Setting up a new Names & Address record requires care, because it is capturing data which we will subsequently use for keeping in touch with the client to ensure that we discharge our duty of care to the client. Do a search of Equinox before creating a new record, to make sure that the person or company is not already a client.
When collecting the relevant name and address information from a new client, please make sure that we have a file note of all the information. This includes in particular making a record of the source of the enquiry so that we can monitor the success of the different business development/marketing strategies that we are using. If the enquiry came to us by way of referral, please refer to our referral procedure.
Before doing any work for a client, we should send the Client Engagement Letter, choosing the Individual or Company version as appropriate, along with the Client Identification form – to be found in Shared Documents/Standard Forms – ask the client to complete and return with the necessary ID documents. Also send a copy of the Standard Terms and Conditions and request a signature in acceptance of them.
Payment Terms
When setting up a new client record, please refer to Keith before setting the default payment term in Equinox. It will be necessary to carry out credit checks.
See also: Maintaining client records
Last Updated on 11 June 2025 by Keith