Opening a new case properly sets the tone for the entire client experience and the case’s ultimate success. This checklist is designed to guide law office administrators through the critical internal steps needed to launch a new matter efficiently, securely, and in full compliance with office procedures. Completing each step ensures that attorneys and staff have everything they need to move forward with confidence.
Use this form for every new case to maintain consistency and avoid oversights.
Client Name: ___________________________________
Matter Name/Number: ___________________________
Attorney Assigned: _____________________________
Date Opened: __________________________________
1. Initial Intake and File Setup
☐ Received signed engagement letter and fee agreement
☐ Collected complete client intake forms
☐ Opened physical and/or digital client file
☐ Assigned unique client/matter number
☐ Entered client and matter details into case management system
2. Conflict Check
☐ Completed conflict-of-interest check
☐ Documented conflict check results
☐ Reported any conflict issues to attorney
3. Retainer and Billing Setup
☐ Processed retainer payment and deposited into trust account
☐ Established billing structure (Hourly / Contingency / Flat Fee)
☐ Assigned billing attorney and support staff in billing system
☐ Set up initial budget estimates (if required)
4. Case Planning
☐ Scheduled internal case launch meeting
☐ Created initial action steps and timeline
☐ Assigned support staff (Paralegal / Legal Assistant / Other)
☐ Entered initial task list into project management system
5. Document Management
☐ Created standard folder structure
☐ Uploaded initial client-provided documents
☐ Prepared “missing documents” request list
6. Communication Protocols
☐ Confirmed client’s preferred communication method (Email / Phone / Portal)
☐ Verified client contact information
☐ Established internal communication expectations
7. Calendar and Deadline Management
☐ Entered known deadlines into office calendar
☐ Set reminders for important case dates
☐ Confirmed statutes of limitations and key jurisdictional deadlines
8. Compliance and Confidentiality
☐ Reviewed confidentiality protocols with team
☐ Ensured compliance with applicable regulations
☐ Set user permissions and access controls
9. Client Welcome and Onboarding
☐ Sent client welcome packet or email
☐ Provided attorney and support staff contact information
☐ Set up and confirmed client portal access (if applicable)
10. Final Internal Review
☐ Verified completion of all checklist steps
☐ Confirmed correct setup in all systems (case management, billing, document management)
☐ Notified attorney that the case is officially launched