Client intake checklist for commercial law matters
Commercial intakes often involve multiple related entities and an agent instructing on behalf of a director. This checklist walks through the standard opening steps.
This is a 12-step intake checklist for a commercial matter. It covers entity verification, authority to instruct, conflict checks, scope, costs and engagement so the retainer is defensible from day one.
The checklist
Identify the legal entity
Confirm the correct entity — company, trustee, partnership or sole trader. Do not act for an unregistered trading name.
Search ASIC records
Run a current and historical extract to confirm directors, registered office and any external administration.
Verify authority to instruct
Confirm the individual has authority — director, company secretary or written authority from the board.
Run a conflict check
Search the firm database for the client entity, related parties, counterparties and any beneficial owners.
Complete KYC and AML checks
Verify identity of the entity and beneficial owners where the matter triggers AML obligations.
Scope the commercial problem
Identify the transaction or dispute, the counterparties and the commercial outcome the client wants.
Identify deadlines
Settlement dates, notice periods, limitation periods and any regulator-imposed timelines.
Gather key documents
Request the current contract, any prior drafts, correspondence and the corporate group structure.
Identify related matters
Check for existing files for the same client, parallel disputes or regulatory investigations.
Provide costs disclosure
Issue a costs agreement and disclosure notice covering scope, rates and estimated total cost.
Confirm reporting lines
Agree who at the client receives advice, who can give instructions and the preferred reporting format.
Open the file and diary the matter
Create the matter in the practice management system, diary key deadlines and save a detailed intake note.
When this checklist applies
Use this checklist on every new commercial matter — transactional or contentious. The authority step is easy to skip when instructions come informally by email.
Common pitfalls
- Acting on instructions from someone without authority
- Failing to identify the correct legal entity (e.g. trustee vs trust)
- Missing a limitation or notice deadline at intake
- Inadequate costs disclosure for a large matter
- Not running a conflict check against related parties
Run this checklist on a real matter
Quillio drafts engagement letters, scope notes and intake memos for commercial matters. See /practice-areas/commercial-lawyers.
This checklist is a general guide. Adapt for regulated industries, cross-border matters and complex corporate groups.
Use this checklist on your matter.
Quillio can run this checklist on a specific NSW conveyancing matter — confirm each item, calculate adjustments, and generate the supporting documents. The free trial requires no credit card.
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