Establishing secure connection…Loading editor…Preparing document…

Law Firm Client Intake Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Sample Law Firm Intake Form

WARNING AND DISCLAIMER: The information herein was prepared by The Bar Plan Mutual Insurance Company for general information purposes, and should not be construed as legal advice or legal opinion with regard to any specific circumstance or set of facts. The reader must conduct independent research and analysis to determine all possible and appropriate legal and ethical issues that might apply to a specific situation and the best way to address these issues in the jurisdiction where the reader is located.

Please note: This form should be modified to meet the facts of the individual case.

Client Contact Information


Emergency Contact

Marital Status:

Are you known by any other names?

E-Mail

Anytime you communicate with your attorney, include only the attorney in the communication. DO NOT “cc” other parties to the action, adverse counsel, judges, family, friends, relatives, or ANYONE else.







If your mail is returned as undeliverable or telephone service terminated, please provide the name of someone (friend or relative) you believe will always know how to contact you.






Are there deadlines/statutes of limitations?

Verified on insurance or police report:

Jurisdiction:


REMINDER- REVIEW APPLICABLE STATUTE OF LIMITATIONS

Attach Copy of Applicable Statute to This Form

• All deadline calculations should be reviewed and confirmed by another attorney in the firm

Is Matter Subject to Kansas 90-Day Service Statute?

Does Client Have a Social Media Page (Facebook, Twitter, Blog)

Information currently on your social media site may potentially have an impact on your case, either positively or negatively. Information you place on your social media site in the future may also potentially affect your case. Generally, it is advisable NOT to discuss the merits or details, the opposing party, counsel, judge, witnesses, etc., of your case in any open forum. NEVER discuss with ANYONE, or disclose in any manner, discussions we have with you regarding your case, whether on a social media site or any setting. Please review your social media sites promptly. If you have any questions regarding how a prior entry or posting may potentially affect your case, please feel free to discuss the issue with us.




Related Parties (Screen for Potential Conflicts of interest)

Signature: ________________________________

Print Name: ______________________________

Date: ____________________

Attorney Signature: ________________________

Print Name: ______________________________

Date: ____________________

Enter text✕

What the Law Firm Client Intake Form Is and Covers

A Law Firm Client Intake Form is a standardized document firms use to collect identity, contact, matter details, conflict checks, and authorization from prospective or new clients. It organizes key facts (names, addresses, dates, case type, billing arrangements, conflict disclosures) so staff can open a matter, perform ethical checks, and comply with regulatory or billing requirements. The intake form often triggers conflicts screening, engagement-letter drafting, fee-estimate preparation, and creation of a client file, and may include consent language for background checks or data sharing where required.

Why a Consistent Intake Form Matters for Legal Practice

A uniform intake form reduces onboarding time, supports conflict-of-interest screening, and ensures the firm captures information needed for engagement letters, billing, and regulatory compliance. It creates a single record that staff can rely on when deciding whether to accept representation and when configuring matter-related workflows.

Why a Consistent Intake Form Matters for Legal Practice

Who Typically Completes or Receives the Intake Form

Law firms and in-house legal teams use intake forms to capture client data consistently before opening a matter.

Step-by-Step: How to Complete the Intake Form

Follow a consistent sequence to collect complete, verifiable information and to trigger downstream tasks like conflicts checks and engagement drafting.

  • 01
    Collect ID: Record full legal name, DOB, and verify government ID.
  • 02
    Capture Contacts: Enter mailing address, phone, and preferred email.
  • 03
    Describe the Matter: Summarize issue, parties, and key deadlines.
  • 04
    Obtain Consents: Document electronic consent and representation authorization.

Typical Electronic Intake Workflow

An electronic intake workflow reduces manual handoffs and records an audit trail while routing data into matter-management systems.

  • Prepare Template: Create a standard intake template with required fields and conditional sections.
  • Send to Client: Deliver via secure link or email for completion and signature.
  • Verify Identity: Use ID checks or two-factor authentication as required.
  • Create Matter Record: Automatically populate the firm’s matter-management system with captured data.

Configuring an Online Intake Workflow

Set up automation so completed intake forms route to the right intake owner, trigger conflict screening, and store a copy in the client folder.

Field Configuration
Document template Standardized PDF or DOCX with conditional fields
Conditional logic Show practice-area fields only when selected
Authentication Email link with optional SMS code or KBA
Storage and routing Auto-save to matter folder and notify intake owner

Technical Requirements for Digital Intake and eSigning

Choose a platform that supports required formats, secure transport, and integrations with your practice management systems.

  • File formats: Support for PDF and DOCX uploads
  • Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
  • Authentication: Email, SMS, or advanced KBA options

Security and Compliance Elements to Include

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Certifications: SOC 2 Type II, ISO 27001 compliance available
HIPAA BAA: Execute BAA for protected health information
Audit Trail: Capture timestamps, IP, and signer actions
Access Controls: Role-based permissions and multi-factor options
Retention Controls: Support legal holds and secure deletion workflows

Key Risks and Consequences of Incomplete Intake Data

Conflict Overlooked: May lead to disqualification or malpractice exposure
Wrong Party: Incorrect identity can void engagements or filings
Late Filings: Missing deadlines can trigger statutory penalties
I-9 Violations: Paperwork errors may incur DHS fines
HIPAA Breach: Unauthorized PHI disclosure exposes civil fines
Invalid Consent: Improper electronic consent risks unenforceability

Common Timeframes and Expectations for Intake Processing

Set clear internal and client-facing deadlines so conflicts, engagement letters, and billing setup occur promptly.

Client Return Window:

Request completed form within 7 calendar days of first contact

Conflicts Search:

Complete conflicts check within 24–48 business hours

Engagement Letter:

Issue engagement letter within 3 business days of acceptance

I-9 Retention Rule:

Retain I-9 three years after hire or one year after termination (8 CFR §274a.2)

W-9 on Request:

Provide W-9 to payer when requested; no filing deadline

eSignature Pricing and Feature Snapshot (signNow first)

Compare starting prices and selected feature availability across common eSignature vendors. Confirm details with vendors before purchasing.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes Yes
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Frequently Asked Questions About Law Firm Client Intake Forms

Common questions address notarization, electronic signatures, sensitive data handling, and corrective steps when information is incomplete.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users