The matter record: 14 fields every law firm file needs, and why

What is a matter record, and how does it differ from a checklist?

A matter record is the single structured entry that identifies a piece of legal work and holds its facts: who, what, who is responsible, what state it is in, and what dates matter. It is the schema. The intake checklist is the process that fills it on day one, and the living matter file is the wider concept of a record that keeps growing. This page is the reference for the fields themselves.

Checklists on offer from insurers and vendors (ALPS publishes sample forms, and several workflow vendors publish file-opening checklists) overlap in content. We have synthesised the fields they have in common, and added our own reasoning for each. The reasoning is ours, not a rule.

What are the 14 fields?

What is the minimum record for a solo?

Do not build fourteen fields on day one if it means you will not fill them. A solo can start with eight and add the rest as problems appear.

1. Matter number
2. Client
3. Matter name
4. Status
5. Responsible lawyer (you, and later others)
6. Opened date
7. Adverse parties
8. Next key date with its source

Add conflict check result and engagement status next, because they gate the start of work. Add the closing fields when you build your closing routine.

What does a filled record look like? (fictional example)

This is a made-up record, labelled as such, to show the level of detail.

Note that the key date carries its source and a checker. A date without a source cannot be re-verified when someone else picks up the matter.

How should matter numbers and statuses be designed?

Keep numbers dull and permanent: year, a dash, a sequence number. Do not embed client names or matter types, which change. Never reuse a number.

Keep statuses few and defined. Five usually suffice: Intake, Active, Waiting, On hold, Closed. Define each in one line so two people choose the same one. 'Waiting' deserves its own status because it separates blocked work from forgotten work, which is how the weekly review finds problems.

• Matter intake checklist
• Conflict check process
• The living matter file

Where MatterOS fits

Last reviewed: 30 October 2026. We make MatterOS, a Notion template for lawyers, so weigh our view accordingly. This page is organisational information, not legal advice.

In MatterOS, each case is a page in the Matters database, showing its status, the people involved and key dates, linked to Actions, Time, Evidence and Research. You can add the other fields as properties in Notion. MatterOS does not run conflict searches or calculate dates; those fields are for your own checks. Check your regulator's rules on what a file must contain.

• The Matter pillar
• Opening a new matter in Notion
• MatterOS: the Notion operating system for lawyers
• What is included and what it does not do
• Pricing: one payment, no subscription

Frequently asked questions

What fields should a law firm matter record include?

Core fields are matter number, client, matter name, type, status, responsible and originating lawyers, opened date, adverse parties, conflict check result, engagement status, key dates, fee basis and closing details. Solos can begin with eight and grow. Your regulator may require more.

What is the difference between a matter and a case?

A matter is any discrete piece of legal work for a client, including advice, transactions and disputes. A case usually means litigation. Many firms use matter for everything because it covers non-litigation work too. Our matter versus case management page covers the distinction.

How should I number law firm matters?

Use a permanent, boring sequence such as year plus running number, for example 2026-014. Do not include client names or practice areas, and never reuse numbers. The number should survive renaming, reassigning or merging matters.

Who should fill in the matter record?

The lawyer or admin opening the matter fills identity and ownership fields; the conflict searcher fills the result; the lawyer and a checker maintain key dates. Make the responsible lawyer accountable for the record being current, not just created.

Do I need a separate record for each client or each matter?

Keep a client record for the person or entity and a matter record for each piece of work, linked together. That allows several matters per client, separate conflict searches, and separate closing dates and retention periods for each matter.