________]
- Follow-up date: [__/__/____]

☐ REFERRED OUT
- Referred to: [________________________________]
- Reason: [________________________________]
- Referral fee arrangement: ☐ Yes ☐ No

Declination Reasons (If Applicable)

☐ Conflict of interest
☐ Outside firm's practice areas
☐ Insufficient merit
☐ Statute of limitations expired
☐ Client unable to afford representation
☐ Geographic limitations
☐ Capacity constraints
☐ Difficult client indicators
☐ Ethical concerns
☐ Other: [________________________________]

Declination Letter Checklist

☐ Letter drafted
☐ Letter reviewed by supervising attorney
☐ Letter sent to prospective client
- Date sent: [__/__/____]
- Method: ☐ Email ☐ Mail ☐ Both
☐ Copy retained in intake file
☐ Referral information included
☐ Deadline warnings included (if applicable)

Section 8: Follow-Up Tracking

Follow-Up Log

Pending Follow-Up Items

Section 9: Intake Analytics

Monthly Intake Report

Month/Year: [________________________________]

Volume by Practice Area

Volume by Referral Source

Declination Reasons Analysis

Section 10: Intake Process Checklist

Standard Intake Workflow

Step 1: Initial Contact
☐ Prospective client information collected
☐ Matter type identified
☐ Urgency assessed
☐ Intake form completed

Step 2: Preliminary Screening
☐ Within practice areas
☐ Geographic/jurisdictional check
☐ Basic conflict check (names only)
☐ Statute of limitations preliminary check

Step 3: Consultation Scheduling
☐ Attorney assigned
☐ Appointment scheduled
☐ Confirmation sent
☐ Documents requested

Step 4: Pre-Consultation
☐ Full conflict check completed
☐ Documents received and reviewed
☐ Background research completed
☐ Attorney briefed

Step 5: Consultation
☐ Consultation conducted
☐ Notes documented
☐ Assessment completed
☐ Next steps discussed

Step 6: Decision
☐ Accept/decline decision made
☐ Client notified
☐ Engagement letter or declination letter sent
☐ File opened or intake closed

Step 7: Close Intake
☐ All documentation complete
☐ Data entered into system
☐ Follow-up actions scheduled
☐ Intake record archived

Sources and References

• ABA Model Rule 1.18 - Duties to Prospective Client
• ABA Model Rule 1.4 - Communication
• ABA Model Rule 1.7 - Conflict of Interest