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Client intake checklist for small law firms

A client intake checklist makes sure every new matter starts with the same information: who the parties are, what the client wants, whether there is a conflict, what you will charge, which documents you hold, and which dates are already running. Use it every time so nothing depends on memory.

By Raghav Handa · Updated 17 October 2026 · 3 min read

The checklist

AreaWhat to capture
ClientName, contact details, preferred contact method, identity checks required by your rules
Other partiesOpponents, related entities, key individuals (feeds the conflict check)
MatterType, short description, what the client wants as an outcome
Conflict checkRun, result, date, decided by
Scope and feesWhat is included and excluded, fee basis, engagement letter sent and signed
DocumentsWhat the client has handed over, what is still missing
DatesKnown deadlines, hearing dates, limitation concerns to verify
Next stepOne action, one owner, one date

How do you keep it in Notion?

Make the checklist a template inside your Matters database so every new matter opens with the same blocks and properties. In MatterOS, each matter links to a client record, actions and evidence, so intake items become real records rather than a loose form.

  1. 1

    Create the matter from the template

    The checklist appears at the top.

  2. 2

    Tick items as you go

    Open items show up in a view of matters with incomplete intake.

  3. 3

    Convert findings into actions

    Missing documents and deadlines become entries with owners and dates.

Common intake mistakes

  • Starting work before the engagement letter is signed.
  • Running the conflict check only on the client's name.
  • Treating a verbal deadline as verified.
  • Leaving the next step blank.

Frequently asked questions

What should be in a legal intake form?
Client and party details, matter description, desired outcome, fee arrangement, documents and known dates. Add whatever your regulator requires.
When should the conflict check happen?
As early as you hold the names, and before you accept confidential information or the matter.
Can I use Notion forms for intake?
Notion offers forms that feed a database. Check how it fits your confidentiality duties before collecting sensitive information that way.
Is there a downloadable checklist?
The table above can be copied into a Notion template. MatterOS users can add it to the Matters database template.

About the author

Raghav Handa

Raghav Handa trained as a lawyer, then spent years building legal technology, from enterprise legal products to custom systems for law firms.

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