Law Firm New Client Intake Email Template & Workflow for Outlook
Welcome a prospective law firm client and collect the details needed for intake and conflict review. Copy this ready-to-use Outlook email template, or use it as a reusable Toggles workflow with variables, recipients, attachments, and team sharing.
Free to try. No automatic sending - review every draft before sending.
Copy/paste template
Copy the law firm new client intake email template
Use this once as a regular Outlook template, or launch the full Toggles workflow when you send it repeatedly.
What this template helps you avoid
Common email risks
- Missing required details
- Rewriting the same email manually
- Inconsistent wording across a team
- Forgetting attachments, links, recipients, or preparation notes
Fields your team can fill in
To
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Cc
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Subject
New Client Intake - client_first_name
Hi client_first_name,
Thank you for contacting our office about your matter_type matter. Before we can evaluate next steps, we need to complete intake and conflict review.
PLEASE COMPLETE BY intake_deadline
• Intake Form: intake_form_urlComplete the intake form
DOCUMENTS TO GATHER
documents_to_gather
The attached checklist explains what information is most helpful at this stage. Please do not send sensitive documents by regular email unless our office specifically instructs you to do so.
Completing intake does not create an attorney-client relationship. Our office will confirm representation separately in writing after conflict review and any required engagement agreement.
Questions? Contact us at me::phone or me::email.
Workflow context
When to use this workflow
Use when authorized firm staff are ready to collect preliminary information for intake and conflict review. Staff should verify the matter type, form, firm-set response date, and requested records. The message does not establish representation or provide legal advice.
What this replaces
Replaces manually assembled intake replies that can omit the current form, requested records, response date, or the boundary between preliminary intake and an attorney-client relationship.
Why teams standardize this email
A consistent intake request helps the firm collect the same administrative information while keeping conflict review, matter acceptance, confidentiality instructions, and representation decisions with authorized staff and attorneys.
What Toggles adds beyond a normal Outlook template
Toggles inserts the workflow directly in Outlook, prompts for variables, prepares operational details, and keeps the draft editable before sending.
- Fills the prospective client's name and selected matter type
- Adds the intake form link and firm-set response date
- Renders the selected records to gather in the editable draft
- Attaches the configured New Client Intake Checklist PDF
- Applies the configured intake tag when the workflow starts
FAQ
Does sending this intake email mean the firm represents the recipient?
No. It requests preliminary information for the firm's intake and conflict-review process. Representation depends on the firm's authorized process and executed engagement requirements.
Does Toggles perform a conflict check?
No. It prepares the intake email. The firm must review the submitted information through its conflict-check and matter-acceptance process.
What should staff review before sending?
Confirm the matter type, intake form, firm-set date, requested records, checklist, contact information, and the firm's approved intake and confidentiality wording.