Footnoted Client Documents: Logging a Footnote Word for Word

Jane Doe sends the Firm a Doe Holdings invoice with an asterisk beside a printed line and matching words at the foot of the page. For client document footnotes, the Preparer follows "What counts, in this method".

In this method, the Preparer logs each footnote by hand, by its file page, the mark as printed, the printed line it marks and the footnote's words as printed, and asks the client. Each log line, and each entry drafted from a logged page, stays open for the Reviewer's decision.

The plugin drafts; the Firm's preparer prepares; the Reviewer signs off. Every step here is one the Firm writes and keeps, in whatever systems the Firm already uses, and the Firm can adapt the document-handling steps; the Reviewer's sign-off on the whole file stays as it is.

This piece gives a footnote log layout, a citation pattern, a client message, a labeling table, a pre-review check and a Doe example. It states no rule about what any footnote means, changes, qualifies or causes.

A code, an enclosure, covered text or a footnote

Where the mark or the footnote's words include a printed code the Preparer doesn't know, follow the code steps in unfamiliar codes on a client statement where they apply.

Where the mark or words sit on a cover letter, insert or instruction page sent with it, follow the enclosure steps in cover letters and inserts where they apply.

Where something lies across the mark, the printed line it marks or the footnote's words, follow the covered-spot steps in covered text on a client scan where they apply.

In this method, the Preparer doesn't supply anything the page doesn't print.

What counts, in this method

In this method, the Preparer logs a footnote when all of these are true:

• Nothing lies across the mark, its printed line or the footnote's words. Otherwise, follow the covered-spot steps under "A code, an enclosure, covered text or a footnote" where they apply.
• A printed mark, such as an asterisk, number or symbol, sits beside a printed line.
• The mark sits in the document itself, not on a cover letter, insert or instruction page sent with it. For a mark on those pages, follow the enclosure steps under "A code, an enclosure, covered text or a footnote" where they apply.

The Preparer looks only at what the page shows, not the file name, the upload or the folder, and copies the mark, the printed line it marks and the footnote's words as printed, word for word, numbers and marks included. For any part the Preparer can't make out, the Preparer writes "Can't read" in its place, without guessing. If no printed words carry the same mark, the Preparer writes "No words found". Either way, the Preparer asks the client.

The footnote log

In this method, the Preparer logs each footnote covered by "What counts, in this method" on the file index, by hand, on its own line.

The Preparer writes where the words sit in plain words, such as "foot of the same page", and adds nothing of their own about the footnote.

In this method, the Preparer keeps the document as it came in. Any further document steps follow the Firm's own policy.

Citing a footnoted page

In this method, the Firm's instructions ask for the document, file page and printed page in each drafted entry's citation; the Preparer checks each citation against its page and the footnote log by hand. A pattern the Firm can adapt:

"[document], file page [file page], printed page [printed page or no page number printed]"

A line for the Firm's AI instructions

In this method, the Firm adds a line, in its own words, to its instructions for the drafting pass on these documents. A version to adapt:

"[document]. The Firm's instructions ask for each entry's citation by document, file page and printed page, and for nothing the page doesn't print."

The line is the Firm's wording, not a promise about what any drafting software does. The Preparer still checks each entry by hand.

Asking the client about a footnote

In this method, the Preparer asks the client about each footnote on the footnote log. The Firm can adapt this message:

Hi Jane Doe, thanks for sending [document]. On [file-page location], a printed line carries the mark "[mark, as printed]", with the words "[footnote's words, as printed]" [or: we found no words with that mark] [and a part we can't make out]. Could you tell us what you know about this footnote, or send another copy if you have one? Thanks, [Preparer name] at [Firm]

Labeling entries drafted from a footnoted page

In this method, the Preparer labels by hand, in the entry's note, every drafted entry with one or more of these labels.

When the client answers

If the client says what they know about the footnote, the Preparer quotes the answer word for word on the log line and in the notes of entries drafted from that page, labeled "Client answer noted". The Preparer leaves the logged text unchanged.

If the client sends another copy, the Preparer logs it on its own file-index line and follows "What counts, in this method"; the earlier log line stays as written.

If the client can't say or doesn't answer, the Preparer notes that on the log line; any further document steps follow the Firm's own policy.

Each log line, and each entry drafted from a logged page, stays open for the Reviewer's decision.

The pre-review check

In this method, the Preparer reads the file against this check and sends it to the Reviewer.

• The Preparer checks that each footnote covered by "What counts, in this method" has a log line naming who logged it.
• The Preparer checks that each log line shows every column of "The footnote log".
• The Preparer checks each "Can't read" and "No words found" line against its page and the client question.
• The Preparer checks each logged mark, line and footnote's words against its page, and each client quotation against the answer.
• The Preparer checks that the Firm's instructions include each logged document's line.
• The Preparer checks each entry's citation for document, file page and printed page, and that each entry has a label the Preparer set by hand.
• The Preparer checks client replies against "When the client answers" and the log and notes.

Who logs and who decides

The Firm names people for the document-handling steps.

The Preparer sets each label and log line status to show the Reviewer where to look. A label isn't a sign-off and doesn't stand in for one. The Reviewer sees every labeled entry and the log and decides on each entry and each log line; the Reviewer signs off on the whole file, footnote log included.

No file is done without the Reviewer's sign-off.

A Doe example

The names and file below are made up for illustration.

Jane Doe, a synthetic client, sends a Doe Holdings invoice and a Doe Bank statement. Alex Doe is the Preparer; Pat Doe is the Reviewer.

Alex reads every file page. On an invoice page, an asterisk sits beside a printed line, and words with an asterisk at the foot of that page read "Details on request." Nothing lies across them. The bank pages show no footnote.

Alex handwrites each column in "The footnote log", copying the asterisk, the printed line and "Details on request." word for word, with "As printed". The log line stays open for the Reviewer's decision.

Alex adds the instruction, starts the drafting pass and messages Jane Doe. By hand, Alex checks each citation against its page and the log and labels invoice-page entries "Checked against a footnoted page", quoting the mark, printed line and footnote's words, and bank-page entries "Cited by file page". Each entry stays open for the Reviewer's decision.

Jane Doe writes back. Alex quotes her reply verbatim on the log line and in notes for entries drafted from its page, labeled "Client answer noted". Each log line and entry stays open for the Reviewer's decision.

Alex runs the pre-review check and sends the file to Pat. Pat reviews the labeled entries and the log, decides on each log line and each entry, and signs off on the whole file.

Where TracePrep fits

We've built a TracePrep plugin that drafts prep work in your Firm's workflow, while your Preparer prepares and your Reviewer signs off. Join the waitlist and we'll tell you when plugin access opens.

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This is general information, not tax or legal advice. In TracePrep's workflow, the plugin drafts, the Firm's preparer prepares, and the Firm's Reviewer signs off. Access to the plugin is by waitlist. Keep client data inside the systems your Firm has approved.