Mastering Client Intake Calls: A Guide for Law Firms

The first phone call from a potential client can make or break your firm's chance to win their business. Here's how to master the intake process and convert more callers into clients.

Why Intake Calls Matter

Studies show that potential clients often call multiple law firms before choosing representation. The firm that:

Answers promptly
Listens attentively
Asks the right questions
Follows up quickly

...wins the client.

Essential Information to Capture

Every intake call should gather:

Contact Information

Full legal name
Phone number and best time to call
Email address
Mailing address

Case Details

Type of legal matter
Key dates and deadlines (statute of limitations!)
Opposing parties
Brief description of situation

Qualifying Questions

Have they spoken to other attorneys?
Do they have representation currently?
How did they hear about your firm?
What outcome are they hoping for?

The Intake Call Flow

1. Professional Greeting

Answer within 3 rings with a warm, professional greeting that includes the firm name.

2. Active Listening

Let the caller explain their situation. Take notes, but don't interrupt.

3. Express Empathy

Legal issues are stressful. Acknowledge their situation:

"I understand this must be a difficult time. We're here to help."

4. Gather Information

Use your intake form to capture essential details systematically.

5. Set Expectations

Explain next steps clearly:

When they'll hear back
Who will contact them
What to bring to a consultation

6. Confirm and Thank

Repeat key information and express appreciation for their call.

Common Intake Mistakes

Avoid these pitfalls:

Rushing callers - They'll feel unimportant
Giving legal advice - Only attorneys should do this
Making promises - "We'll definitely take your case"
Missing deadlines - Some matters have short limitations periods

How Professional Answering Services Help

Law firms using AnswerOne report:

Never miss a potential client - 24/7 live answering
Consistent intake quality - Trained staff, custom scripts
Faster attorney follow-up - Immediate message delivery
Professional image - Every call handled excellently

Conclusion

Every phone call is an opportunity. With the right intake process—whether handled in-house or by a professional service—your firm can convert more inquiries into retained clients.