Case Intake Form Template for England and Wales

When you begin working with a new legal client in England and Wales, a Case Intake Form serves as your essential first document for establishing the professional relationship. This comprehensive form allows you to systematically collect all necessary client information, assess their legal needs, and ensure compliance with stringent UK regulatory requirements from the outset of your engagement.

When do you need this document?

You need a Case Intake Form every time you take on a new client or matter. This includes initial consultations for personal injury claims, family law disputes, commercial transactions, property matters, or criminal defence cases. The form is particularly crucial when conducting telephone or video consultations where you must verify client identity and gather essential information remotely. You also need this document when existing clients bring new matters that require separate conflict checks and risk assessments, or when taking on clients through referrals where comprehensive vetting is essential for regulatory compliance.

Key legal considerations

Your Case Intake Form must comply with UK GDPR and the Data Protection Act 2018, requiring clear consent mechanisms for data collection and processing. You need robust conflict check procedures to identify potential conflicts with existing or former clients, opposing parties, and related entities. The form should include comprehensive client identification measures to satisfy Money Laundering Regulations 2017 requirements, particularly for high-value matters or clients presenting higher risk profiles. Fee arrangement discussions must be documented clearly to prevent later disputes, including payment terms, funding options, and potential liability for costs. You must also ensure the form captures sufficient information for proper matter assessment while protecting privileged communications and maintaining client confidentiality throughout the intake process.

Legal requirements in England and Wales

Under the Legal Services Act 2007 and SRA Code of Conduct, you must provide clear information about your services, costs, and complaints procedures during the initial client contact. Your intake form must include specific data protection notices complying with UK GDPR Article 13 requirements, explaining how client data will be processed, stored, and shared. The Privacy and Electronic Communications Regulations (PECR) apply if you collect information electronically, requiring explicit consent for electronic communications. You must implement appropriate technical and organisational measures to protect client data collected through the form, including secure storage and limited access protocols. The form should facilitate compliance with client care obligations, including written confirmation of retainer terms and regular communication arrangements as mandated by professional conduct rules.