Unsigned Client Documents: Logging a Blank Signature Line

Jane Doe sends the Firm a Doe Holdings account form, and the line printed "Account holder signature" shows nothing. For unsigned client documents, and any page that prints a signature line, the Preparer follows "What counts, in this method".

In this method, the Preparer logs each signature line by hand, by its file page and the line's printed label word for word, as "Signed", "Blank" or "Can't tell", and asks the client about each line logged "Blank" or "Can't tell". Each log line, and each entry drafted from a page on the 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 signature-line 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 a document needs a signature, or whether an unsigned document counts.

A copy, a note or a preliminary label

For two copies of the same document, follow the duplicate steps in the same document twice where they apply.

For client writing on a page away from a signature line, follow the handwritten-note steps in when the client writes on the document where they apply.

For a page marked draft or preliminary, follow the preliminary-document steps in a document marked preliminary where they apply.

In this method, the Preparer logs only what the signature line shows.

What counts, in this method

In this method, the Preparer logs each line, box or space the page prints for a signature, with a printed label such as "Signature" or "Signed by", and gives it one status from what it shows:

• "Signed": handwriting shows on or across the line.
• "Blank": the line shows no print, writing, stamp or mark.
• "Can't tell": anything else, such as a faint or cut-off line, a typed name, a stamp, or a mark the Preparer can't make out, with a plain note of what shows.

The Preparer sets the status to what the line shows. The Preparer looks only at what the page shows, not the file name, the upload or the folder.

The signature-line log

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

The Preparer copies each printed label word for word and writes no reason for a blank line on the log.

In this method, the Preparer keeps the document as it came in and adds no signature, initials or mark to it. Any further document steps follow the Firm's own policy.

Citing a page with a logged signature line

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 signature-line 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 about a signature line that 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 signature line

In this method, the Preparer asks the client about each line logged "Blank" or "Can't tell". The Firm can adapt this message:

Hi Jane Doe, thanks for sending [document]. The line printed "[printed label]", [file-page location], shows [plain note of what shows]. Could you tell us what you know about this line, 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 line, the Preparer quotes the answer word for word on the log line and in the note of each entry drafted from that page, marked "Client answer noted". The Preparer keeps the log line's status, as logged. Each log line, and each entry drafted from a page on the log, 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 page on the log, 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 page on the log, 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 lines 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 line's printed label word for word, and its status.
• The Preparer checks each "Can't tell" line describes what shows, and each "Blank" or "Can't tell" line names the client question.
• The Preparer checks each description against its page and each client quotation against the client's answer.
• The Preparer checks the Firm's instructions include the instruction line for each logged document.
• The Preparer checks each entry's citation for document, file page and printed page, and 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, signature-line 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 account form and a Doe Bank statement. Alex Doe is the Preparer; Pat Doe is the Reviewer.

Alex reads every file page. On a form page, the line printed "Account holder signature" shows no print, writing, stamp or mark. The bank statement prints no signature line.

Alex handwrites each column in "The signature-line log", including the printed label word for word and "Blank". The log line stays open for the Reviewer's decision; bank pages have no log lines.

Alex adds the instruction, runs the pass and messages Jane Doe about the line. Alex checks each citation against its page and the log by hand. Alex marks entries drafted from the logged page by hand "Checked against a logged signature line" and "Client asked"; bank entries, "Cited by file page". Each entry stays open for the Reviewer's decision.

Jane Doe writes back about the line. Alex quotes Jane Doe's reply word for word on the log line and in the form entries' notes, marked "Client answer noted". Alex keeps "Blank" on the log line. 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.