ClaimVelaPI intake resourcesPI intake checklist

Free operational resource

Personal Injury Intake Checklist for Law Firms

A practical, printable checklist for moving a PI inquiry from first response to informed attorney review—with ownership and follow-up attached to every step.

See the ClaimVela workflow

Updated August 21, 2026 · This resource supports intake operations; it is not legal advice and does not replace firm-specific conflict, privacy, supervision, or deadline procedures.

First response and permission to communicate

Make ownership clear, preserve the source of the inquiry, and establish a safe way to continue the conversation.

Date, time, source, campaign, and referral details
Prospective client's full name, preferred name, phone, and email
Preferred contact method, language, accessibility needs, and safe contact times
Permission and applicable consent for phone, text, email, or recorded communications
Assigned intake owner and first-response target
Every contact attempt, result, and promised next action

Incident facts and involved parties

Capture the client's account accurately without turning the intake conversation into an investigation or legal conclusion.

Incident type, date, approximate time, and exact location
A concise account in the prospective client's own words
Names and contact details for drivers, property owners, employers, businesses, or other involved parties
Vehicle, premises, product, animal, or equipment details when relevant
Police, incident, crash, workplace, or other report details
Citations, statements, admissions, and known communications after the incident

Injuries, symptoms, and treatment

Give the reviewing attorney a factual treatment timeline while collecting only what the firm is prepared to protect and use.

Initial and current symptoms, affected body areas, and reported severity
Emergency transport, emergency room, urgent care, primary care, specialist, therapy, or diagnostic visits
Provider names, facilities, visit dates, and upcoming appointments
Prescriptions, restrictions, assistive devices, and recommended follow-up
Treatment gaps or reasons care was delayed
Relevant prior injuries, conditions, claims, or treatment identified for attorney review

Insurance and claim activity

Identify available coverage and active communications without making assumptions about coverage or value.

Client insurance carrier, policy information, and applicable claim number
Adverse-party carrier, insured, adjuster, and claim number when known
Health insurance, medical payments, PIP, UM/UIM, workers' compensation, or other potentially relevant coverage
Recorded statements, authorizations, releases, denials, reservations, or settlement discussions
Letters, emails, portal messages, and adjuster contact information
Property-damage status, repair estimate, total-loss issue, rental, towing, or storage details

Evidence and preservation needs

Identify what exists, where it is held, and what may disappear quickly so an attorney can decide what action is appropriate.

Scene, vehicle, property, product, injury, and recovery photographs or videos
Witness names, phone numbers, email addresses, and what each person reportedly observed
Dashcam, doorbell, traffic, business, rideshare, telematics, or other electronic sources
Reports, correspondence, estimates, bills, receipts, and medical documents already available
Current location and condition of vehicles, products, clothing, devices, or other physical items
Time-sensitive evidence sources flagged for immediate attorney review

Losses and practical impact

Create an initial picture of claimed impact without estimating damages or promising an outcome.

Employer, occupation, job duties, missed work, restrictions, and available wage records
School, caregiving, household, mobility, sleep, or daily-activity impact reported by the client
Medical, pharmacy, transportation, repair, rental, towing, storage, or replacement expenses
Benefits, liens, reimbursements, or subrogation issues already known
Property damage, personal-property loss, or other documented expenses
Financial urgency or practical barriers affecting follow-up and treatment

Conflicts, duplicates, and representation status

Keep conflict screening and representation boundaries visible before the firm acts as counsel.

All people and organizations needed for the firm's conflict process
Related callers, household members, passengers, witnesses, and adverse parties
Existing or prior attorney contact, signed agreements, withdrawals, or liens
Related matters, earlier inquiries, duplicate records, and referral relationships
Clear notice that intake does not create an attorney-client relationship
Conflict clearance and qualification decision recorded by an authorized reviewer

Attorney escalation and next action

Turn the intake into a defined decision path instead of leaving a completed form in an inbox.

Jurisdiction, government entity, minor, death, incapacity, mass event, or other facts requiring prompt review
Any possible filing, notice, preservation, benefits, or contractual timing issue escalated without relying on the intake checklist to calculate a deadline
Missing facts and focused follow-up questions summarized for the reviewer
Consultation, decline review, referral, further investigation, or other next step assigned
Named owner, due time, priority, and escalation path for the next action
Final representation decision and approved communication documented by the firm

Recommended operating cadence

A checklist only works when the next action has an owner.

Immediately

Acknowledge the inquiry, establish a safe contact channel, assign ownership, and identify urgent escalation facts.

Before attorney review

Resolve duplicates and obvious conflict inputs, organize the known facts, and separate missing information from confirmed information.

After each contact

Record what happened, what was promised, who owns the next action, and exactly when it is due.

At disposition

Preserve the authorized decision and communication, then hand retained matters forward without rebuilding the intake history.

Put the checklist into motion

ClaimVela turns PI intake requirements into accountable work.

Capture the facts, route the response, collect evidence, prepare attorney review, and carry retained matters forward without rebuilding the record.

Start 14-day trial Request a walkthrough

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ClaimVelaPI intake resourcesPI intake checklist

Free operational resource

Personal Injury Intake Checklist for Law Firms

A practical, printable checklist for moving a PI inquiry from first response to informed attorney review—with ownership and follow-up attached to every step.

See the ClaimVela workflow

Updated August 21, 2026 · This resource supports intake operations; it is not legal advice and does not replace firm-specific conflict, privacy, supervision, or deadline procedures.

First response and permission to communicate

Make ownership clear, preserve the source of the inquiry, and establish a safe way to continue the conversation.

Date, time, source, campaign, and referral details
Prospective client's full name, preferred name, phone, and email
Preferred contact method, language, accessibility needs, and safe contact times
Permission and applicable consent for phone, text, email, or recorded communications
Assigned intake owner and first-response target
Every contact attempt, result, and promised next action

Incident facts and involved parties

Capture the client's account accurately without turning the intake conversation into an investigation or legal conclusion.

Incident type, date, approximate time, and exact location
A concise account in the prospective client's own words
Names and contact details for drivers, property owners, employers, businesses, or other involved parties
Vehicle, premises, product, animal, or equipment details when relevant
Police, incident, crash, workplace, or other report details
Citations, statements, admissions, and known communications after the incident

Injuries, symptoms, and treatment

Give the reviewing attorney a factual treatment timeline while collecting only what the firm is prepared to protect and use.

Initial and current symptoms, affected body areas, and reported severity
Emergency transport, emergency room, urgent care, primary care, specialist, therapy, or diagnostic visits
Provider names, facilities, visit dates, and upcoming appointments
Prescriptions, restrictions, assistive devices, and recommended follow-up
Treatment gaps or reasons care was delayed
Relevant prior injuries, conditions, claims, or treatment identified for attorney review

Insurance and claim activity

Identify available coverage and active communications without making assumptions about coverage or value.

Client insurance carrier, policy information, and applicable claim number
Adverse-party carrier, insured, adjuster, and claim number when known
Health insurance, medical payments, PIP, UM/UIM, workers' compensation, or other potentially relevant coverage
Recorded statements, authorizations, releases, denials, reservations, or settlement discussions
Letters, emails, portal messages, and adjuster contact information
Property-damage status, repair estimate, total-loss issue, rental, towing, or storage details

Evidence and preservation needs

Identify what exists, where it is held, and what may disappear quickly so an attorney can decide what action is appropriate.

Scene, vehicle, property, product, injury, and recovery photographs or videos
Witness names, phone numbers, email addresses, and what each person reportedly observed
Dashcam, doorbell, traffic, business, rideshare, telematics, or other electronic sources
Reports, correspondence, estimates, bills, receipts, and medical documents already available
Current location and condition of vehicles, products, clothing, devices, or other physical items
Time-sensitive evidence sources flagged for immediate attorney review

Losses and practical impact

Create an initial picture of claimed impact without estimating damages or promising an outcome.

Employer, occupation, job duties, missed work, restrictions, and available wage records
School, caregiving, household, mobility, sleep, or daily-activity impact reported by the client
Medical, pharmacy, transportation, repair, rental, towing, storage, or replacement expenses
Benefits, liens, reimbursements, or subrogation issues already known
Property damage, personal-property loss, or other documented expenses
Financial urgency or practical barriers affecting follow-up and treatment

Conflicts, duplicates, and representation status

Keep conflict screening and representation boundaries visible before the firm acts as counsel.

All people and organizations needed for the firm's conflict process
Related callers, household members, passengers, witnesses, and adverse parties
Existing or prior attorney contact, signed agreements, withdrawals, or liens
Related matters, earlier inquiries, duplicate records, and referral relationships
Clear notice that intake does not create an attorney-client relationship
Conflict clearance and qualification decision recorded by an authorized reviewer

Attorney escalation and next action

Turn the intake into a defined decision path instead of leaving a completed form in an inbox.

Jurisdiction, government entity, minor, death, incapacity, mass event, or other facts requiring prompt review
Any possible filing, notice, preservation, benefits, or contractual timing issue escalated without relying on the intake checklist to calculate a deadline
Missing facts and focused follow-up questions summarized for the reviewer
Consultation, decline review, referral, further investigation, or other next step assigned
Named owner, due time, priority, and escalation path for the next action
Final representation decision and approved communication documented by the firm

Recommended operating cadence

A checklist only works when the next action has an owner.

Immediately

Acknowledge the inquiry, establish a safe contact channel, assign ownership, and identify urgent escalation facts.

Before attorney review

Resolve duplicates and obvious conflict inputs, organize the known facts, and separate missing information from confirmed information.

After each contact

Record what happened, what was promised, who owns the next action, and exactly when it is due.

At disposition

Preserve the authorized decision and communication, then hand retained matters forward without rebuilding the intake history.

Put the checklist into motion

ClaimVela turns PI intake requirements into accountable work.

Capture the facts, route the response, collect evidence, prepare attorney review, and carry retained matters forward without rebuilding the record.

Start 14-day trial Request a walkthrough