Tip – the importance of keeping file notes…

As a matter of best practice we recommend that you document or record in a file note any conversations or meetings between you and a vendor or a purchaser.  These can be vitally important in case of any dispute about what was said. These file notes can be used as evidence if any conflict arises about what was discussed.

Given you are often on the move as part of your everyday work, we suggest that if you are not able to hand write a file note in a notebook or sample file note sheet, that you consider recording them in some other way, including:

• Emailing the other party to the meeting or discussion a summary of what was discussed;
• Emailing yourself a record of the conversation straight away from your phone or tablet;
• Saving the record of the conversation in the notes section of your phone or tablet; or
• Dictate/record a voice message on your phone for typing up or storage.

The essential elements of a good file note are:

1. The date and start and finish time of the discussion or meeting;
2. File/property name;
3. Who was party to the meeting or discussion;
4. How the discussion took place, eg: during a physical meeting or via phone;
5. A detailed description of what was discussed and any advice given; and
6. Signing off your name or initials (if by hand).

A sample file note sheet can be found here for your assistance.