Undated Client Documents: Logging "No Date Printed" Before the AI Pass

Jane Doe sends the Firm a Doe Hardware receipt. The Preparer reads every page and finds no printed date.

That's the case here: undated client documents, where the Preparer finds no printed date on any page. In this method, the Preparer logs "No date printed" by file page, by hand, copies any other printed details word for word, and asks the client. Each log line, and each entry that cites a page on the date log, 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 date 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 period a document with no printed date covers, or about anything drafted from it.

A printed date that's off or short, or no printed date

Where a document's printed period is one the engagement doesn't cover, the different-period steps in a document for a period the engagement doesn't cover apply.

Where a statement's printed dates cover only part of the period the Firm's method needs, the partial-period steps in a statement that covers only part of the period apply.

Here the Preparer finds no printed date at all. In this method, the Preparer doesn't supply a date or period the pages don't print.

What counts, in this method

In this method, the Preparer logs a document "No date printed" when all of these are true:

• The Preparer has read every page of the document.
• No page shows a printed date, such as a statement date, an issue date or a printed period.
• The Preparer has looked only at what the pages print, not the file name, the upload or the folder.

If a page shows print the Preparer can't make out, the Preparer logs that file page "Can't read" with a plain note of what shows, and asks the client.

The date log

In this method, the Preparer logs each file page of a document that meets the list, and each "Can't read" page, on the file index, by hand, on its own line.

The Preparer copies each other printed detail word for word and doesn't read a date or period into it.

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

Citing a page logged "No date printed"

In this method, the Firm's instructions ask for the document, file page and printed page or "none printed" in each drafted entry's citation; the Preparer checks each citation against its page and the date log by hand. A pattern the Firm can adapt:

"[document], file page [file page], printed page [printed page or none 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]. Cite each entry by document, file page and printed page or none printed; don't supply a date or period the pages don't print; the Preparer checks by hand."

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 document with no printed date

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

Hi Jane Doe, thanks for sending [document]. File page [file page] shows [no printed date, or print we can't make out: a plain note of what shows]. Could you tell us what you know about this document, or send a copy that shows a printed date if you have one? Thanks, [Preparer name] at [Firm]

Marking entries drafted from a document on the date log

In this method, the Preparer marks by hand, in the entry's note, every entry drafted from a document on the date log.

When the client answers

If the client says what they know about the document, the Preparer quotes the answer word for word on the log line and in each citing entry's note, marked "Client answer noted". The log line keeps "No date printed" or "Can't read", as logged. Each log line and citing entry stays open for the Reviewer's decision.

If the client sends a copy that shows a printed date, the Preparer logs it on its own file-index line and follows the different-period or partial-period steps linked above where they apply; the log line for the copy on file stays as written. Each log line and citing entry 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 citing entry 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, then sends it to the Reviewer.

• The Preparer checks each page logged "No date printed" or "Can't read" has its own log line naming who logged it.
• The Preparer checks each log line shows its file page, its printed page or "none printed", and its other printed details word for word or "none".
• The Preparer checks each "Can't read" line describes what shows and names the client question.
• The Preparer checks any date or period absent from the pages appears only in the client's quoted answer.
• The Preparer checks the Firm's instructions include each logged document's line.
• The Preparer checks each entry cites document, file page and printed page or "none printed", and each entry from a logged document has the Preparer's mark, set by hand.
• The Preparer checks each client answer is quoted on its log line and citing entries' notes.

Who logs and who decides

The Firm names people for the document-handling steps; the Reviewer decides on entries and on each log line, and signs off.

A mark on an entry, or a log line's status, tells the Reviewer where to look. It 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, date 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 Hardware receipt and a Doe Bank statement. Alex Doe is the Preparer; Pat Doe is the Reviewer.

Alex reads every file page. Alex finds no printed date on any receipt page; each shows the printed header "Doe Hardware, Sales Receipt". Alex finds a printed date on each Doe Bank page.

Alex logs each receipt page by file page as "No date printed", with the header copied word for word. The log holds a line for each receipt page and none for the bank pages.

Alex adds the line, messages Jane Doe about the receipt, then runs the pass. Alex checks each citation against its page and the log by hand. Alex marks every entry: receipt, "Cites a no-date page"; bank, "Cited by file page". Each entry stays open for the Reviewer's decision.

Jane writes that the receipt came from a store visit. Alex quotes Jane Doe's reply on each receipt log line and in the receipt entries' notes, then marks those entries "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.