---
title: "Client intake checklist for small law firms"
url: https://thematteros.com/resources/intake-checklist
updated: 2026-10-17
author: Raghav Handa
---

# 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.

## Key takeaways

- Intake is where most missing information starts; fix it there.
- Capture parties first so the conflict check can run.
- Record scope and fees in writing before work starts.
- Look for deadlines and limitation issues at intake and calculate them from your jurisdiction's rules.

## The checklist

| Area | What to capture |
| --- | --- |
| Client | Name, contact details, preferred contact method, identity checks required by your rules |
| Other parties | Opponents, related entities, key individuals (feeds the conflict check) |
| Matter | Type, short description, what the client wants as an outcome |
| Conflict check | Run, result, date, decided by |
| Scope and fees | What is included and excluded, fee basis, engagement letter sent and signed |
| Documents | What the client has handed over, what is still missing |
| Dates | Known deadlines, hearing dates, limitation concerns to verify |
| Next step | One 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. Create the matter from the template: The checklist appears at the top.
2. Tick items as you go: Open items show up in a view of matters with incomplete intake.
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.

Adapt to your rules: Identity verification, engagement terms and client money requirements differ by jurisdiction and practice area. Use this list as a base and add what your regulator requires.

- Conflict check guide: https://thematteros.com/resources/conflict-check-guide
- Legal intake automation: https://thematteros.com/resources/legal-intake-automation
- Legal task and deadline management: https://thematteros.com/blog/legal-task-and-deadline-management


## FAQ

### 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.