Stamped Client Documents: Logging a Stamp Word for Word

Jane Doe sends the Firm a Doe Holdings invoice, and an ink stamp sits in the corner of a page. For stamped client documents, the Preparer follows "What counts, in this method".

In this method, the Preparer logs each stamp by hand, by its file page, its words as printed, where it sits and what printed text it covers, 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 stamp log layout, a citation pattern, a client message, a marking table, a pre-review check and a Doe example. It states no rule about what any stamp means, proves or changes.

A watermark, a second copy, covered text or a stamp

For background text printed across or behind a page, follow the watermark steps in watermarks on client documents where they apply.

Where two copies of a document differ by a stamp, follow the copy steps in the same document twice where they apply.

Where a stamp lies over printed text the Preparer can't make out, follow the covered-spot steps in covered text on a client scan where they apply.

Here an ink or digital stamp sits on top of a page, with words such as "RECEIVED" or "PAID". In this method, the Preparer doesn't supply anything the stamp doesn't print.

What counts, in this method

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

• The Preparer can see the whole page. For a page the Preparer can't fully see, follow the covered-spot steps under "A watermark, a second copy, covered text or a stamp" where they apply.
• An ink or digital stamp shows on the page, added on top of what the page prints.
• It isn't background text printed across or behind the page.

The Preparer looks only at what the page shows, not the file name, the upload or the folder. The Preparer copies the stamp'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, and asks the client.

The stamp log

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

The Preparer writes where the stamp sits in plain words, such as "top right corner". The Preparer writes no reason for the stamp on the line.

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

Citing a stamped 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 stamp 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 stamp

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

Hi Jane Doe, thanks for sending [document]. On [file-page location] there's a stamp that reads "[stamp's words, as printed]" [and a part we can't make out]. Could you tell us what you know about this stamp, or send another copy of the document if you have one? Thanks, [Preparer name] at [Firm]

Marking entries drafted from a stamped page

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

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. Each log line, and each entry drafted from a logged page, 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 drafted from a logged page, 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 stamps covered by "What counts, in this method" have log lines naming who logged them.
• The Preparer checks each log line shows its file page, its printed page or "no page number printed", the stamp's words as printed, where it sits and what printed text it covers.
• The Preparer checks each "Can't read" line against its page and the client question.
• The Preparer checks each stamp's words and covered text 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 each entry's citation for document, file page and printed page, and checks each entry has one or more of the Preparer'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, stamp 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 ink stamp in the top right corner reads "RECEIVED" and covers no printed text. Alex finds no stamp on the bank pages.

Alex handwrites each column in "The stamp log", including "RECEIVED" word for word and "As printed". The log line stays open for the Reviewer's decision; bank pages have no logged stamps.

Alex adds the instruction and runs the pass. Alex also messages Jane Doe about the stamp. Alex checks each citation against its page and the log by hand. Alex handwrites each entry's mark, quoting logged stamp words in notes for entries drafted from the stamped page. Each entry stays open for the Reviewer's decision.

Jane writes back about the stamp. Alex quotes Jane Doe's reply verbatim on the log line and in notes for entries drafted from its page, marked "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 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.