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