For a small firm, the gap between engagement and a workable file is often weeks of intermittent document requests. Clients don't withhold documents deliberately — they don't know what a complete set looks like, so they send what they remember and wait to be asked for the rest. A structured checklist puts the full requirement in front of them once, which is usually the entire fix. It also produces a record of what was requested and when, which matters if the file is ever reviewed.
Use this as a starting template — in ClientBrief you save it once and send it to every client, rather than retyping it into a new email each time.
Build a checklist per matter type — intake, discovery response, estate planning — so the request reflects what that matter actually needs rather than a generic list. Send it with the engagement letter so the client's most motivated moment isn't wasted. Clients upload without an account, which avoids the situation where a client in an emotionally difficult matter also has to troubleshoot a password. Automatic reminders replace the follow-up calls, and the completion view tells you when the file is ready to work rather than when you last checked.
How long should a law firm keep client files?
Retention requirements vary by jurisdiction, matter type, and your engagement agreement, and this isn't legal advice — check your state bar's rules. The broader point is that indefinite retention isn't automatically the safe choice: every client document you hold is also a document exposed in a breach. Many firms now set defined windows for raw client-submitted files separately from their own work product.
What should I request at new client intake?
The signed engagement letter, client ID, a completed intake questionnaire for that matter type, all relevant correspondence and contracts, prior filings if any, potentially responsive insurance policies, and prior counsel contact details. Requesting it as one structured list rather than as it occurs to you is what shortens intake.
Is it secure enough for privileged client documents?
Uploads are encrypted in transit rather than sent as email attachments, which is a real improvement over the common baseline. ClientBrief also deletes uploaded files seven days after an engagement is marked complete, so raw client submissions don't persist in a portal after you've moved them into your matter file.
Do clients need to create an account?
No. Clients open a link and upload. In legal work that's particularly valuable — clients in litigation or family matters are frequently under stress and won't persist through a portal registration flow.
Can I organize documents by matter?
Each engagement is its own checklist, so documents stay grouped by matter rather than mixed together in one folder or inbox. For a firm handling several matters per client, that separation is the practical requirement.
Last updated August 2026 · See all industries