Opening a new client file is more than just paperwork—it’s the foundation for a successful representation. A consistent process ensures ethical compliance, efficient administration, and clear client communication from the very start. This checklist provides a step-by-step guide to help lawyers and staff manage new matters with confidence and precision.
Initial Contact & Intake
- Conflict Check
- Run conflict of interest check before any substantive discussion.
- Document results and clearance.
- Engagement Screening
- Confirm type of matter fits firm’s practice areas.
- Assess jurisdiction and venue issues.
- Evaluate client’s goals and potential red flags (unrealistic expectations, fee sensitivity, past lawyer issues).
- Intake Information
- Collect full client contact details.
- Record opposing parties, related parties, witnesses.
- Note referral source.
Engagement & Ethics
- Engagement Letter / Fee Agreement
- Draft and send engagement agreement outlining scope, fees, and billing.
- Ensure compliance with Louisiana Rules of Professional Conduct 1.5 (fees) and 1.8 (conflicts/waivers, if needed).
- Get signed agreement before beginning substantive work.
- Retainer / Deposit
- Collect retainer or flat fee (if applicable).
- Deposit into client trust account (Rule 1.15).
- Document payment terms and replenishment process.
File Creation
- File Setup
- Create digital matter in case management system (Clio, PracticePanther, etc.).
- Assign file number and lawyer/paralegal.
- Establish billing arrangements and task codes.
- Open physical file (if firm maintains paper records).
- Document Management
- Upload engagement agreement, intake forms, etc.
- Create template folders (pleadings, correspondence, discovery, exhibits).
- Establish naming conventions for consistency.
Client Communication & Onboarding
- Welcome Packet / Letter
- Send confirmation of representation.
- Provide contact info (lawyer, paralegal, billing).
- Share expectations for communication (response time, preferred method).
- Provide client portal access (if available).
- Initial Client Meeting
- Review client goals and priorities.
- Set timeline and next steps.
- Explain billing and updates process.
- Recordkeeping & Confidentiality
- Confirm signed authorizations/releases (medical records, financial records, etc.).
- Verify secure communication preferences (email, portal, etc.).
Administrative & Risk Management
- Calendar Deadlines
- Enter statutes of limitation, filing deadlines, hearing dates.
- Set reminders for periodic client updates.
- Trust Accounting
- Segregate funds properly (no commingling).
- Track retainer balances.
- Compliance
- Document all conflict checks, waivers, and disclosures.
- Note any required co-counsel fee arrangements.
- Review insurance coverage (malpractice, liability, etc.) if high-risk case.
A well-organized intake and file opening process protects both the lawyer and the client. By following this checklist, firms can reduce risk, maintain professionalism, and set the tone for a strong client relationship built on trust, clarity, and competence.
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