Compliance Attendance Notes

An attendance note is a written record of a telephone conversation or interview between you and a client or third party.

Attendance notes are important because:-

• they act as a written reminder of the facts of the conversation or the advice given or received.
• they assist other members of staff who may need to deal with the file in your absence.
• they act as an aid to time recording and costing.

Although an attendance note should always be clear and accurate, it does not need to be formal. However handwritten notes should be avoided.

You will find that it is easier to make clear and accurate attendance notes whilst a matter is still fresh in your mind. Therefore, notes should either be made during or immediately after the conversation which they record, or as soon as possible if this cannot be achieved.

Attendance notes should contain the following information:-

• the date and time of the interview or conversation.
• the name of the client and the matter involved.
• the parties involved in the meeting or conversation.
• a summary of the information given or received. 
• a summary of the advice given or received 
• a summary of any agreed course of action by any party. 
• the length of time that the interview or conversation took. 
• a means of identifying the person compiling the note. 

If these notes are dictated by Fee Earners it is preferable that voice recognition is used.