Essential SOPs Every Law Firm Needs

Standard operating procedures are the backbone of a consistent, efficient law firm. Without documented processes, every task depends on institutional knowledge that lives in the heads of individual team members. When those people are busy, absent, or no longer with the firm, the knowledge goes with them. An SOP library captures your firm's best practices in writing so that anyone on your team can follow the same process and produce the same quality of work.

Here are the essential SOPs every law firm should have in place.

Client Intake

Your intake process is the first experience a potential client has with your firm. Document every step from the initial phone call or web inquiry through the decision to accept or decline the matter. Include the intake script or question list, instructions for entering information into your CRM or case management system, criteria for qualifying leads, the process for scheduling consultations, and follow up procedures for leads that are not immediately converted.

A well documented intake SOP ensures that every potential client receives a consistent, professional experience regardless of who handles the inquiry.

Matter Opening

Once a client is retained, the matter opening process sets the foundation for the entire case. Your SOP should cover creating the matter in your case management software, entering client and contact information, setting up the file structure and document folders, running conflict checks, generating retainer agreements and engagement letters, and entering initial deadlines and calendar events.

Consistency in matter opening prevents data gaps and organizational problems that compound as the case progresses.

Document Naming and Filing

Every firm needs a standard system for naming and filing documents. Your SOP should define the naming convention format, the folder structure within each matter, instructions for scanning and uploading physical documents, and version control practices for documents that go through multiple drafts.

When every team member follows the same naming and filing conventions, anyone can locate any document in the system without guessing or searching.

Calendar and Deadline Management

Document how your firm enters, verifies, and monitors deadlines. Include the process for calculating procedural deadlines, instructions for entering events and setting reminders, the verification process for confirming deadline accuracy, and the cadence for reviewing upcoming deadlines as a team.

Deadline management SOPs are particularly important because errors in this area carry some of the highest risks in legal practice.

Client Communication

Define how your firm communicates with clients throughout the life of a case. Your SOP should address how and when to provide case status updates, approved channels for client communication, response time expectations for calls and emails, procedures for documenting all client interactions, and guidelines for what information can and cannot be shared with clients by nonattorney staff.

Consistent client communication builds trust and reduces the volume of inbound inquiries from clients who feel left in the dark.

Billing and Invoicing

Document your firm's billing cycle, time entry requirements, invoice preparation process, and collections procedures. Include instructions for entering time entries with appropriate detail, the review and approval workflow for draft invoices, procedures for applying discounts or write offs, and follow up procedures for overdue accounts.

Billing SOPs ensure that revenue is captured accurately and that invoices go out on schedule.

Conflict Checking

Your conflict check SOP should define when a conflict check is required, which databases and records to search, how to document the results, and the escalation process when a potential conflict is identified.

Conflict checks must be performed consistently for every new matter and every new party to avoid ethical violations and potential disqualification.

File Closing

When a matter is concluded, a standardized closing process ensures that nothing is overlooked. Your SOP should cover sending a closing letter to the client, returning original documents, archiving the digital file, closing the matter in your case management system, and running a final billing review to capture any remaining time or expenses.

How to Build Your SOP Library

Start by documenting the processes your firm performs most frequently. You do not need to create every SOP at once. Begin with the procedures listed above and add new SOPs as you identify additional processes that need standardization.

Keep your SOPs in a central, accessible location such as a shared drive or knowledge base. Review and update them at least once a year to reflect changes in your firm's tools, policies, or workflows.

How DocketHire Helps With SOPs

DocketHire helps law firms create and maintain SOP libraries that support efficient delegation and consistent work quality. Whether you are starting from scratch or refining existing procedures, our team can document your processes and build the reference materials your staff need to perform at their best.