Legal Templates
Client Intake Form Law Firm

Client Intake Form Law Firm for Canada

Client Intake Form Law Firm Template for Canada

A comprehensive client intake form designed for Canadian law firms to gather essential information from potential clients while ensuring compliance with provincial law society requirements, federal privacy laws (PIPEDA), and anti-money laundering regulations. The document serves as the initial point of contact between the law firm and potential clients, collecting crucial information about the client's identity, legal matter, and financial arrangements while establishing the preliminary framework for the attorney-client relationship. It includes mandatory privacy notices, consent clauses, and professional engagement terms specific to Canadian legal practice.

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What is a Client Intake Form Law Firm?

The Client Intake Form Law Firm is a foundational document used by Canadian law firms during the initial client onboarding process. It serves multiple purposes: collecting necessary client information, ensuring regulatory compliance, and establishing the groundwork for the attorney-client relationship. The form must comply with provincial law society requirements, federal privacy legislation (PIPEDA), and anti-money laundering regulations. It is typically used before formal legal representation begins and includes sections for client identification, matter details, conflict checks, and financial arrangements. The document is designed to protect both the law firm's interests and client rights while gathering sufficient information to assess whether the firm can properly represent the client. It may be customized based on practice areas but must maintain core elements required by Canadian legal regulatory bodies.

What sections should be included in a Client Intake Form Law Firm?

1. Client Personal Information: Basic identification including full legal name, preferred name, contact details, and preferred communication method

2. Identity Verification: Government ID information and verification details to comply with anti-money laundering regulations

3. Matter Information: Details about the legal issue or service required, including urgency and any deadlines

4. Conflict Check Information: Names of other parties involved in the matter to conduct conflict checks

5. Financial Information: Payment preferences, billing contact, and any third-party payer information

6. Privacy Notice and Consent: PIPEDA-compliant privacy notice and consent for information collection and use

7. Professional Engagement Terms: Basic terms of engagement including fee structure and client communication policies

8. Signature and Date: Client signature (electronic or physical) and date of completion

What sections are optional to include in a Client Intake Form Law Firm?

1. Corporate Client Information: For business clients: company details, registration numbers, and authorized representatives

2. Additional Parties: For family law or estate matters: information about spouse, children, or beneficiaries

3. Immigration Status: For immigration-related matters: current status, dates, and permit details

4. Accident Details: For personal injury cases: accident information, insurance details, and medical information

5. Property Information: For real estate matters: property details, purchase/sale information

6. Criminal Record Declaration: For criminal law matters: previous convictions and pending charges

7. Language Preferences: For clients requiring translation or interpretation services

8. Emergency Contact: Optional secondary contact information for urgent matters

What schedules should be included in a Client Intake Form Law Firm?

1. Schedule A - Fee Schedule: Detailed breakdown of fee structures, hourly rates, and payment terms

2. Schedule B - Required Documents Checklist: List of documents the client needs to provide based on matter type

3. Schedule C - Client Identification Form: Detailed identity verification form for anti-money laundering compliance

4. Appendix 1 - Privacy Policy: Detailed privacy policy and information handling procedures

5. Appendix 2 - Client Rights and Responsibilities: Detailed explanation of the client-lawyer relationship and expectations

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

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Jurisdiction

Canada

Publisher

Genie AI

Document Type

Intake Form

Sector

Employment

Cost

Free to use
Relevant legal definitions
Law Firm
Client
Legal Services
Retainer
Engagement Letter
Confidential Information
Personal Information
Legal Matter
Conflict of Interest
Professional Fees
Disbursements
Authorized Representative
Third-Party Payer
Legal Capacity
Consent
Privacy Notice
Electronic Communications
Identity Verification
Professional Relationship
Scope of Services
Billing Contact
Client File
Trust Account
Power of Attorney
Terms of Engagement
Professional Obligations
Joint Retainer
Limiting Liability
Relevant Industries

Legal Services

Professional Services

Legal Technology

Compliance

Risk Management

Professional Advisory

Legal Consulting

Relevant Teams

Legal Operations

Administration

Compliance

Risk Management

Client Relations

Information Technology

Records Management

Front Desk

Practice Management

Quality Assurance

Relevant Roles

Managing Partner

Legal Assistant

Intake Coordinator

Compliance Officer

Privacy Officer

Risk Management Officer

Office Manager

Associate Lawyer

Partner

Legal Administrator

Client Relations Manager

Practice Group Leader

Operations Director

IT Manager

Records Manager

Industries
Personal Information Protection and Electronic Documents Act (PIPEDA): Federal privacy law governing the collection, use, and disclosure of personal information in commercial activities. Relevant for collecting client personal data.
Law Society Act (Provincial): Provincial legislation governing the practice of law, including client identification and verification requirements, and professional conduct obligations.
Proceeds of Crime (Money Laundering) and Terrorist Financing Act: Federal legislation requiring law firms to verify client identity and maintain records for anti-money laundering compliance.
Accessibility for Ontarians with Disabilities Act (AODA) or equivalent provincial legislation: Provincial legislation ensuring accessibility standards are met in customer service and information collection.
Electronic Commerce Act (Provincial): Governs electronic signatures and electronic documents if the intake form is digital.
Rules of Professional Conduct: Professional guidelines set by provincial law societies regarding client relationships, conflicts of interest, and confidentiality.
Canadian Anti-Spam Legislation (CASL): Federal law governing electronic communications, relevant if the intake form involves collecting email addresses for future communications.
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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