Matter intake checklist: what to capture on day one

What should a matter intake checklist capture?

Intake turns an enquiry into an active, trackable matter. The checklist below separates the client intake (who they are and whether you can act) from the matter record (what the work is and when things fall due). Our client intake checklist covers the client-facing side; this one focuses on the matter record.

• Client intake checklist

Which fields belong in the matter record?

What must happen before substantive work begins?

1. 1

   Run a conflict check

   Search the client, related parties and opposing parties against your records. Record the result and date.

2. 2

   Confirm the engagement

   Send and file the engagement or retainer letter in line with your jurisdiction's rules. Note the scope it covers.

3. 3

   Handle identity and risk checks

   Where your regulator requires identity or anti-money-laundering checks, complete and file them. Check your local rules for what applies.

4. 4

   Open the record

   Create the matter with the fields above and link it to the client.

• Conflict check process

Which deadlines and documents should you record on day one?

Write down every date you already know and where it came from. A provisional date marked as provisional is far better than a date in your head.

• Limitation or prescription date: calculate from the applicable law and record the basis; verify before relying on it.
• Any court, tribunal or regulator date already issued.
• Dates the client has told you about (a lease end, a visa expiry, a closing date).
• Dates you promised the client, such as a first advice by a given day.

Then list the documents received at intake and the documents you still need. A simple two-column list (received, requested) is enough, and it becomes your evidence register later.

• Legal task and deadline management

How should intake end?

Close intake with three actions, each with an owner and a date: the next thing you will do, the next thing you need from the client, and the next date by which you will update the client. Then change the status to Active and set a first review date.

A worked example: for a new employment advice matter, the three actions might be 'Review contract and handbook (lawyer, Thursday)', 'Client to send last three payslips (client, Monday)', and 'Send first advice note (lawyer, next Friday)'.

Where does MatterOS fit?

MatterOS includes a matter-intake form and template that creates the matter, its first actions and linked databases in one step, so the checklist above becomes fields you fill rather than a document you remember. Adapt the fields to your practice and rules.

• Opening a new matter in Notion
• MatterOS overview

Frequently asked questions

What is a matter intake checklist?

It is a standard list of information and steps to complete when a new matter opens: parties, conflicts, engagement terms, scope, deadlines, documents and first actions. Its purpose is a complete matter record before substantive work begins.

What is the difference between client intake and matter intake?

Client intake gathers who the person is and whether you can act for them. Matter intake records the specific piece of work: its scope, parties, deadlines, documents and next steps. One client can have many matters.

When should the conflict check happen?

Before you give substantive advice or accept the engagement, and again if new parties appear later. Record the date, names searched and result. Your jurisdiction's professional rules set the detailed requirements.

Should every matter get the same intake form?

Use one core form for every matter plus a short practice-area section. Core fields keep reporting consistent, while the extra section captures things such as visa dates in immigration or lease terms in property work.

How long should matter intake take?

For a standard matter, the record and first actions should take well under an hour once the form exists. Complex matters take longer mainly because of conflicts and document gathering, not because of the record itself.