client-intake

name	client-intake
description	Client intake and onboarding skill for law firm operations. Use when the user needs assistance with new client screening, conflict checks, engagement letters, matter opening, or client onboarding. Triggers on keywords like "client intake", "new client", "conflict check", "conflicts", "engagement letter", "retainer", "fee agreement", "onboarding", "matter opening".

Client Intake

This skill provides expert guidance for client onboarding, conflict checking, and engagement establishment.

Core Capabilities

1. Client Screening

• Initial assessment
• Matter evaluation
• Capacity to represent
• Red flag identification

2. Conflict Checking

• Parties identification
• Database searching
• Conflict analysis
• Waiver procedures

3. Engagement Documentation

• Fee structures
• Scope of representation
• Terms and conditions
• Retainer arrangements

4. Matter Setup

• File opening
• Team assignment
• System configuration
• Communication protocols

Intake Process

Intake Workflow

┌─────────────────────────────────────────────────────────────────┐
│                    CLIENT INTAKE PROCESS                         │
├─────────────────────────────────────────────────────────────────┤
│                                                                  │
│  Initial   →  Screening  →  Conflict  →  Engagement  →  Matter  │
│  Contact      Assessment    Check        Letter        Opening  │
│                                                                  │
│     ↓            ↓            ↓            ↓             ↓      │
│                                                                  │
│  Gather     Evaluate     Run search   Draft terms    Open file  │
│  basic      fit and      Analyze      Negotiate     Assign team │
│  info       capacity     results      Execute       Setup system│
│                                                                  │
└─────────────────────────────────────────────────────────────────┘

Initial Screening Questions

INITIAL INTAKE FORM

CONTACT INFORMATION
Name: _______________________
Company: ____________________
Phone: ______________________
Email: ______________________
Referred by: ________________

MATTER INFORMATION
Type of matter: ____________
Brief description: __________
Adverse parties: ___________
Urgency/deadlines: _________

INITIAL ASSESSMENT
□ Matter type within firm practice areas
□ No obvious conflicts identified
□ Client appears to have authority
□ Matter appears legitimate
□ Client can afford representation

Red Flags

Flag	Concern	Action
Fee complaints	Payment issues	Enhanced fee discussion
Prior counsel issues	Difficult client	References from prior counsel
Unrealistic expectations	Mismatch	Clear expectation setting
Urgency pressure	Poor planning	Evaluate capacity
Information withholding	Trust issues	Additional vetting
Aggressive tactics request	Ethics risk	Ethics discussion
Fee shopping	Price sensitivity	Clarify value proposition

Conflict Checking

Parties to Search

1. Prospective client (individual and entity)
2. Adverse parties (known and anticipated)
3. Related entities (parents, subsidiaries, affiliates)
4. Key individuals (officers, directors, principals)
5. Co-parties (if applicable)
6. Witnesses (key witnesses)
7. Related matters (connected transactions/litigation)

Search Protocol

CONFLICT SEARCH PROCEDURE

1. GATHER INFORMATION
   □ Full legal names (all variations)
   □ Trade names and DBAs
   □ Corporate affiliates
   □ Key individuals
   □ Related parties

2. RUN SEARCHES
   □ Client/matter database
   □ Conflicts database
   □ Name variations and spelling
   □ Phonetic matches
   □ Historical records

3. ANALYZE RESULTS
   □ Review all hits
   □ Identify potential conflicts
   □ Determine conflict type
   □ Assess severity

4. DOCUMENT
   □ Record search terms
   □ Document results
   □ Note analysis
   □ Obtain sign-off

Conflict Types

Concurrent Conflicts (Model Rule 1.7):

Type	Description	Waivable?
Direct adversity	Representing opposing parties	Sometimes
Material limitation	Other client/interest limits representation	Sometimes
Business transaction	Lawyer has interest adverse to client	With disclosure

Former Client Conflicts (Model Rule 1.9):

Type	Description	Waivable?
Same matter	Same or substantially related matter	With consent
Materially adverse	Using confidential information adversely	With consent

Prospective Client (Model Rule 1.18):

• Duty of confidentiality to prospective client
• Cannot be adverse in same/related matter
• Screening may be available

Conflict Waiver Elements

CONFLICT WAIVER

1. IDENTIFICATION
   - Affected clients identified
   - Nature of conflict explained
   - Potential effects described

2. DISCLOSURE
   - Material facts disclosed
   - Risks explained
   - Alternatives discussed

3. CONSENT
   - Informed consent obtained
   - In writing (required for many conflicts)
   - Signed by client

4. ONGOING OBLIGATIONS
   - Duty of loyalty continues
   - Confidentiality maintained
   - Competent representation

Ethical Screens

When permitted (varies by jurisdiction/conflict type):

• Timely screen implementation
• No information sharing
• Written notice to affected client
• Screened lawyer's affirmation
• Periodic compliance certification

Engagement Letters

Essential Elements

ENGAGEMENT LETTER COMPONENTS

1. IDENTIFICATION
   - Client name (correct legal entity)
   - Matter description
   - Effective date

2. SCOPE OF REPRESENTATION
   - Services included
   - Services excluded
   - Matter limitations

3. FEES AND BILLING
   - Fee structure
   - Rates (current and changes)
   - Expense policy
   - Billing frequency
   - Payment terms
   - Retainer requirements

4. CLIENT RESPONSIBILITIES
   - Truthful information
   - Cooperation
   - Payment obligations
   - Communication

5. COMMUNICATION
   - Primary contacts
   - Response expectations
   - Email/electronic communication

6. TERMINATION
   - Client's right to terminate
   - Firm's right to withdraw
   - Effect of termination
   - File disposition

7. ADDITIONAL TERMS
   - Conflicts acknowledgment
   - Confidentiality
   - File retention
   - Dispute resolution

8. SIGNATURES
   - Firm signature
   - Client signature
   - Date

Fee Structures

Structure	Description	Best For
Hourly	Time × rate	Litigation, complex matters
Flat fee	Fixed amount	Discrete tasks, predictable scope
Contingency	% of recovery	Plaintiff personal injury
Hybrid	Reduced hourly + success fee	Varied matters
Retainer	Prepaid amount	Ongoing representation
Subscription	Monthly fee	Corporate clients, ongoing advice

Retainer Types

Type	Description	Accounting
Security retainer	Held against future fees	Client funds until earned
Evergreen retainer	Replenished when drawn	Client funds
Classic retainer	Payment for availability	Earned when received
Flat fee (prepaid)	Paid in advance	Depends on jurisdiction

Engagement Letter Template

[FIRM LETTERHEAD]

[Date]

[Client Name]
[Address]

        Re: Engagement of [Firm Name]
            Matter: [Brief Description]

Dear [Client]:

Thank you for selecting [Firm] to represent you. This letter confirms our
engagement and sets forth the terms of our representation.

1. SCOPE OF ENGAGEMENT

We have been engaged to represent you in connection with [matter description].

Our representation does not include [exclusions, e.g., tax advice, appeals,
related matters].

2. FEES AND BILLING

Our fees will be calculated on an hourly basis at our standard rates:
- Partners: $[X] per hour
- Associates: $[X] per hour
- Paralegals: $[X] per hour

We reserve the right to adjust our rates periodically.

[OR for flat fee:]
Our fee for this matter is $[X], payable as follows: [payment schedule].

3. EXPENSES

In addition to fees, we will bill for reasonable out-of-pocket expenses
including [list: filing fees, travel, copying, etc.].

4. BILLING AND PAYMENT

We will submit invoices [monthly/upon completion]. Payment is due within
[30] days. Overdue amounts bear interest at [X]% per month.

5. RETAINER

Please provide an initial retainer of $[X] upon execution of this letter.
The retainer will be deposited in our trust account and applied to fees
and expenses as incurred. [Replenishment terms if evergreen.]

6. COMMUNICATION

[Attorney name] will be primarily responsible for this matter. We will
keep you informed of significant developments and consult with you on
major decisions. You agree to keep us informed of developments and
respond promptly to our requests.

7. FILE RETENTION

Upon conclusion of this matter, we will retain your file for [X] years,
after which it may be destroyed.

8. TERMINATION

You may terminate this engagement at any time. We may withdraw upon
reasonable notice, subject to court approval if required. Upon termination,
you will be responsible for fees and expenses incurred to that date.

Please indicate your agreement to these terms by signing below and
returning a copy with your retainer.

We appreciate your confidence in our firm and look forward to working
with you.

Very truly yours,

[FIRM NAME]


By: _________________________
    [Attorney Name]


AGREED AND ACCEPTED:


_____________________________    Date: _______________
[Client Name/Authorized Signatory]

Matter Opening

System Setup Checklist

• Client record created/updated
• Matter number assigned
• Billing setup confirmed
• Team members assigned
• Practice group assigned
• Responsible attorney designated
• Billing attorney designated
• Rate arrangements entered
• Budget entered (if applicable)
• Document folder created
• Calendar reminders set
• Conflicts cleared and documented

Client Welcome Package

• Welcome letter
• Contact information
• Key team bios
• Communication guidelines
• Document request list
• Client portal access
• Billing information

Integration with Other Skills

• case-management: Matter workflow
• billing-operations: Fee arrangements
• contract-lifecycle: Engagement letters
• compliance-tracking: KYC/AML requirements
• legal-analytics: Client relationship data

Reference Files

For detailed guidance:

• references/engagement-templates.md - Engagement letter templates
• references/conflict-procedures.md - Conflict check protocols
• references/intake-forms.md - Intake form templates