That’s where email templates come in.
Email templates offer a powerful, time-saving solution for busy law firms. By standardizing your intake and outreach communication, you:
- Respond faster to new leads, reducing the risk of losing them to a competitor.
- Ensure consistency in messaging, tone, and professionalism across your entire team.
- Eliminate human error, such as forgetting important information or follow-ups.
- Automate routine communication, freeing up staff for more complex or billable tasks.
- Improve client satisfaction, which leads to higher engagement and more signed cases.
Pairing email templates with a legal CRM like Law Ruler supercharges their impact. With automation, these messages can be sent instantly based on client behavior—such as submitting a form, signing a document, or going inactive—so no opportunity falls through the cracks.
Below are five must-have templates every law firm should have in place, along with examples you can adapt for your practice.
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1. New Client Inquiry Response
Purpose: Set expectations and show responsiveness when a potential client contacts your firm.
Subject Line: Thank You for Contacting [Your Firm Name]
Email Template:
Hi [First Name],
Thank you for reaching out to [Your Firm Name]. We’ve received your inquiry and are currently reviewing the information you provided. A member of our intake team will follow up with you within the next [Time Frame] to discuss your case in more detail.
If you have questions in the meantime, feel free to reply or give us a call at [Phone Number].
Best regards,
[Your Name]
[Your Title]
[Law Firm Name]
Why It Matters: Fast responses increase your chances of converting a lead into a client. A quick acknowledgment also reassures potential clients that they’re being taken seriously.
2. Intake Form Follow-Up
Purpose: Nudge leads who haven’t completed their intake form.
Subject Line: Complete Your Intake Form to Get Started
Email Template:
Hi [First Name],
We noticed you started filling out your intake form but haven’t submitted it yet. To help us evaluate your case and provide the best possible support, please complete the form here: [Form Link]
If you have any questions while filling it out, we’re here to help—just reply to this email or give us a call.
Kind regards,
[Your Name]
[Law Firm Name]
Why It Matters: Incomplete forms are a major bottleneck in the intake process. This friendly reminder can significantly improve form completion rates.
3. Document Request and eSignature
Purpose: Request critical documentation and enable quick eSignature for retainers or engagement letters.
Subject Line: Action Required: Sign and Submit Your Documents
Email Template:
Hi [First Name],
To move forward with your case, we’ll need a few documents from you:
A copy of your ID
Any photos or reports related to your injury
[Other required documents]
You’ll also find a secure link to sign your engagement letter here: [eSignature Link]
Please complete this by [Due Date]. If you need help, don’t hesitate to reach out.
Thank you,
[Your Name]
[Law Firm Name]
Why It Matters: Delays in document collection or signature can stall onboarding. eSignature tools and standardized emails help you keep things moving efficiently.
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4. Welcome Email After Signing
Purpose: Reassure new clients and outline next steps.
Subject Line: Welcome to [Your Firm Name] – Here’s What’s Next
Email Template:
Hi [First Name],
Welcome to [Your Firm Name]. We’re honored to have you as a client and are committed to guiding you every step of the way.
Here’s what happens next:
Your case manager will contact you within [Time Frame]
We’ll begin gathering necessary documentation
You’ll receive regular updates as your case progresses
If you need anything at all, feel free to reach out. We’re here to help.
Warm regards,
[Your Name]
[Law Firm Name]
Why It Matters: A clear onboarding message builds trust and minimizes confusion about the legal process.
5. No Response Follow-Up
Purpose: Re-engage a lead who’s gone silent after initial outreach.
Subject Line: Still Need Legal Help?
Email Template:
Hi [First Name],
We wanted to check in to see if you’re still looking for legal support. If so, we’d be happy to assist you.
You can schedule a consultation directly here: [Scheduling Link]
If we can answer any questions or help you take the next step, just reply to this email.
All the best,
[Your Name]
[Law Firm Name]
Why It Matters: Leads often get busy or distracted. A well-timed, personalized nudge can revive interest and get them back in your pipeline.
Supercharge Your Outreach with Automation
Using email templates alone is helpful—but pairing them with automation through a platform like Law Ruler takes intake efficiency to the next level.
With Law Ruler, you can:
- Trigger emails based on client behavior and pipeline stage
- Run drip campaigns based on practice area, lead source, or urgency
- Automate reminders for eSignatures, document uploads, and form completion
- Track open rates and engagement to fine-tune performance
These automations ensure you never miss a follow-up, never send the wrong message, and always keep leads moving through the funnel.
Ready to See the Difference?
Stop writing the same emails over and over. Let Law Ruler do the heavy lifting. Schedule a personalized one-on-one demo today.
Transform Your Law Firm
Maximize your client intake process and acquire more leads with Law Ruler’s all-in-one legal intake and marketing automation software. Schedule a personalized, one-on-one demonstration of Law Ruler today!
