Initial Contact Summary
Produces a privileged internal memo from a potential client's first contact — the foundation for conflict checking, case evaluation, and engagement decisions. Mark all output as PRIVILEGED AND CONFIDENTIAL.
Required Inputs
Gather from intake interview, referral, or initial documents:
- Contact info — name, phone, email, address, preferred contact method
- Incident details — date, location, description of events
- Injuries/damages — physical, financial, emotional, property
- Parties involved — opposing parties, witnesses, employers, insurers
- Insurance — client's and adverse party's coverage
- Prior legal actions — existing attorneys, filed claims, administrative complaints
- Referral source — how client found the firm
- Statute of limitations — calculate deadline; flag if < 6 months
Output Sections
1. Contact Information
Table with: Name, Phone, Email, Address, Preferred contact, Intake date, Intake by, Referral source.
2. Conflict Check
- List all parties to check: potential client, opposing parties, employers, insurers, witnesses, related entities (parent companies, subsidiaries)
- Flag: conflict check completed or pending
3. Incident Summary
- Date/time, location (address + jurisdiction), matter type
- Chronological narrative in client's own words (use quotation marks for key statements)
- Police/incident report: number, agency, obtained/requested status
4. Liability Assessment
- Client's theory of fault
- Adverse party conduct (specific negligent/wrongful acts)
- Comparative fault concerns
- Available evidence: photos, video, documents, electronic data
- Witnesses: names, contact info, relationship, anticipated testimony
- Preservation needs: surveillance footage, vehicles, medical devices — flag deadlines
5. Damages
Physical: injuries, treatment to date (providers, facilities), ongoing needs, pre-existing conditions
Economic: medical expenses (current + estimated future), lost wages (dates, rate, employer), property damage, out-of-pocket costs
Non-economic: pain/suffering indicators, daily activity impact, emotional distress factors
6. Insurance
Table with rows for Client, Adverse, and UM/UIM. Columns: Carrier, Policy #, Limits, Claim #, Adjuster.
7. Critical Dates
- Date of incident
- Statute of limitations — calculate and prominently display; flag if < 6 months
- Government claim deadline (if applicable)
- Insurance claim deadline
- Evidence preservation deadline
8. Screening Assessment
- Case strength: Strong / Moderate / Weak — with brief explanation
- Damages potential: High / Medium / Low
- Recommended action: Accept / Decline / Further investigation needed
- Conflicts: Clear / Potential conflict identified
9. Follow-Up Checklist
- Conflict check completed
- Statute of limitations calendared
- Evidence preservation letter sent
- Medical records authorization obtained
- Police report requested
- Insurance claims filed/confirmed
- Engagement letter prepared
- Declined letter prepared (if not accepting)
Pitfalls
- Statute of limitations: always calculate and display prominently — missed deadlines are malpractice risk
- Conflict check gaps: include all parties and related entities, not just named opponents
- Narrative inconsistencies: flag contradictions for follow-up rather than resolving them
- Declining representation: document reason and confirm declination letter includes limitations warning
- Client demeanor: note emotional state and communication style — relevant to case evaluation