initial-contact-summary

Initial Contact Summary

Produces a privileged internal memo from a potential client's first contact — the foundation for conflict checking, case evaluation, and engagement decisions. Mark all output as PRIVILEGED AND CONFIDENTIAL.

Required Inputs

Gather from intake interview, referral, or initial documents:

1. Contact info — name, phone, email, address, preferred contact method
2. Incident details — date, location, description of events
3. Injuries/damages — physical, financial, emotional, property
4. Parties involved — opposing parties, witnesses, employers, insurers
5. Insurance — client's and adverse party's coverage
6. Prior legal actions — existing attorneys, filed claims, administrative complaints
7. Referral source — how client found the firm
8. Statute of limitations — calculate deadline; flag if < 6 months

Output Sections

1. Contact Information

Table with: Name, Phone, Email, Address, Preferred contact, Intake date, Intake by, Referral source.

2. Conflict Check

• List all parties to check: potential client, opposing parties, employers, insurers, witnesses, related entities (parent companies, subsidiaries)
• Flag: conflict check completed or pending

3. Incident Summary

• Date/time, location (address + jurisdiction), matter type
• Chronological narrative in client's own words (use quotation marks for key statements)
• Police/incident report: number, agency, obtained/requested status

4. Liability Assessment

• Client's theory of fault
• Adverse party conduct (specific negligent/wrongful acts)
• Comparative fault concerns
• Available evidence: photos, video, documents, electronic data
• Witnesses: names, contact info, relationship, anticipated testimony
• Preservation needs: surveillance footage, vehicles, medical devices — flag deadlines

5. Damages

Physical: injuries, treatment to date (providers, facilities), ongoing needs, pre-existing conditions

Economic: medical expenses (current + estimated future), lost wages (dates, rate, employer), property damage, out-of-pocket costs

Non-economic: pain/suffering indicators, daily activity impact, emotional distress factors

6. Insurance

Table with rows for Client, Adverse, and UM/UIM. Columns: Carrier, Policy #, Limits, Claim #, Adjuster.

7. Critical Dates

• Date of incident
• Statute of limitations — calculate and prominently display; flag if < 6 months
• Government claim deadline (if applicable)
• Insurance claim deadline
• Evidence preservation deadline

8. Screening Assessment

• Case strength: Strong / Moderate / Weak — with brief explanation
• Damages potential: High / Medium / Low
• Recommended action: Accept / Decline / Further investigation needed
• Conflicts: Clear / Potential conflict identified

9. Follow-Up Checklist

• [ ] Conflict check completed
• [ ] Statute of limitations calendared
• [ ] Evidence preservation letter sent
• [ ] Medical records authorization obtained
• [ ] Police report requested
• [ ] Insurance claims filed/confirmed
• [ ] Engagement letter prepared
• [ ] Declined letter prepared (if not accepting)

Pitfalls

• Statute of limitations: always calculate and display prominently — missed deadlines are malpractice risk
• Conflict check gaps: include all parties and related entities, not just named opponents
• Narrative inconsistencies: flag contradictions for follow-up rather than resolving them
• Declining representation: document reason and confirm declination letter includes limitations warning
• Client demeanor: note emotional state and communication style — relevant to case evaluation