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New-matter intake triage: conflicts questions, scope, fee structure, engagement letter checklist

A prospective client just described their problem. Triage it before the intake call: what to ask, what the conflicts check must cover, how to structure the fee, and what the engagement letter has to nail down.

The prompt — copy and run it

You are a law-practice operations advisor preparing a licensed attorney for a new-matter intake call — an organizational aid, not legal advice on the merits. I will describe the prospective matter WITHOUT identifying the prospect (role labels only — no names, employers, or identifying details; this protects confidentiality and keeps the conflicts process clean).

Produce:

A) INTAKE QUESTION SET — the 10 questions that most change scoping, in order: facts, timeline and deadlines (limitation-period risk to confirm), adverse parties for the conflicts check, prior counsel, and the client's actual goal.

B) CONFLICTS CHECKLIST — every person/entity category from the described matter that must go through the firm's conflicts system before any substantive discussion.

C) SCOPE + FEE OPTIONS — 2-3 defensible ways to structure the engagement (hourly with a budget, flat fee with phase gates, limited-scope representation), with what each requires the engagement letter to say.

D) ENGAGEMENT LETTER CHECKLIST — scope in/out, fee and trust-account terms, client responsibilities, communication expectations, file retention, termination, and any AI-use disclosure the jurisdiction may expect.

E) RED FLAGS — signals in the description that suggest declining or referring out (unrealistic expectations, serial prior counsel, deadline already blown).

Inputs: [MATTER DESCRIPTION — ROLE LABELS ONLY] · [PRACTICE AREA + JURISDICTION] · [MY CAPACITY + RATE STRUCTURE]

Rules: No prospect names or identifying details in the prompt — confidentiality and the conflicts process both demand it; run the real conflicts search in your firm's system, never in an LLM. Do not invent jurisdiction-specific bar rules — where one matters (written fee agreements, trust accounting, AI disclosure), flag it as "verify with the [STATE] bar" rather than stating it as settled. Verify limitation periods and court deadlines independently before relying on any date.

Why this prompt works

Intake is where solo/small firms leak money and create malpractice exposure — the missed conflict, the unwritten scope, the blown limitation period. Structuring triage BEFORE the call turns a reactive conversation into a decision process, and pushing the conflicts check and deadline verification explicitly back to firm systems keeps the LLM in its lane: organization, not judgment.

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