Free Legal Template
Download a free client intake procedure template in Word, PDF, or Markdown. Or turn any video into client intake procedure template with Docsie AI — auto-fills every required field.
Use this template to new client onboarding for [practice area].
| Field | Details |
|---|---|
| Category | Legal |
| Owner | [Team or owner] |
| Version | [Version number] |
| Effective Date | [Date] |
| Review Cycle | [Monthly / Quarterly / Annual / Event-based] |
| Status | [Draft / In Review / Approved] |
Step-by-step checklist for the first client contact. Include key questions to determine matter viability, jurisdiction, statute of limitations concerns, and whether the matter fits the firm's practice areas.
| Item | Details | Owner | Status |
|---|---|---|---|
| [Item or requirement] | [Describe the relevant detail, evidence, or decision] | [Owner] | [Open / Complete] |
| [Item or requirement] | [Describe the relevant detail, evidence, or decision] | [Owner] | [Open / Complete] |
[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]
Detail the conflict-of-interest screening process. Specify which databases and records to search, what information to collect from the prospective client, who reviews potential conflicts, and the escalation process for.
| Item | Details | Owner | Status |
|---|---|---|---|
| [Item or requirement] | [Describe the relevant detail, evidence, or decision] | [Owner] | [Open / Complete] |
| [Item or requirement] | [Describe the relevant detail, evidence, or decision] | [Owner] | [Open / Complete] |
[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]
Describe the engagement letter workflow: who drafts it, required terms, fee structures, scope limitations, client approval steps, and filing procedures.
| Item | Details | Owner | Status |
|---|---|---|---|
| [Item or requirement] | [Describe the relevant detail, evidence, or decision] | [Owner] | [Open / Complete] |
| [Item or requirement] | [Describe the relevant detail, evidence, or decision] | [Owner] | [Open / Complete] |
[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]
Provide a table of documents to request from the client organized by category. Include document type, required vs. optional status, format preferences, and deadline.
| Item | Details | Owner | Status |
|---|---|---|---|
| [Item or requirement] | [Describe the relevant detail, evidence, or decision] | [Owner] | [Open / Complete] |
| [Item or requirement] | [Describe the relevant detail, evidence, or decision] | [Owner] | [Open / Complete] |
[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]
Steps to formally open the matter in the firm's systems: file numbering, team assignment, calendar deadlines, and initial task creation. Use checklists and tables. Be precise about responsible parties and timelines.
| Item | Details | Owner | Status |
|---|---|---|---|
| [Item or requirement] | [Describe the relevant detail, evidence, or decision] | [Owner] | [Open / Complete] |
| [Item or requirement] | [Describe the relevant detail, evidence, or decision] | [Owner] | [Open / Complete] |
[Add context, assumptions, exceptions, evidence links, screenshots, calculations, or reviewer comments.]
Document review conclusions, approvals, unresolved items, and next review date.
| Role | Name | Date | Notes |
|---|---|---|---|
| Preparer | [Name] | [Date] | [Notes] |
| Reviewer | [Name] | [Date] | [Notes] |
| Approver | [Name] | [Date] | [Notes] |
Deploy this template when onboarding new clients to ensure compliant, conflict-free engagement and systematic matter management.
This template produces a complete intake workflow from initial contact through matter opening in your practice management system.
Most intake failures stem from rushed conflict checks, vague engagement terms, and missing statute of limitations tracking.
Template Structure
Use this legal template as a starting point, then customize each section to match your internal workflow, evidence, and signoff needs.
Step-by-step checklist for the first client contact. Include key questions to determine matter viability, jurisdiction, statute of limitations concerns, and whether the matter fits the firm's practice areas.
Detail the conflict-of-interest screening process. Specify which databases and records to search, what information to collect from the prospective client, who reviews potential conflicts, and the escalation process for.
Describe the engagement letter workflow: who drafts it, required terms, fee structures, scope limitations, client approval steps, and filing procedures.
Provide a table of documents to request from the client organized by category. Include document type, required vs. optional status, format preferences, and deadline.
Steps to formally open the matter in the firm's systems: file numbering, team assignment, calendar deadlines, and initial task creation. Use checklists and tables. Be precise about responsible parties and timelines.
Write a Client Intake Procedure for a law firm practice area. Use a formal but practical tone appropriate for administrative and legal staff. Structure with:
Step-by-step checklist for the first client contact. Include key questions to determine matter viability, jurisdiction, statute of limitations concerns, and whether the matter fits the firm's practice areas.
Detail the conflict-of-interest screening process. Specify which databases and records to search, what information to collect from the prospective client, who reviews potential conflicts, and the escalation process for identified conflicts.
Describe the engagement letter workflow: who drafts it, required terms, fee structures, scope limitations, client approval steps, and filing procedures.
Provide a table of documents to request from the client organized by category. Include document type, required vs. optional status, format preferences, and deadline.
Steps to formally open the matter in the firm's systems: file numbering, team assignment, calendar deadlines, and initial task creation.
Use checklists and tables. Be precise about responsible parties and timelines.
Firm: Whitfield & Associates LLP | Version: 3.0 | Effective: January 2026
| Step | Responsible Party | Deadline |
|---|---|---|
| Draft engagement letter from template | Intake Coordinator | Day 1 after clearance |
| Review and customize scope, fee terms | Assigned Partner | Day 2 |
| Send to client via DocuSign | Legal Assistant | Day 3 |
| Follow up if unsigned after 5 days | Intake Coordinator | Day 8 |
| Countersigned copy filed to matter | Legal Assistant | Within 24 hours of execution |
| Document Type | Required | Format | Deadline |
|---|---|---|---|
| Contracts or agreements at issue | Yes | PDF or original | Intake meeting |
| Correspondence between parties | Yes | PDF / email export | Within 10 days |
| Prior legal opinions or filings | If applicable | Within 10 days | |
| Financial records (damages) | Yes | Excel / PDF | Within 21 days |
| Insurance policies | If applicable | Within 21 days |
[Year]-[Practice]-[Seq] (e.g., 2026-COMLIT-0048)Already have a walkthrough or training video covering this process? Skip manual drafting. Upload the video and Docsie AI generates client intake procedure template with every required field populated — ready for review, signoff, or export.
Use the template manually, or let Docsie generate the first draft from source footage.
Managing [case type] cases from intake to resolution
COI screening for [matter type]
Retention schedule for [document types] at a law firm
Engagement terms for [service type]
Preservation notice for [matter]
Analysis of [legal issue] with research and conclusions
Template FAQ
Common questions about downloading and generating a client intake procedure template.
Q: What is a client intake procedure template?
A: A client intake procedure template is a structured document for new client onboarding for [practice area].
Q: Is the client intake procedure template really free?
A: Yes. The client intake procedure template is completely free to download in Word (DOCX), PDF, and Markdown formats. No signup or credit card required to download.
Q: How do I turn a video into a client Intake Procedure?
A: Upload a process walkthrough, training recording, or screen capture to Docsie. The AI analyzes the video and generates a complete client Intake Procedure using this template's structure — every required field auto-filled from the footage.
Q: Can I edit the client intake procedure template after downloading?
A: Yes. The DOCX format opens in Microsoft Word or Google Docs. The Markdown format imports into Notion, Confluence, Docsie, or any markdown editor. Customize fields, add your branding, and adapt to your internal workflow.