The Anatomy of a Perfect File Note: A Supervisor's Perspective
As a supervising partner, I can tell you that one of the most accurate barometers of a junior lawyer’s potential isn't their research prowess or their academic transcript. It’s the quality of their file notes.
To a junior, writing a file note can feel like administrative busywork—a tedious task to be rushed through after a call. But from my perspective, that note is a critical legal instrument. It is the official record of the matter, a risk management tool, and a direct insight into your competence. A clear, well-structured file note saves me time, prevents misunderstandings, and builds my trust in your work. A poor one creates risk and requires me to waste time deciphering what actually happened.
So, let's dissect the anatomy of a perfect file note—the kind of note that makes a supervisor confident that the file is in good hands.
Part 1: The Non-Negotiable Skeleton
Before you even get to the substance, the basics must be flawless. When I pick up a file six months from now, I need to be able to orient myself instantly. A perfect file note begins with a clear, standardised header. No exceptions.
Matter Name & Number: The first and most crucial identifier.
Date: The date of the communication or meeting.
Start & End Time: Essential for billing and for establishing a clear timeline.
Method of Attendance: Was this a phone call, a Teams meeting, or an in-person conference?
Attendees: List the full names and titles of everyone present (e.g., "John Smith, CEO of Client Pty Ltd; Sarah Jones, Senior Associate; myself").
Author: Your name.
This isn't just metadata; it's the foundation upon which the entire record is built. Get this right, every single time.
Part 2: The Substance – What I Actually Need to Know
This is where junior lawyers often make one of two mistakes: they either write a verbatim, stream-of-consciousness transcript, or they write a summary so brief it’s useless. The goal is to be concise but comprehensive.
Start with a 'TL;DR' (Too Long; Didn't Read) Summary I am busy. Put a one or two-sentence summary at the very top. What was the ultimate purpose and outcome of this conversation?
Example: "Spoke with the client to receive their instructions on the counter-offer. Client has instructed us to reject the offer and propose a settlement figure of $125,000." This immediately tells me the most important information without me needing to hunt for it.
Structure the Body Logically Use clear headings and bullet points to break down the conversation by topic. Don't just follow the chronological flow of the chat; group related points together.
Background to the Call
Discussion of Offer from Other Side
Our Advice
Client's Instructions
Next Steps
Distinguish Between Advice and Instruction This is perhaps the most critical function of a file note from a risk management perspective. I need to see a clear distinction between the advice your firm provided and the instructions the client gave. This is especially important if the client decides to go against your advice.
Weak: "We talked about the settlement offer and the client wants to proceed with X."
Strong:
Advice Provided: "We advised the client that rejecting the offer carried a significant cost risk if the matter proceeded to trial. We recommended that they make a counter-offer in the range of $95,000-$105,000 to encourage resolution."
Client's Instructions: "Notwithstanding our advice, the client confirmed they have a low appetite for compromise on this point. They provided firm instructions to reject the offer and convey a counter-offer of $125,000."
Part 3: The Clincher – The Action Items
A file note that simply records the past is only doing half its job. A perfect file note is a forward-looking document that drives the matter. It must end with an "Action Items" or "Next Steps" section. This demonstrates that you aren't just a scribe; you are actively managing the file.
Structure it as a simple table or a clear, numbered list:
Task: Draft letter to opposing solicitors rejecting offer and conveying counter-offer.
Responsible: Me (Junior Lawyer)
Deadline: COB 13 September 2025
Task: Review client's financial statements for disclosure.
Responsible: Client (John Smith)
Deadline: 19 September 2025
Task: Review draft letter before it is sent.
Responsible: Supervisor Partner
Deadline: AM 16 September 2025
This section tells me, at a glance, what needs to happen next, who is doing it, and when. It turns the note into a project management tool and shows me you have ownership of the file's progress.
The Golden Rule: Write It Now
The value of a file note degrades with every hour that passes. The golden rule is that the note must be contemporaneous. Write it immediately after the meeting or call. Don't save it for the end of the day or the week.
Doing it immediately ensures accuracy, captures nuances you will otherwise forget, and is fundamentally more credible if it ever needs to be relied upon as evidence.
Mastering the art of the perfect file note is a non-negotiable skill. It shows me you are diligent, commercially minded, and a safe pair of hands. It is the simplest and most effective way to earn trust and prove you have what it takes to be a great lawyer.
