Client Questionnaire Cover Letter

Client Questionnaire Cover Letter

[LAW FIRM NAME]
[Firm Address]
[City, State ZIP]
[Phone] | [Email]
[Website]

Date: [__/__/____]

VIA: ☐ First Class Mail ☐ Email ☐ Hand Delivery ☐ Client Portal

[Client Name]
[Client Address]
[City, State ZIP]
[Client Email]

Re: Client Information Questionnaire - Please Complete and Return
Your Matter: [________________________________]
Our File No.: [____________________]

Dear [Mr./Ms./Mx. Client Last Name]:

Thank you for choosing [Law Firm Name] to assist you with your legal matter. To provide you with the best possible representation, we need to gather important information about you and your case.

Please complete the enclosed questionnaire(s) and return them to our office by [__/__/____].

Why We Need This Information

The information you provide will help us:

☐ Understand the full scope of your legal matter
☐ Identify relevant facts and potential issues
☐ Prepare your case effectively
☐ Avoid surprises during the legal process
☐ Comply with court requirements
☐ Calculate potential damages or exposure
☐ Identify witnesses and evidence
☐ Meet important deadlines

Complete and accurate information is essential to achieving the best outcome in your case.

Enclosed Questionnaire(s)

Please complete the following:

☐ General Client Information Form
Purpose: Basic contact and background information

☐ Matter-Specific Questionnaire
Type: [________________________________]
Purpose: Detailed information about your legal matter

☐ Financial Information Form
Purpose: [________________________________]

☐ Medical History Form (if applicable)
Purpose: Document injuries, treatment, and medical expenses

☐ Employment History Form (if applicable)
Purpose: Document work history and lost wages

☐ Witness Information Sheet
Purpose: Identify persons with knowledge of relevant facts

☐ Document Checklist
Purpose: Help you gather necessary documents

☐ Other: [________________________________]

Instructions for Completing the Questionnaire

General Guidelines

1. Be Complete: Answer every question to the best of your ability. If a question does not apply, write "N/A" (not applicable).

2. Be Accurate: Provide truthful and accurate information. Inaccurate information can harm your case.

3. Be Thorough: Include all relevant details. More information is better than less.

4. Ask Questions: If you don't understand a question, leave it blank and ask us during our next meeting.

5. Take Your Time: Don't rush. Review your answers before returning the questionnaire.

If You Don't Know an Answer

☐ Write "Unknown" or "Don't know"
☐ Provide your best estimate if possible and note it is an estimate
☐ Indicate if you can obtain the information and how

If You Need More Space

☐ Use additional sheets of paper
☐ Clearly label each attachment with the question number
☐ Attach the additional pages to the questionnaire

Confidentiality Assurance

All information you provide is protected by attorney-client privilege.

This means:

• Your answers will be kept strictly confidential
• We cannot disclose this information without your consent (with limited exceptions)
• You should feel comfortable providing complete and honest answers
• The privilege encourages open communication between you and your attorney

Please be honest and thorough. We cannot effectively represent you without complete information, even information you think might be harmful to your case.

Documents to Gather

In addition to the questionnaire, please locate and provide copies of the following documents (if applicable to your matter):

Identification

☐ Driver's license or government-issued ID
☐ Social Security card or number
☐ Passport (if relevant)

Financial Documents

☐ Tax returns (past [____] years)
☐ Pay stubs (past [____] months)
☐ Bank statements
☐ Investment account statements
☐ Loan documents

Insurance Documents

☐ Insurance policies (health, auto, homeowners, etc.)
☐ Insurance cards
☐ Correspondence with insurance companies

Medical Records (if applicable)

☐ Medical bills
☐ Medical records
☐ Pharmacy records
☐ Insurance explanation of benefits (EOBs)

Employment Documents (if applicable)

☐ Employment contract
☐ Employee handbook
☐ Performance reviews
☐ Termination letter
☐ Pay stubs and W-2s

Case-Specific Documents

☐ [________________________________]
☐ [________________________________]
☐ [________________________________]
☐ [________________________________]

Correspondence

☐ Letters, emails, or texts related to your matter
☐ Prior legal documents or court papers
☐ Demand letters received or sent

Return Instructions

Please return the completed questionnaire by: [__/__/____]

How to Return

☐ Mail: [________________________________]

☐ Fax: [____________________]

☐ Email: [____________________]
(Secure email preferred; we will provide instructions)

☐ Client Portal: [________________________________]
(Most secure method for sensitive information)

☐ In Person: Bring to your next appointment on [__/__/____]

If Sending by Mail

☐ Use the enclosed pre-addressed envelope
☐ Consider using certified mail for important documents
☐ Keep a copy of everything you send

If Sending Electronically

☐ Password-protect documents containing sensitive information
☐ Use our secure client portal if available
☐ Do not send Social Security numbers or financial account numbers via regular email

If You Need Assistance

If you have trouble completing the questionnaire:

☐ Call us: [____________________]
☐ Email us: [____________________]
☐ Schedule an appointment to complete the questionnaire with our assistance

We are happy to help you complete these forms.

What Happens Next

After you return the questionnaire:

1. We will review your responses
2. We may contact you with follow-up questions
3. We will schedule a meeting to discuss your matter in detail
4. We will begin working on your case

Checklist Before Returning

Before you return the questionnaire, please confirm:

☐ All questions answered (or marked N/A)
☐ Signature(s) provided where required
☐ Date(s) provided where required
☐ Supporting documents attached
☐ Copy made for your records
☐ Returned by deadline: [__/__/____]

Contact Information

If you have questions about the questionnaire or need assistance:

Phone: [____________________]
Email: [____________________]
Office Hours: [________________________________]

We appreciate your cooperation in providing this information. Your prompt response will help us move forward with your case efficiently.

Sincerely,

[________________________________]
[Attorney Name]
[Bar Number]
[Title]

Enclosures:
☐ General Client Information Form
☐ [________________________________] Questionnaire
☐ Financial Information Form
☐ Witness Information Sheet
☐ Document Checklist
☐ Pre-addressed return envelope
☐ Other: [________________________________]

Acknowledgment of Receipt

☐ I have received the client questionnaire(s).
☐ I understand the deadline is [__/__/____].
☐ I understand the importance of providing complete and accurate information.

Client Signature: [________________________________]

Date: [__/__/____]

The information you provide is protected by attorney-client privilege and will be kept confidential.

Sources and References

• ABA Model Rule 1.4: Communications
• ABA Model Rule 1.6: Confidentiality of Information