beginning of consultation new client law firm
Initial Client Contact
- Request full name and preferred contact method.
- Collect phone number and email address.
- Inquire about the best time to reach them.
- Note any preferred times for communication.
- Ask the potential client to briefly describe the legal issue.
- Request any relevant dates or deadlines.
- Gather information about any involved parties.
- Clarify any specific questions or concerns they have.
- Propose several dates and times for the meeting.
- Confirm the meeting format (in-person, phone, video).
- Send a calendar invitation once agreed.
- Provide any necessary information for the meeting.
Pre-Consultation Preparation
- Gather all documents submitted by the client.
- Check for completeness and clarity.
- Note any missing information or inconsistencies.
- Identify key issues or concerns raised in the documents.
- Identify laws pertinent to the client's situation.
- Review recent case law and precedents.
- Check for any changes in legislation.
- Summarize findings for discussion during the consultation.
- Draft open-ended questions to encourage client dialogue.
- Include specific questions related to the client's documentation.
- Prioritize questions based on importance and relevance.
- Ensure questions cover all aspects of the client's case.
Consultation Meeting
- State your name and title clearly.
- Introduce each team member present with their roles.
- Ensure each member acknowledges the client.
- Create a welcoming atmosphere to ease client anxiety.
- Outline the consultation agenda briefly.
- Clarify the time allotted for the meeting.
- Inform the client about confidentiality and privilege.
- Set expectations for follow-up actions or next steps.
- Encourage the client to explain their situation fully.
- Listen actively without interrupting.
- Ask the client to elaborate on specific concerns.
- Summarize the client's issue to confirm understanding.
- Pose open-ended questions to gather more information.
- Take notes on critical facts and client statements.
- Ensure questions focus on legal relevance.
- Clarify any ambiguous terms the client uses.
- Offer preliminary assessments based on the discussion.
- Highlight potential legal options available to the client.
- Discuss possible outcomes and risks involved.
- Encourage the client to ask follow-up questions.
Post-Consultation Follow-Up
- Review notes taken during the consultation.
- Highlight key points discussed and advice provided.
- Create a concise summary document.
- Ensure the summary is clear and understandable.
- Send the summary to the client via email.
- Identify possible representation options based on the discussion.
- Outline the steps required for each option.
- Discuss timelines and expected outcomes.
- Prepare a document detailing these options.
- Schedule a follow-up meeting to discuss further.
- Review client feedback and questions from the consultation.
- Prepare clear and concise answers to each question.
- Consider additional resources that may help the client.
- Reach out to the client to address concerns.
- Encourage open communication for ongoing questions.
Engagement Agreement
- Include scope of services provided.
- Specify duration of representation.
- Detail responsibilities of both parties.
- Outline confidentiality obligations.
- Mention conflict of interest policies.
- Explain hourly rates or flat fees.
- Discuss retainer requirements if applicable.
- Outline payment schedule and due dates.
- Address potential additional costs.
- Provide options for payment methods.
- Ensure all terms are clearly understood.
- Provide a copy of the agreement for review.
- Request signature in person or via electronic means.
- Confirm date of signing for records.
- Store signed agreement securely.
Client Onboarding
- Gather client’s personal details: name, address, phone number, email.
- Input information into the management system accurately.
- Assign a unique client ID for tracking.
- Ensure compliance with confidentiality policies.
- Verify data entry for accuracy.
- Identify required documents specific to the client's case type.
- Request documents from the client via email or secure portal.
- Provide a checklist of documents for client reference.
- Set a deadline for document submission.
- Review received documents for completeness.
- Discuss communication methods: phone, email, in-person meetings.
- Confirm client’s preferred times and frequency for updates.
- Use a scheduling tool to set follow-up meetings.
- Send calendar invites for scheduled meetings.
- Document preferences in the client file.
Compliance and Ethical Considerations
- Conduct a thorough review of existing client relationships.
- Utilize conflict-checking software if available.
- Document any potential conflicts and their resolutions.
- Obtain written confirmation from attorneys regarding conflicts.
- Notify clients of any identified conflicts and seek consent.
- Familiarize yourself with local and state bar ethical rules.
- Review guidelines specific to the practice area.
- Ensure all communications are honest and transparent.
- Maintain client confidentiality at all times.
- Regularly update knowledge on changes to ethical standards.
- Prepare a checklist of required disclosures.
- Review the client's case and identify relevant information.
- Discuss potential risks and fees in detail.
- Document all disclosures provided to the client.
- Obtain the client's acknowledgment of understanding.
Final Review
- Verify all documents are present and accurately completed.
- Ensure engagement terms align with client expectations.
- Review any conflicts of interest that may affect representation.
- Confirm client contact information and case specifics are correct.
- Check that all required signatures are obtained.
- Ensure retainer fees are collected and documented.
- Review the timeline and milestones for case progression.
- Conduct a final check for any outstanding client questions.
Use in Manifestly