Your immigration intake process does more than collect client details—it lays the foundation for trust, clarity, and efficiency. Given the complexity of immigration law and the volume of information required, it's essential to streamline this first touchpoint. When done well, your intake form not only saves your team time but also helps clients feel supported and understood from the start.
In this guide, you’ll learn:
How to develop a streamlined law firm intake process that's anchored by a client-friendly intake form
Key data fields to include and track
How to assess the pros and cons of paper, web, and embedded forms
Our free sample intake form is also included.
What Is an Immigration Client Intake Form?
An immigration client intake form is a client-facing document lawyers use to gather essential information from prospective clients, such as:
Client contact information
Immigration case history
Case type
Information about family members
Employment information
You use intake information initially to evaluate the case and identify conflicts. If you and the client decide to proceed with the relationship, the intake data becomes part of the new client's file. Store the data appropriately, and you can use it later to auto-populate immigration forms quickly and accurately.
Sample Immigration Intake Form Template
Below is a sample client intake form. Sample client intake forms are useful resources, but they often require updating to suit your firm's practice area and processes. As you review this form, look for ways to customize the fields to align with your practice.
Why a Strong Immigration Client Intake Form Matters
A well-structured legal client intake form is the cornerstone of effective onboarding and efficient case handling and sets a positive tone for the entire client journey.
A thorough intake form empowers lawyers to work faster, from prequalification to case handling and resolution. Measurable outcomes of that efficiency include quicker conversions, more efficient consultations, and improved financial performance.
Reduce Conversion Delays With a Structured Intake Process
According to the MyCase 2024 Benchmark Report, immigration client leads take an average of 16 days to convert into clients. This is one of the longest lead conversion periods of any practice area. By comparison, personal injury cases convert in just three days.
Immigration cases are inherently complex and require heavy documentation. Both factors can be frustrating and confusing for clients, which can delay lead conversion. A strong legal client intake form addresses these issues by adding structure to the process and demonstrating the team's foresight.
Maximize Consultation ROI With Pre-Qualified Intake Information
The MyCase 2024 Benchmark Report concludes that 21% of immigration leads attend a consultation, one of the highest rates across all practice areas.
Strong law firm intake forms support more productive consultations by collecting qualification details upfront. Lawyers can focus on meeting with qualified leads rather than back-and-forth communications with individuals who don't fit the firm's expertise. This saves time and improves consultation conversion rates.
Accelerate Revenue With Intake-Driven Efficiency
A thorough immigration intake form can also create operational and financial efficiencies. The faster your team qualifies and onboards clients, the quicker you can invoice and receive payments. Additionally, expediting overall case timelines improves the firm's case load capacity.
Relative to other practice areas, immigration law has relatively quick lead-to-first-payment timelines. According to the MyCase 2024 Benchmark Report, the average is 13 days, which highlights how a streamlined law firm intake process can expedite revenue generation.
To help you design an intake form that delivers these benefits, let's define the key sections to include.
Key Sections to Include in Your Immigration Client Intake Form
Immigration client intake forms collect six categories of information, from biographical details to supporting documents.
1. General and Biographical Details
Immigration intake forms typically open with general information. The form should request:
Legal name and aliases
Date of birth
Address and telephone number
Country of citizenship
Alien registration number (A-number)
Passport information
2. Family and Household Information
Collecting accurate household details supports eligibility for family-based immigration benefits and prevents unnecessary delays in case strategy. Datapoints to gather include:
Marital status
Spouse's name and citizenship
Children's names, where they were born, and whether they live with the client
3. Employment and Education
Your form should also request a summary of the client's employment and education history, including:
Employment status and occupation
Current employer
Education history
4. Immigration History
This section covers the client's current immigration status and history, such as:
Recent entry dates and locations
I-94 numbers
Prior deportations
Previous visas
5. Criminal and Legal History
Criminal convictions and legal issues can affect immigration eligibility. Collecting this information as early as possible gives you time to review the history and determine if the case is viable.
6. Supporting Documents Checklist
Supporting documentation verifies immigration eligibility and strengthens the client's applications. Gathering and reviewing identity documents early streamlines qualification, accelerates case preparation, and enhances attorney efficiency.
Documents to collect may include:
Permanent Resident Card
Federal income tax returns
Proof of travel history
Marriage documents, such as a marriage certificate or divorce decree
After identifying the datapoints your intake forms will collect, it's time to choose a format.
Intake Form Delivery: Paper vs. Web vs. Embedded Forms
The primary format options for immigration client intake forms are paper, web forms, and embedded forms. Each format has advantages and disadvantages, as explained below.
Paper or PDF Forms
Paper forms are easy to create and distribute by hand or via email. Clients who are less familiar with technology may prefer paper forms over digital forms, which require internet access and a computer, tablet, or smartphone.
The disadvantages of paper forms are significant. They must be completed manually, and the data provided may be illegible or incomplete. You can save paper intake forms to a digital client file by scanning them, but the information is not easily trackable or searchable. To reuse the client's intake information later—say, to complete necessary immigration forms—someone must manually retype it, a process that is inefficient and prone to error.
The inefficiencies of a paper-based intake process can impact all phases of the client journey. For that reason, immigration law firms that rely heavily on paper intake forms may struggle to scale.
Fillable Web Forms
You create fillable web forms within an application and then display the forms on a website or within an email. Often, web forms are easy to create and use. Clients can complete the forms from home, as long as they have internet access and a computer, tablet, or smartphone. Remote form-filling is convenient for the client and allows your team to begin pre-qualification before meeting in person. Web forms also encourage more thorough data collection by prompting clients to complete required fields.
Though they are more efficient than paper forms, web forms often lack time-saving automation and integration features. For example, depending on your firm's software stack, you may need to transfer data manually from the web form software to the digital client file.
Embedded Intake Forms in Client Portals
All-in-one platforms like Docketwise feature customizable, integrated legal client intake forms that feed directly into case files. Like web forms, Docketwise embedded forms are easy to create and use, but they have the added advantage of eliminating manual or duplicate data entry.
Major efficiencies result from labeling and storing intake information immediately in the digital client file. The data does not get lost, which eliminates redundant information requests. Lawyers can access client information in seconds. Clients, too, can view their case information in the client portal. And, no one needs to transfer data between systems or onto immigration forms. Docketwise populates the case file automatically and fills immigration forms as needed.
The main disadvantage of embedded intake forms is the investment. You must purchase the software license and devote time to onboarding and training your team. Fortunately, Docketwise offers a seamless integration process, world-class support, and an intuitive interface that is easy to learn.
Ultimately, integrated intake forms combined with automation reduce errors, save time, and expedite case handling.
Streamline Immigration Client Intake With Docketwise
Docketwise Smart Forms are purpose-built for accurate, efficient, and convenient immigration intake and client relationship management. The forms auto-fill information based on earlier answers, which prevents form fatigue for clients and demonstrates your firm's professionalism. Docketwise Smart Forms are also fully customizable and multi-lingual. You can use them in a wide range of immigration scenarios, including client intake, all while knowing your leads and clients can navigate the forms confidently.
To see Docketwise Smart Forms in action, schedule a demo today.
About the author
Justin FisherContent Writer
Justin Fisher is a content writer and SEO strategist for leading legal software companies, including MyCase, Docketwise, and CASEpeer. He specializes in writing about emerging legal technology, financial wellness for law firms, and more.
