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Write a file note after every client call, automatically
Each client call becomes a draft attendance note with advice given, instructions received and tasks, waiting for you to check and file.
When to use it
After every recorded client call
Step by step
Check your firm's rules first
Confirm your firm allows recording and AI notes for client calls, and always tell the client and get their agreement before recording.
Turn on meeting notes
If your plan includes it, switch on Teams Copilot recap or Zoom AI Companion for client calls. If not, turn on the transcript and save it after the call.
Turn the transcript into a file note
Paste the recap or transcript into your firm-approved AI assistant with this prompt.
Prompt to copyTurn this call transcript into a law firm attendance note. Format: Matter: [reference] | Date and time | Attendees | Duration. Then sections: 1) Purpose of call, 2) Facts the client told us, 3) Advice given, quoting exactly what was said where it matters, 4) Instructions received, 5) Tasks with owner and due date, 6) Anything the client was unsure about. Use only what is in the transcript. Mark unclear parts [UNCLEAR]. Transcript: [paste]Check and correct it
Read the note against your memory and the transcript. Pay closest attention to the advice and instructions sections, which you are professionally responsible for.
File it and add the tasks
Save the note to the matter in your case management system or folder, and add the tasks to your to-do list or the team's board. If the AI mentions any case or law, check it against the original source, as AI can invent case law.
What you get
Purpose: discuss landlord's offer. Advice given: 'I think the offer is low given the inspection report, but it is your decision.' Instructions: reject the offer; counter at full deposit. Tasks: [Lawyer] to write to other side by 14/03. [Client] to send photos by 12/03.
Tips
- Never file a note you haven't checked. An attendance note is a professional record.
- Delete recordings and transcripts in line with your firm's retention policy once the note is filed.