Handwritten Receipts in a Client File: Logging What the Page Shows

Jane Doe sends the Firm a Doe Hardware receipt written out by hand in pen. For handwritten receipts client documents can include, the Preparer follows "What counts, in this method".

In this method, the Preparer logs each handwritten receipt by hand, by its file page, the issuer as written and each written line as the Preparer reads it, and asks the client. Each log line, and each entry whose citation the Preparer checked against a log line, 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 handwritten-receipt log layout, a citation pattern, a client message, a marking table, a pre-review check and a Doe example. It states no rule about whether any handwritten receipt is enough for any purpose.

Client notes, a poor scan, or a handwritten receipt

For a printed document the client wrote on, follow the handwritten-note steps in client notes on a document where they apply.

For a page a poor scan made hard to make out, follow the poor-scan steps in source pages that can't be read where they apply.

Here the copy is clear, and the whole page is handwritten, not notes added to a printed document. In this method, the Preparer doesn't supply anything the page doesn't show.

What counts, in this method

In this method, the Preparer logs a page as a handwritten receipt when all of these are true:

• The page's lines are written by hand, not printed or typed.
• The writing makes up the page itself, not notes added to a printed document.
• The copy is clear, so the Preparer can see each written line.

The Preparer looks only at what the page shows, not the file name, the upload or the folder. Where a word or mark won't come clear, the Preparer writes "Can't read" in its place with a plain note of where it sits, and asks the client. The Preparer doesn't guess.

The handwritten-receipt log

In this method, the Preparer logs each written line of each page that meets the list on the file index, by hand, on its own line.

The Preparer writes nothing on the log about what the receipt is for.

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

Citing a handwritten page

In this method, the Firm's instructions ask for document and file page in each citation, plus written line for logged pages; the Preparer checks citations against pages and matching log lines by hand. A pattern the Firm can adapt:

"[document], file page [file page], written line "[line, as logged]""

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 line if logged, and for nothing [document] doesn't show."

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

Asking the client about a handwritten receipt

In this method, the Preparer asks the client about each page on the handwritten-receipt log. The Firm can adapt this message:

Hi Jane Doe, thanks for sending [document]. The page at [file-page location] is written by hand. [The lines as we read them; and any part we can't make out: plain note of where it sits.] Could you tell us what you know about this page, or send another copy of the document if you have one? Thanks, [Preparer name] at [Firm]

Marking entries drafted from a page on the log

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

When the client answers

If the client says what they know about the page, the Preparer quotes the answer word for word on the log line and in the note of each entry the Preparer checked against it, marked "Client answer noted". The Preparer keeps the written line on the log line as the Preparer read it, and any "Can't read", as logged. Each log line, and each entry the Preparer checked against it, stays open for the Reviewer's decision.

In this method, if the client sends another copy, the Preparer follows "What counts, in this method" and "The handwritten-receipt log"; the Preparer keeps earlier log lines as written. Each log line, and each entry the Preparer checked against it, stays open for the Reviewer's decision.

If the client can't say or doesn't answer, the Preparer notes that on the log line. Each log line, and each entry the Preparer checked against it, stays open for the Reviewer's decision; any further document steps follow the Firm's own policy.

The pre-review check

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

• The Preparer checks pages covered by "What counts, in this method" have log lines naming who logged them.
• The Preparer checks each log line shows its file page, the issuer as written or "no issuer written", and the written line as read.
• For each "Can't read" line, the Preparer checks that they noted where the part sits and named the client question.
• The Preparer checks each logged line against its page and each client quotation against the client's answer.
• The Preparer checks the Firm's instructions include each logged document's line.
• The Preparer checks citations for document and file page, plus written line for logged pages, and checks each entry's marks, 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 mark and log line status to show the Reviewer where to look. A mark isn't a sign-off and doesn't stand in for one. The Reviewer sees every marked entry and the log and decides on each entry and each log line; the Reviewer signs off on the whole file, handwritten-receipt 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 clear, wholly handwritten Doe Hardware receipt and a printed Doe Bank statement. Alex Doe is the Preparer; Pat Doe is the Reviewer.

Alex reads every file page. The receipt page names "Doe Hardware" at the top in pen. Alex can make out each written line except a word near the bottom. The bank pages are printed.

Alex handwrites each column in "The handwritten-receipt log": the issuer as written, each written line as Alex reads it, and "Can't read" in place of that word, with a note of where it sits. Each log line stays open for the Reviewer's decision; the bank pages have no log lines.

Alex adds the instruction and runs the pass. Alex also messages Jane Doe about the receipt page. Alex checks citations by hand against pages and any matching log lines, and marks entries by hand: receipt entries "Checked against a handwritten page" or "Checked against a can't-read line", bank entries "Cited by file page". Each entry stays open for the Reviewer's decision.

Jane writes back about the word. Alex quotes Jane Doe's reply word for word on that log line and the matching entries' notes, marked "Client answer noted". Alex keeps "Can't read" on that log line, as logged. 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 marked 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 these steps in your Firm's workflow, while your preparer decides and your Reviewer signs off. Join the waitlist and we'll tell you when plugin access opens.

Get on the list for plugin access

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.