Bail agency intake checklist.

Incomplete intake leads to delayed bonds, missing indemnitor contacts, and follow-up that falls through the cracks. A checklist helps each new request start with the same baseline of information.

Who this is for

Office staff and agents processing new bond requests who need a consistent way to capture required information before writing a bond.

Template preview

Intake date	Client name	Booking number	Facility	Charges	Bail amount	Indemnitor name	Indemnitor phone	ID collected	Assigned agent	Status	Missing items
2026-09-24	Marcus Webb	BK-88431	Santa Rita Jail	PC 459	25000	Janet Webb	510-555-0142	Yes	Alex M.	Ready to write	—
2026-09-25	Diana Torres	BK-90012	Martinez Detention	HS 11351	50000	Jorge Torres	925-555-0198	No	Riley A.	In progress	Indemnitor ID, co-signer
2026-09-26	Kevin Okafor	—	Unknown	PC 243(e)(1)	15000	—	—	No	—	New	Facility, indemnitor, agent

All names, case numbers, and amounts are fictional.

Column reference

Intake date: Date the request was received.
Client name: Defendant's full legal name.
Booking number: Jail or facility booking reference.
Facility: Where the defendant is held.
Charges: Summary of charges (not legal advice).
Bail amount: Court-set bail amount.
Indemnitor name: Person responsible for the premium.
Indemnitor phone: Primary contact number.
ID collected: Yes or No — was a valid ID provided?
Assigned agent: Agent handling this intake.
Status: New, In progress, Ready to write, Declined.
Missing items: What is still needed before the bond can be written.

How to use this template

Start a new row for every bond request, even if you decline it.
Fill in what you know immediately and mark missing items in the last column.
Update the Status column as the intake progresses so anyone in the office can see where it stands.
Assign an agent early. An unassigned intake is one nobody is moving forward.
Review open intakes daily. If an intake sits at "In progress" for more than 48 hours, follow up.
When the bond is written, update the status and add the bond ID so you can cross-reference the bond register.

Limitations

A CSV checklist does not validate data or enforce required fields.
This template does not capture signatures, consent, or application documents.
Required intake information varies by surety, agency, and jurisdiction. Customize columns to match your own requirements.
This is not a legal document or a substitute for your surety's formal application.

Frequently asked questions

What if the caller does not have all the information?

Record what you have, mark the missing items, and schedule a follow-up. The checklist is designed to track incomplete intakes, not reject them.

Should I include declined requests?

Yes. Tracking declines helps you understand your conversion rate and the reasons bonds are not written.

How do I connect an intake to the bond register?

When the bond is written, add the Bond ID from your register to the intake row. This creates a manual cross-reference between the two sheets.

Replace the spreadsheet.

See how ClickBail handles this workflow automatically.

See intake in the Agency OS demo