Attorney Onboarding Checklist

Search the conflicts database against the lateral's prior-firm client list, current adverse parties, related entities, and key witnesses. Imputation under Rule 1.10 is the trap — a prior-firm representation on the other side of a current matter can disqualify the whole firm if not screened. Document every hit, including former-client matters that are closed.

Pull current good-standing certificates from every state where the attorney holds an active license. Confirm no pending discipline. If the attorney will appear in a jurisdiction where they are not admitted, flag for pro hac vice or pending bar application.

Build the screen in the DMS and PMS — restrict file access on conflicted matters, block calendar visibility, and circulate a written screening memo to all timekeepers. Have the lateral sign an acknowledgment that they will not access screened files or discuss screened matters.

Pro hac vice motions take days to weeks depending on the court — file before the attorney needs to appear or sign pleadings. For a pending bar application, document supervisory arrangements under Rule 5.1 until admission clears.

Get written confirmation from the lateral's prior carrier that tail coverage is in place for the period of prior-firm representation. Without it, a malpractice claim arising from prior-firm work could land on this firm's policy.

Offer letter covers compensation, partnership track if applicable, billable expectation, origination credit rules, and notice-of-departure terms. Have the managing partner counter-sign before sending.

I-9 documentation must be reviewed in person within three business days of start. Direct deposit and state-specific withholding forms (e.g., NY IT-2104, CA DE-4) collected at the same time.

Covers Rule 1.6 confidentiality, work-product handling, BYOD restrictions, and an ongoing duty to disclose new conflicts as they arise. Save the executed copy to the attorney's HR file in the DMS.

Encrypted laptop with full-disk encryption, MDM enrollment, and VPN configured. Door badge, after-hours access, and parking. Office assignment based on practice group seating.

NetDocuments or iManage access scoped to the attorney's practice group, Clio or Centerbase timekeeper account with their billing rate, M365 mailbox, and PACER credentials. Apply the ethical screen rules from the pre-hire phase before the account goes live.

Cover the firm's matter-numbering scheme, document profiling fields, version control, and email-to-DMS filing rules. Inconsistent profiling is the single biggest reason documents go missing during discovery production.

Daily contemporaneous time entry, narrative standards (no block billing, no vague entries like 'review file'), task and activity codes if the firm uses UTBMS. Walk through the pre-bill edit cycle so the attorney sees how their entries land in front of clients.

Rule 1.15 walkthrough: no commingling, no disbursement before retainer clears (7-10 banking days), three-way reconciliation monthly. Stress that a single IOLTA overdraft triggers automatic referral to disciplinary counsel in most states.

How holds are issued, custodian interview templates, the firm's defensible-collection workflow (typically Relativity or Everlaw), and FRE 502 clawback language used in the firm's standard ESI protocol. Missed custodians are a frequent sanctions trigger.

Two to four shadow sessions across the practice group: a deposition, a client meeting, a hearing or closing, and a pre-bill review. Pair with senior associates and partners so the new attorney sees the firm's house style for each format.

Add the attorney to the firm's CLE tracking system with their state-specific compliance period, ethics-hour requirement, and any mandatory diversity or mental-health credits. Set 60-day pre-deadline reminders — license suspension for missed CLE is a frequent and avoidable problem.

Mentor is separate from the day-to-day supervising attorney — their job is career arc, origination guidance, and partnership-track feedback. Schedule a standing monthly coffee for the first year.

Concrete and measurable: matters staffed, billable target ramp, depositions taken or defended, briefs filed, client meetings led. Vague goals ('learn the firm's culture') don't survive a 90-day review.

Notify the malpractice carrier in writing with the attorney's bar admissions, prior-firm history, and any prior claims. Most carriers require notification within 30 days of hire; failure to disclose can void coverage.

A peer-level associate, not the mentor or supervising partner — the buddy fields the small questions (where's the conference room booking, how do I get expense reimbursement, who to call for IT) that the new hire won't take to a partner.

Managing partner reviews matter integration, time-entry compliance, and any open onboarding items. Catch trust-account or conflict issues now, before they compound.

Pull billable, realization, and write-down rates from Clio or Centerbase. A new attorney's first invoices often see heavy partner edits — track which entries got written down and coach on narrative quality.

Formal review against the 30/60/90 goals with the managing partner and practice-group leader. Document strengths, gaps, and a six-month development plan. Trust-account, conflicts, and CLE compliance audited as part of the review.