The Importance of Case Intake and Request for Records (RFR) in Your Legal Practice

The Importance of Case Intake and Request for Records (RFR) in Your Legal Practice

In law firms that practice personal injury, immigration, contract, and estate planning, it is important to have a good system for intake and request for records (RFR). This will ensure that your firm is able to obtain the necessary records in a timely manner and that your file is complete.

There are a number of things that you can do to improve your process for intake and RFR. First, there should be familiarity with Case Management tools like Clio, MyCase, etc. These tools will help you keep track of your cases and ensure that all necessary documents are in place.

Second, you should have a sound system for follow-up. This includes calling clients and institutions on time to chase records. It is also essential to have a good system for creating documents ahead of time so that you are not scrambling at the last minute.

Third, you should always communicate promptly. This includes responding to client inquiries in a timely manner and keeping them updated on the status of their case.

First, let us understand:

What is case intake?

Case intake is the process by which a lawyer or law firm takes on a new client. During case intake, the lawyer will gather information about the client’s legal problem and determine whether or not they are able to take on the case. This process usually includes a consultation with the potential client, during which the lawyer will ask questions about the case and assess the client’s needs. Once this information is collected, it can be used to determine whether the case has merit and whether it should be pursued.

There are a variety of ways to collect case intake information. For example, many law firms use online forms that potential clients can fill out to provide basic information about their cases. Other firms may use more traditional methods, such as intakes conducted over the phone or in person. Whichever method is used, the goal is the same: to gather enough information to assess the potential case and decide whether to take it on.

How case intake and RFR can benefit your clients?

If you’re looking for a way to improve your client intake process and reduce the amount of time spent on case research and file review (RFR), implementing a case intake and RFR outsourcing solution can be a great option.

There are many benefits of implementing a case intake and RFR outsourcing solution, including:

  • Reduced time spent on RFR
  • Streamlined client intake
  • Increased staff productivity
  • Improved client satisfaction

While case intake and RFR outsourcing are important aspects of the legal process, they can also benefit your clients. Having a well-organized case intake process can help ensure that your clients receive the best possible representation, as you will be able to gather all of the necessary information upfront. Additionally, RFR can help clients obtain information that they may not be able to get on their own, which can be invaluable in making sure their case is as strong as possible.

How to get started with case intake and RFR?

At its core, case intake is the process of collecting information about a potential client and their legal matter. This information can come from a variety of sources, including the potential client themselves, referrals from other lawyers or legal professionals, online inquiries, and more. Once this information is collected, it must be screened to determine if the matter is a good fit for the firm and if the potential client is likely to be a good client.

Most firms use some combination of an initial intake call and/or a detailed questionnaire. During the intake call, the firm will ask questions about the potential client’s legal matter to better understand the situation. If the firm decides to take on the case, it will then provide the potential client with a questionnaire to collect more detailed information.

What can you do to optimize your legal intake process?

Your law firm’s legal intake process is essential to your success. It’s the first point of contact between you and potential clients, and it’s your opportunity to make a good first impression. If your intake process is efficient and streamlined, you’re more likely to win new business. But if it’s chaotic and disorganized, you’re likely to lose potential clients.

So what can you do to optimize your legal intake process? Here are a few tips:

1. Create a Robust Qualification Process

2. Ask all the Important Questions

3. Recruit calling US Law graduates

4. Maintain 24-hour availability

5. Create a rapport with the caller

6. Maintain Consistent Intake Process Monitoring


Investing the time to optimize or create a nearly ideal legal intake process can pay off in abundance when it comes to your law firm’s profitability and clients’ satisfaction.

You can ensure better clientele by pre-screening leads as soon as possible, creating documents ahead of time, and timely communications, enhancing the transitional processes and empowering the legal intake personnel. Chase clients and institutions for records to ensure the file is complete. Having empathy, sincerity, and effectiveness as well as taking advantage of technology, are vital.

And, before you know it, you’ll have more open cases than you can handle!

Glocal LPO helps lawyers and attorneys expand their businesses and thrive in the cutthroat legal market of today. Our legal intake experts and paralegals will work as a valuable extension of your in-house intake team by using custom scripts created with your input. We have expertise in end-to-end case intake services, sending out correspondence timely.

To know more about how we can assist you in your legal matters, visit:

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