Onboarding a new client effectively is crucial for setting the foundation for a successful attorney-client relationship. It ensures that all necessary information is gathered, legal obligations are met, and the client feels confident in their choice of representation. The following New Client Onboarding Checklist is designed to guide law office managers through each essential step, from the initial consultation to the formal engagement letter. By following this comprehensive checklist, you can ensure a smooth, organized, and professional onboarding process that enhances client satisfaction and operational efficiency.
New Client Onboarding Checklist
- Initial Consultation Documentation
- Schedule initial consultation meeting
- Prepare and send appointment confirmation to client
- Gather preliminary information about the client’s legal issue
- Prepare consultation documents and forms
- Document key points and decisions during consultation
- Obtain signed consultation agreement
- Conflict of Interest Check
- Conduct a conflict of interest search
- Document findings of the conflict check
- Notify relevant parties if a potential conflict is identified
- Obtain necessary waivers if a conflict is manageable
- Confirm the absence of conflicts before proceeding
- Retainer Agreement Signed
- Prepare retainer agreement based on consultation
- Send retainer agreement to the client for review
- Address any client questions or concerns regarding the agreement
- Obtain signed retainer agreement from the client
- Provide a copy of the signed agreement to the client
- Store the signed agreement in the client’s file
- Client Contact Information
- Collect comprehensive client contact details (phone, email, address)
- Verify the accuracy of contact information
- Input client contact details into the case management system
- Ensure emergency contact information is obtained and recorded
- Update any changes to contact information promptly
- Case File Creation
- Assign a unique case number
- Create a physical and/or digital case file
- Organize initial documents (retainer, consultation notes, conflict check results)
- Set up secure storage for sensitive documents
- Ensure all team members have access to the case file
- Update case file with any new documents or information
- Client Intake Form Completed
- Send client intake form to the client
- Ensure client understands and completes the form
- Review completed intake form for accuracy and completeness
- Follow up with the client for any missing information
- Input intake form data into the case management system
- File the completed intake form in the case file
- Engagement Letter Sent
- Draft engagement letter detailing scope of services
- Review engagement letter for accuracy and completeness
- Send engagement letter to the client for signature
- Address any client questions or concerns about the letter
- Obtain signed engagement letter from the client
- Provide a copy of the signed letter to the client
- Store the signed engagement letter in the client’s file