Law Firm Client Intake Form: Tips and Templates

In the competitive world of law, first impressions matter. Prospective clients begin forming opinions the moment they discover your firm. It's up to you to make sure you're sending the right message.

But how does one create a positive experience for potential clients even before they walk through your door? One key element is the law firm client intake form. This document is often the first interaction a potential client has with your firm, and it can make or break their decision to use your services.

In this article, we'll explore what a law firm client intake form is, why it's important, and how to create one that wins clients and works for your firm.

What Is a Law Firm Client Intake Form?

A law firm client intake form is a document used by legal professionals to collect information from potential clients. The form gathers important details, such as the client's name, contact information, type of legal issue, and a brief description of the issue.

The intake form helps attorneys quickly determine whether the potential client's case falls within the firm's practice areas. It can also identify any potential conflicts of interest that would prevent the firm from taking the case. Additionally, an intake form can help attorneys prepare for the initial consultation by providing insight into the potential client's legal issues and needs.

Overall, client intake forms for law firms are designed to streamline the intake process, determine if the firm can meet the client's legal needs, and inform the attorney's decision on whether or not to take on the case.

Why Are Law Firm Client Intake Forms Important?

A law firm client intake form is more than just a document to gather basic client information. It's a crucial component of your firm's overall client experience. A well-designed intake form can help you:

1. Streamline the Intake Process

When time is money, it's important to make the most of every billable minute. A streamlined client intake process is an effective way to maximize your team's time while providing the best possible service to your clients. Having a thorough legal client intake form ensures that you have all the necessary information collected upfront, thus reducing the chances of missing critical details or having to chase down additional information later. This process also demonstrates to clients that your practice is detail-oriented, professional, and organized.

2. Start on the Right Foot

Since the intake form is typically the first point of contact between your firm and client, it's important to get it right. Clients are more likely to trust and choose a firm that presents itself in a competent and well-prepared manner than one with a chaotic or confusing intake process. With a comprehensive and clear intake form, you can demonstrate to clients that their case is in capable hands. This initial interaction also serves as a foundation of trust that can develop into a long-lasting relationship with your client.

3. Personalize the Client Experience

A successful legal client intake form provides valuable insight into the needs of your clients. When used properly, lawyers can tailor their services according to the client's answers and develop an even deeper understanding of their situation through the following in-person consultation. This process ultimately builds trust and rapport, allowing you to establish yourself as their trusted legal advisor.

What To Include in Your Legal Intake Form

Creating an effective client intake form for law firms is relatively simple when you know what to include. Below is some of the most important information to collect when designing your legal intake form.

1. Personal and Contact Information

Your intake form should start by gathering basic client information, such as:

• Full name
• Address
• Telephone number
• Email address
• Preferred method of contact
• Best time to contact them

2. Case Information

This section allows you to gather important details about the client's case, which will be essential for assessing their legal needs. While some firms choose to offer an empty field that asks for a brief description of the client's legal needs, providing prompts can be far more conducive to understanding the client's unique situation. You may choose to include the following informational prompts:

• Type of case
• Date of incident
• Location of incident
• Involved parties
• Previous legal representation

3. Explanation of Legal Services

Legal jargon can be overwhelming and confusing, especially for clients who are navigating the legal system under stressful conditions. To help them understand how your firm can address their legal needs, it’s important to communicate your law firm’s services in a way that is clear and concise. Provide a list of your legal services with a brief explanation for each. By breaking down the services in simple terms, you can build trust with clients and help them feel confident in choosing a service that matches their needs.

How To Implement a New Client Intake Form at Your Law Firm

If you're ready to create or update your client intake process, here are some steps to make the transition as smooth as possible:

1. Invest in CRM Software

Optimize your client data management process with the help of customer relationship management (CRM) software. These platforms allow you to keep your client's data in one centralized location, secure and available for future use. Some CRMs even allow you to digitize the client intake form and process. Take MyCase, for example. Their electronic client intake form saves you time from manually collecting data and inputting it into the CRM. Instead, MyCase allows you to send and receive custom intake forms, which automatically sync to the client's case file—all without you lifting a finger.

2. Inform Your Team

It's essential to inform your team of any new client intake processes to ensure their successful implementation. Conduct a training session to review the intake form and its purpose. This allows your team to clarify any questions and fully grasp the importance of collecting accurate and complete information from clients. Having all team members on the same page will help ensure consistency in the intake process and improve overall client satisfaction.

3. Review and Revise the Process

After implementing the new client intake form, take some time to review the process and gather feedback from both clients and team members. Look for areas that could be improved and make revisions as needed. A continuous improvement approach will help ensure that your intake process remains efficient and effective over time.

Law Firm Client Intake Form Templates

There are many templates available online that you can customize to fit your law firm's specific needs. Remember, the best legal intake forms will be tailored to your firm. Update templates to reflect your unique branding, contact information, and legal services.

Here are some online templates to get you started:

• General New Client Intake Form
• Personal Injury/Accident Intake Form
• Adoptive Parent Intake Form
• Estate Planning Intake Form
• Library of Ten Additional Templates

It's also important to note that the legal intake form is just the beginning of your journey with a new client. Once they are ready to take the next step, provide them with a smooth onboarding process that supports their decision to use your firm and boosts their confidence.

LawPay makes it easy to onboard clients with the following templates and resources:

• Sample Attorney Fee Agreement
• Sample Credit Card Authorization Form
• Sample Privacy Policy
• Attorney-Client Agreement Provisions CLE

Final Notes

Overall, the most effective client intake forms are well thought out and easy to understand. The rest of the client’s onboarding and case lifetime journey should follow suit in its simplicity. LawPay, an online payment platform designed specifically for law firms, is built to help you do just that.

At LawPay, firms can simplify the payment process for clients, making it easier to accept payments while maintaining compliance with trust accounting rules. Additionally, LawPay offers a range of other services to support your practice as you support your clients. From setting up scheduled payments to generating custom reports, LawPay provides the tools necessary to allow you to focus on what matters most—serving your clients.

To learn more about how LawPay can streamline your workflow and improve the client experience, schedule a demo today!