---
title: "Conflict check process: a guide for small law firms"
url: https://thematteros.com/resources/conflict-check-guide
updated: 2026-10-17
author: Raghav Handa
---

# Conflict check process: a guide for small law firms

A conflict check process records every party connected to a matter, searches that list against your existing clients and matters before accepting the work, and documents the outcome. A Notion list of parties can support the routine, but it does not replace a dedicated conflicts database or your regulator's rules.

## Key takeaways

- Run the check before you give advice or accept confidential information.
- Record all relevant parties, not only the client: opponents, related companies, witnesses and key individuals.
- Document the result and who made the decision.
- A spreadsheet or Notion database supports the process; it is not a certified conflicts system.

## What does a basic process look like?

1. Collect names at intake: Client, opposing parties, related entities, key individuals and any other persons the matter concerns, including alternative spellings.
2. Search before accepting: Search your matters and parties list, and any firm-level system, for each name.
3. Assess every hit: A hit is not always a conflict. Decide whether current or former client duties, or your own interests, are affected.
4. Record the decision: Note the result, the date, who decided and any steps taken, such as consent or declining.
5. Update as the matter changes: New parties join; run the check again when they do.


## How can you support it in Notion?

In MatterOS each matter links to a client record. You can add a Parties property or a related parties database so names are searchable across all matters, and add a status field for the check, such as Not run, Clear, Hit under review, Declined.

| Field | Purpose |
| --- | --- |
| Party name | Searchable record of everyone involved |
| Role | Client, opponent, related entity, witness |
| Matter | Link back to the matter |
| Check status and date | Evidence that you ran the check |
| Decision note | Reasoning and who approved |


## What this guide does not do

Not a substitute for firm systems or rules: Conflict rules differ by jurisdiction and by the type of firm. Larger or multi-office firms usually need a dedicated conflicts system. Check the professional rules that apply to you.

A Notion search will not find a name that was never recorded, and it does not apply fuzzy matching or sanctions screening. Treat it as a disciplined record, not a guarantee.

- Intake checklist: https://thematteros.com/resources/intake-checklist
- Legal intake automation: https://thematteros.com/resources/legal-intake-automation
- Matter management in Notion: https://thematteros.com/blog/matter-management-in-notion


## FAQ

### When should I run a conflict check?

Before accepting a matter and before receiving confidential details where possible, then again when new parties appear.

### Can Notion act as a conflicts database?

It can store and search parties. It lacks specialised matching, so it supports the process but does not replace dedicated tools where your firm needs them.

### What is a former client conflict?

A situation where duties owed to a past client may limit what you can do for a new one. Rules vary; check your regulator's guidance.

### Should I keep records of declined matters?

It is good practice to keep the parties and check outcome, since they may matter for future checks. Observe confidentiality and data protection rules.