Documentation of a transaction is one of the most important parts of a transaction. It is imperative that I get as much in writing (black and white) as possible. With technology at the tip of my fingertips I long ago learned that my emails were to be my ‘documentation of choice'.
Why are emails my documentation of choice?
We speak on the phone to get status on all parts of our transactions but is that protecting you and your client when relying on "memory"? By taking the chance that the other party is saying that that isn't how it happened?
"Here say" is what it comes down to IMHO.
The following reasons are why I document everything (using Outlook and Adobe Acrobat PRO) by using email:
- Each email is time/date stamped and they can be easily saved to your client files on your pc and it's right there in black and white.
- You can follow the trail of a conversation with one (or even all parties if you're cc'ing everyone) to document a portion or part of the transaction...and of course it's right there in black and white
- You can reiterate your telephone conversation with a follow up email for documentation of the conversation (i.e. per our conversation at such such time....) ....and it's right there in black and white.
- There are delivery and read notifications for emails if you mark them as such before sending and you'll have a receipt in black and white.
- You can refer to each email when you need a quick answer for the who, what, when, how, where and why of the topic...and it's there in black and white.
- The attachments are saved to your client folder in My Documents but you still have a trail of when it was sent....in black and white.
- You have documentation of the person who said what......to cover your behind....because...it's in black and white.
- I can turn all my emails into ONE PDF using Adobe Acrobat Pro and Outlook to burn to CD with each of my client closed transactions and it's a BIG BLACK AND WHITE documentation all in one!
GET EVERYTHING IN WRITING is a long standing part of any contract or business. Without everything in black and white you have no proof or anything to refer to should you need to.
NOTE: Organization of Emails with Outlook 2007 and Adobe Acrobat Professional Pro is what I use to document and save everything at the end of each transaction and you can read my handy dandy info on how to do it here>>>> Using Adobe Acrobat Professional with Outlook