Law Firm Client Intake Form Template for Australia

I'd split intake into two forms. Collect names and urgent dates first, then request the matter details once the firm has checked conflicts and decided to proceed. The copyable fields below are design suggestions for your solicitors to adapt to your jurisdiction, AML/CTF program and insurer's requirements. They are not legal advice.

What Should a Law Firm Client Intake Form Template Include in Australia?

Copy these fields into Word or your existing form builder. For software selection, see the guide to client intake software.

Stage 1: Enquiry and Conflict Form

• Your full name, former names and relevant company or trust name:
• Preferred contact details and method:
• Is it safe to email, text or leave a voicemail?
• Matter type: family, criminal, probate, property or other.
• Names of other parties and related people or companies:
• Next court date or other deadline:
• One-line description of the enquiry:
• How did you hear about the firm?

Suggested wording for solicitor review: “Please do not send detailed accounts or documents yet. Submitting this form does not mean the firm has agreed to act. Read our privacy notice [insert link].”

Stage 2: Matter Form

Send after the conflict check and a decision to proceed.

• Full contact details and anyone else we may contact:
• Timeline of key dates and events:
• Outcome you want and questions for the solicitor:
• Relevant documents: [secure upload].
• Interpreter or accessibility needs:
• Who will pay, if someone other than you?
• Relevant matter module below:

Staff-Only Record

Record the conflict check result and checker; AML/CTF assessment and customer due diligence status under the firm's program; costs disclosure sent and date; responsible solicitor; and decision to act or decline.

The general client intake form guide covers fields shared across service businesses.

Why Collect Conflict Details Before the Client's Whole Story?

The Queensland Law Society's conduct rules guide describes duties to avoid conflicts involving current and former clients. Versions and exceptions differ by jurisdiction.

My design recommendation is to collect party names before inviting a detailed account. Staff can review those names before the firm receives a bundle of sensitive documents. The Law Society of NSW's journal says a conflict check system can be paper based, a computer program or cloud based.

What Extra Questions Belong on Family, Criminal and Probate Forms?

Family Law

Put safe contact first, including whether the other party can access the client's phone or email. Then ask for:

• Current family violence or other orders, proceedings and court dates.
• Children's names and birth dates where parenting is involved.
• Relationship dates and broad assets and debts where property is involved.

These are suggested fields. Legal Aid NSW's general appointment guidance supports requesting a timeline, questions and relevant documents.

Criminal Law

Ask for the next court date and court, charge paperwork, bail status and conditions, any brief received, police contact shown on the paperwork, custody status and permitted contacts. Leave the account of the alleged offence for the solicitor's conversation.

Legal Aid NSW's Local Court guide identifies the Court Attendance Notice, police facts sheet and bail undertaking as relevant documents. Terms differ by state.

Probate

Ask for the deceased's full name and death date, executors, beneficiaries, will witnesses, assets and notices address. Ask where the original will and death certificate are held. These fields reflect NSW probate guidance; other states may differ.

I'd add questions about codicils, possible disputes and overseas assets.

What Privacy, AML/CTF and Costs Steps Sit Around the Form?

For firms covered by the relevant privacy obligations, OAIC's collection notice guidance covers identity, purposes, usual disclosures and overseas recipients. A short form notice can link to fuller information.

Criminal records and health information are sensitive information. OAIC's APP 3 guidance sets an additional consent requirement for collecting sensitive information, with exceptions. Ask only what the firm needs at that stage.

A small firm may be outside the Privacy Act for some work and inside it for AML/CTF activities, according to OAIC's guidance for reporting entities, so I'd use one notice on the form and have the firm confirm its own position. The same guidance says a collection notice is not required where giving it would be inconsistent with the tipping-off prohibition.

As at 5 November 2026, the Law Society of NSW roadmap says AUSTRAC regulates by service and CDD screening should start when a regulated service is reasonably expected. Route the matter to your firm's assessment; a dropdown cannot decide coverage. See AML/CTF automation for law firms.

In Victoria, the legal services regulator describes written costs disclosure before retention or as soon as practicable afterwards, subject to exceptions. Recording a sent date does not replace disclosure. Check your own regulator's requirements.

Is Word Enough, or Should Intake Live in Smokeball, LEAP or Clio Grow?

I'd start with this free template if someone can manage re-keying and missing answers. Software deserves a closer look when that work keeps interrupting staff.

What Are the Red Flags in a Law Firm Intake Form?

• Detailed allegations and unrestricted uploads before conflict review.
• No safe contact question or visible deadline field.
• A generic privacy checkbox without a collection notice.
• No named solicitor responsible for reviewing the submission.

Truespeak is the best fit for an Australian law firm that wants its intake flow after submission designed, built and then run, with a person approving anything sensitive. I've spent 20+ years in commercial roles, including at Optus and Samsung, and I've built 25 working productivity systems.

A proposed intake automation flow could prepare a conflict search draft, chase missing documents, draft a file note and next-step email for approval, then record the outcome. Truespeak works with existing tools; steps without usable connections stay manual. Read the law firm intake automation guide or start with a discovery call.