Matter intake before the first call is a common requirement for law firms. Basic matter details help route the enquiry and check for conflicts.
People and businesses dealing with a legal problem want to make an enquiry or book a consultation.
Intake forms collect the details you need before a first appointment, so the first meeting starts with the real conversation.
On top of the basics, a law firm usually needs what prompted the enquiry (helps route the person to the right practitioner or adviser).
Identity documents, matter details and financial records are sensitive for your clients. Use the secure client portal or practice system for documents rather than a website form or email attachments, and collect only what the first meeting needs. The OAIC explains which organisations the Privacy Act covers and how it applies to personal information.
Use the secure intake or registration forms provided by your practice or client management system, linked from the website.
Where that system has no forms, build a secure form that delivers straight into the approved system, never to email.
The website hands over when the submission is stored in the system the practice or firm uses for client records.
Receives a link after booking or opens it from the site
The form is reached from a booking confirmation as well as the website.
Completes the form in sections
Sections can be saved and finished later on a phone.
Gives consent where needed
Consent wording explains how the information will be used and stored.
Submits
Submissions go to secure storage, not a shared inbox.
| Field | Why it is needed |
|---|---|
| Name and date of birth or reference | Matches the form to the right person. |
| Contact details | Needed for follow-up questions. |
| Consent | Records agreement to how the information is handled. |
| What prompted the enquiry | Helps route the person to the right practitioner or adviser. |
Where the website hands over: The website hands over when the submission is stored in the system the practice or firm uses for client records.
Basic matter details help route the enquiry and check for conflicts. Intake forms collect the details you need before a first appointment, so the first meeting starts with the real conversation.
Avoid sending sensitive submissions to a shared inbox. Deliver them to the system where client records are kept.
Straight after booking works well, with a reminder before the appointment if it is not complete.
Use your practice system's secure upload or client portal instead of a website form or email, and request documents only when they are needed. Whether the Privacy Act applies depends on your organisation; the OAIC explains who it covers.[1]
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