What if a conflict is discovered after engagement?

Stop further work on the affected matter, notify supervising counsel immediately, and follow internal escalation protocols. Consider informed consent or withdrawal where ethical rules require, and document all decisions in the matter file for the record.

Can the form be signed electronically?

Yes. Electronic signatures are legally valid where ESIGN and applicable state law are satisfied. Make sure intent, consent, signer attribution, and reliable record retention are established per 15 U.S.C. ch. 96 and UETA.

How do I correct a submitted form with errors?

Create an amended form that references the original, have the appropriate parties sign the correction, and retain both versions in the matter file with clear timestamps and reviewer notes for audit purposes.

Is notarization required for conflict inquiries?

Not typically. Most conflict inquiry forms are not notarized. If a state or related filing requires notarization for an accompanying document, follow that document’s notarization rules.

What records should be retained and for how long?

Retain intake and conflict logs for the engagement lifecycle and beyond; follow federal minima (e.g., IRC §6501(a) for tax records) and industry rules such as HIPAA’s six-year retention (45 CFR §164.530(j)).

Who should approve a conflict waiver?

A designated supervising attorney or authorized GC should review and approve any waiver in writing, documenting reasoning, client consent, and any imposed conflict management measures.

Electronic Signature
Templates
Legal
Legal Conflict Inquiry Form

Legal Conflict Inquiry Form

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

LEGAL CONFLICT INQUIRY FORM

This Legal Conflict Inquiry Form is submitted by Inquiring Party: and is addressed to Law Firm: . The purpose of this form is to provide information necessary for the recipient to conduct a conflicts of interest check with respect to the identified Matter.

RECITALS

WHEREAS, Inquiring Party reasonably seeks evaluation whether the Law Firm has any present or potential conflict of interest that would preclude representation in the Matter described below; and

WHEREAS, Inquiring Party will disclose information concerning relevant persons, entities, prior representations, and related matters for the sole purpose of permitting the Law Firm to perform a conflicts search and determine whether a conflict exists; and

WHEREAS, the Law Firm is willing to perform a conflicts check conditioned upon receipt of the information and acknowledgments set forth herein.

NOW THEREFORE, in consideration of the mutual promises and acknowledgements contained herein, the parties agree as follows:

1. DEFINITIONS

For purposes of this Form: "Matter" means the legal matter, transaction, dispute or proceeding identified by Inquiring Party in Section 3 below; "Related Party" means any individual, corporation, partnership, trust, government entity, or other organization that is identified by Inquiring Party as having an interest in or relationship to the Matter; and "Confidential Information" means the factual and documentary information provided by Inquiring Party for the purpose of conducting a conflicts check.

2. SCOPE OF INQUIRY

The Law Firm's review of the information submitted in this Form shall be strictly limited to a conflicts-of-interest check and shall not constitute legal advice, establishment of an attorney-client relationship, or an agreement to represent Inquiring Party. Any decision to accept representation will be subject to a separate engagement agreement executed by the parties.

3. MATTER IDENTIFICATION

Matter title Brief description of the Matter Jurisdiction(s) and forum(s) involved Anticipated or actual filing/trial dates

4. IDENTIFICATION OF PARTIES AND RELATED ENTITIES

List all principal parties, opposing parties, insurers, affiliates, major investors, or other Related Parties. Provide the legal name, entity type, jurisdiction of formation or residence, and a brief description of the relationship to the Matter.

Related Parties (names and relationship to Matter) Are any Related Parties public companies or publicly traded entities?

Yes No

5. PRIOR OR CURRENT REPRESENTATION

State whether Inquiring Party or any Related Party has been represented by the Law Firm, any attorney currently employed by the Law Firm, or any predecessor firm within the past seven (7) years. Provide names of attorneys, matter names, and approximate dates.

Representation history (firm or attorney names, matter, dates)

6. AUTHORIZATION TO CONDUCT CONFLICTS CHECK

Inquiring Party authorizes the Law Firm to use the Confidential Information submitted herein to conduct a conflicts-of-interest search of the firm's current and former clients, matters, associated persons, and records. Inquiring Party acknowledges that the conflicts check may include searches of internal databases and review by attorneys necessary to evaluate conflicts.

By checking the box below, Inquiring Party affirms consent to the conflicts check and acknowledges that no attorney-client relationship is created by this consent.

I consent to the Law Firm conducting a conflicts check using the information provided.

7. CONFIDENTIALITY AND LIMITATIONS

The Law Firm will treat the submitted information as confidential to the extent permitted by applicable professional rules. Notwithstanding the foregoing, Inquiring Party acknowledges that the Law Firm may already possess information about a Related Party or the Matter and that the conflicts check may disclose that information to persons within the firm reasonably necessary to assess conflicts. The Law Firm's review of submitted material does not waive any privilege or other protection with respect to other communications.

Inquiring Party affirms that the information provided is given voluntarily and that disclosure of sensitive information is for the limited purpose of conducting the conflicts check.

8. ACKNOWLEDGMENTS AND CERTIFICATION

Inquiring Party certifies under penalty of perjury that, to the best of their knowledge, the information provided on this Form is true, complete and correct. Inquiring Party agrees to promptly notify the Law Firm of any material changes to the information submitted.

Certification of accuracy (additional comments)

9. NOTICES

Inquiring Party address for notices Law Firm address for notices

Notices shall be effective on receipt and shall be delivered by personal delivery, overnight courier, or certified mail addressed to the addresses above or such other address as a party may designate in writing.

10. AMENDMENTS; WAIVER; COUNTERPARTS

This Form may be amended only by a writing signed by both parties. No failure or delay by either party in exercising any right under this Form shall constitute a waiver of that right. This Form may be executed in counterparts, each of which shall be an original and all of which together shall constitute one instrument.

11. GOVERNING LAW; SEVERABILITY; ENTIRE AGREEMENT

This Form shall be governed by and construed in accordance with the substantive law of the jurisdiction selected by the Law Firm in connection with performance of the conflicts check. If any provision of this Form is held invalid or unenforceable, the remaining provisions shall remain in full force and effect. This Form constitutes the entire agreement between the parties with respect to the conflicts inquiry and supersedes all prior understandings and communications regarding the same.

12. ADDITIONAL INFORMATION

Attachments, exhibits, or additional persons to check

Inquiring Party:

By:

Date:

Law Firm:

By:

Date:

What the Legal Conflict Inquiry Form Is and when it’s used

A Legal Conflict Inquiry Form is a pre-engagement intake document designed to identify potential conflicts of interest, prior representations, and relationships that could affect a lawyer or firm’s ability to represent a prospective client. It collects party names, matter description, related parties, prior or current counsel, adverse interests, key dates, and attachments such as retainer letters or prior agreements. Firms and corporate legal departments use it to document searches, record clearance results, and create an audit trail before engagement decisions are made.

Why a clear conflict inquiry matters (legal enforceability)

A documented conflict inquiry reduces ethical and malpractice risk and preserves client trust. Electronic completion and retention meet U.S. e-signature rules when the four ESIGN/UETA conditions are satisfied (intent, consent, attribution, retention) under 15 U.S.C. ch. 96 and UETA (1999).

Who commonly completes a Legal Conflict Inquiry Form

Typical users include intake teams, paralegals, in-house counsel, and outside counsel preparing to accept new matters.

Law firm intake teams screening prospective clients before engagement
Corporate legal departments vetting outside counsel and new vendor relationships
Solo practitioners confirming there are no adverse interests before signing engagement letters

The form standardizes checks across departments and creates a record for future reference.

Representative people who complete or sign this form

Intake Paralegal

A paralegal typically opens the intake record, runs conflict checks in firm systems, documents search results, and forwards findings to supervising counsel with recommendations for waiver or declination.

General Counsel

In-house counsel use the form when evaluating outside counsel or new vendor arrangements; they assess conflicts, commercial implications, and whether ethical waivers or disclosures are required.

Core sections to include in a professional conflict inquiry

A well-structured Legal Conflict Inquiry Form organizes information so searches are reproducible and clearance decisions are defensible.

Identifying Parties

Full legal names, aliases, and organizational identifiers for all prospective parties, affiliates, and related persons to ensure precise conflict searches.

Matter Summary

Concise description of the matter, jurisdiction, and key dates so reviewers can assess material overlap with existing matters.

Prior Representation

List prior or current counsel and prior matter numbers to reveal potential adverse representations or confidentiality concerns.

Relationships

Disclose known relationships among parties, board memberships, investments, or familial ties that could create conflicts.

Waiver or Consent

Record proposed waiver language or client consents when a conflict may be waived with informed disclosure.

Signature and Attestation

Clear signature block for the prospective client and the reviewer, with dates and a statement attesting to the accuracy of disclosures.

Step-by-step: completing the form before engagement

Follow these sequential steps so the conflict review is consistent and auditable.

01

Gather information: Collect names, aliases, prior counsel, and matter facts.
02

Run conflict search: Search firm databases and known public records for matches.
03

Document results: Record search findings, hits, and rationale for clearance.
04

Sign and retain: Obtain required signatures and save the form to the matter file.

Recommended digital workflow settings

Configure your eWorkflow to enforce required fields, track reviewers, and preserve an audit trail.

Field	Configuration
Authentication method	Email link or SMS code; stronger MFA where possible.
Required fields	Make names, matter summary, and signature mandatory.
Conditional logic	Show waiver fields only if conflicts are identified.
Retention policy	Auto-archive to matter file with immutable audit trail.

Typical eSubmission and review flow

A clear digital flow reduces friction and creates a tamper-evident record for future audits.

Upload intake: Sender uploads the form to the platform.
Assign reviewers: Notify intake and supervising counsel to review.
Run checks: Automated and manual searches are performed.
Finalize record: Signers attest and the completed file is archived.

Technical considerations for secure electronic intake

Ensure the platform supports secure files, audit trails, and appropriate signer authentication.

File formats: PDF/A, DOCX supported for archiving.
Integrations: Connectors for NetSuite, Salesforce, and Google Workspace.
Authentication: Email, SMS, KBA, or enterprise SSO options.

Essential security and compliance considerations

Encryption: TLS 1.2/1.3 transit; AES-256 at rest.

Audit trail: Tamper-evident log with timestamps and IPs.

Certifications: SOC 2 Type II and ISO 27001 certified.

HIPAA support: BAA available for protected health information.

eSignature law: Compliant with ESIGN and UETA standards.

Accessibility: WCAG 2.0 Level AA compliance support.

Key risks and potential consequences of an incomplete form

Ethics sanction: Bar discipline for undisclosed conflicts.

Malpractice exposure: Civil liability and fee forfeiture risks.

Confidentiality breach: Unauthorized disclosure of sensitive client data.

Contract invalidation: Engagement or fee agreements voided.

Regulatory fines: Penalties where statutes require disclosures.

Reputational harm: Loss of client trust and future work.

Common preparation mistakes to avoid

Incomplete party names or omitted aliases that prevent accurate conflict matches and create false negatives in searches.
Failing to disclose prior related matters or shared counsel, which can lead to surprise conflicts during representation.
Submitting unsigned or undated forms — missing signature metadata can undermine waiver validity.
Relying solely on a single database search and not cross-checking firm matter management and public records.

Timeframes to observe during intake and review

Set clear internal deadlines so conflict checks complete before engagement and so records are timely and defensible.

Pre-engagement deadline:

Complete the conflict inquiry before signing engagement documents.

Reviewer turnaround:

Aim for reviewer response within 48–72 business hours.

Waiver response window:

Document client consent or waiver decisions within 30 days.

Periodic recheck:

Run rechecks whenever new parties or facts arise.

Record retention start:

Retention begins on the date of form completion.

Key milestones in the conflict-check lifecycle

Track these milestones to maintain an auditable sequence from intake through final clearance.

01

Intake Submitted

Prospective client completes and signs the form; intake is timestamped.

02

Conflict Search

Automated and manual checks produce a documented results report.

03

Waiver Evaluation

Supervising counsel reviews hits and advises on waiver or declination.

04

Final Clearance

Authorized signer documents approval or formal declination in the matter file.

How a Conflict Inquiry Form differs from a standard client intake form

Compare purpose, sensitivity, and typical review requirements to select the correct template for the engagement.

Criteria	Conflict Inquiry	Client Intake
Purpose	identify conflicts	collect client details
Notarization	rarely required	rarely required
Legal review	often required	sometimes required
Data sensitivity	high	medium

eSignature vendor pricing and capability snapshot for Legal Conflict Inquiry workflows

Compare baseline pricing and key capabilities for eSignature solutions commonly used for intake forms. Vendor placement follows established plan pricing and feature availability.

	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 by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about completion, eSigning, and post-submission issues

Answers to common issues that arise when preparing, signing, or correcting a Legal Conflict Inquiry Form.

Need help? Contact support

What if a conflict is discovered after engagement?
Stop further work on the affected matter, notify supervising counsel immediately, and follow internal escalation protocols. Consider informed consent or withdrawal where ethical rules require, and document all decisions in the matter file for the record.
Can the form be signed electronically?
Yes. Electronic signatures are legally valid where ESIGN and applicable state law are satisfied. Make sure intent, consent, signer attribution, and reliable record retention are established per 15 U.S.C. ch. 96 and UETA.
How do I correct a submitted form with errors?
Create an amended form that references the original, have the appropriate parties sign the correction, and retain both versions in the matter file with clear timestamps and reviewer notes for audit purposes.
Is notarization required for conflict inquiries?
Not typically. Most conflict inquiry forms are not notarized. If a state or related filing requires notarization for an accompanying document, follow that document’s notarization rules.
What records should be retained and for how long?
Retain intake and conflict logs for the engagement lifecycle and beyond; follow federal minima (e.g., IRC §6501(a) for tax records) and industry rules such as HIPAA’s six-year retention (45 CFR §164.530(j)).
Who should approve a conflict waiver?
A designated supervising attorney or authorized GC should review and approve any waiver in writing, documenting reasoning, client consent, and any imposed conflict management measures.

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