Learning Outcomes
After reading this article, you will be able to explain the importance and use of attendance notes and time recording in legal practice, describe how accurate record-keeping underpins effective client care and cost transparency, and identify common exam pitfalls relating to file management and time billing—essential for demonstrating competence in client care on SQE2.
SQE2 Syllabus
For SQE2, you are required to understand client care, cost documentation, and diligent file management as it relates to attendance notes and time recording systems. Focus revision on:
- the function and use of detailed attendance notes in legal matters
- accurate time recording practices, including how records link to client billing and regulatory obligations
- the consequences of poor or incomplete attendance notes or time records in both client care and professional conduct assessments
- recognising and applying best practice in record-keeping during simulated interviews and written tasks.
Test Your Knowledge
Attempt these questions before reading this article. If you find some difficult or cannot remember the answers, remember to look more closely at that area during your revision.
- List three key elements that should appear in a comprehensive attendance note.
- Why is contemporaneous time recording required for professional client care and compliance?
- Explain the potential repercussions if time entries are omitted or attendance notes are vague.
- What is the link between time recording and compliance with the SRA Accounts Rules?
Introduction
Proper client care extends beyond communication and advice: it requires thorough file management, including clear attendance notes and precise time recording. Both are indispensable for transparency, accurate billing, and regulatory compliance. For SQE2, the ability to create and use these records is assessed both in client interview scenarios and in written case and file management tasks. Understanding what an attendance note is, what time recording involves, and why these are fundamental will help you avoid both practice and exam pitfalls.
Key Term: attendance note
A written record, made at or immediately after each meeting, call, or communication with or about a client, capturing essential information, instructions, actions, advice, and follow-up steps.Key Term: time recording
The practice of documenting, in real time, the duration of all work (billable and non-billable) undertaken for a client matter, usually in discrete units, for billing and compliance purposes.
The Role of Attendance Notes in Client Care
Attendance notes are the principal mechanism for recording all key communications and actions taken in relation to a client file. These notes are not just “reminders”—they are professional documents that provide a detailed audit trail for every decision, instruction, and interaction. They ensure continuity of service if a file is handed over, inform supervisory review, and may be required as evidence if the quality of advice is later challenged.
Key Term: contemporaneous record
A record made at the time of or immediately after an event, communication, or action, reducing risk of error and satisfying professional regulatory obligations.
Essential Components of an Effective Attendance Note
Attendance notes should be clear, chronological, and comprehensive, covering who was present, the date and time, purpose of meeting or call, instructions received, advice given, decisions made, actions required, agreed timings, and any discussion about costs.
Avoid vague summaries (“discussed matter - all clear”) and instead provide precise details (“explained contract terms and risks; advised on limitation period; client instructed to proceed, provided with likely fee estimate”).
Key Term: file management
The organisation and maintenance of all client-related documentation, notes, correspondence, and records, enabling efficient reference, compliant billing, and audit readiness.
Time Recording: Billing and Beyond
Precise time recording is required for accurate billing, especially where clients are charged by the hour, as well as to support compliance with regulatory and client care standards. Each unit recorded must reflect real work done, identified by action, date, and time spent. Recording “as you go” is essential; retrospective reconstruction invites error and often leads to under- or over-recording, which may breach both ethical and regulatory obligations.
More than a billing tool, time recording supports matter management—helping you track progress towards deadlines, monitor resource allocation, and demonstrate the value of your services.
Worked Example 1.1
You advise a client by phone for 35 minutes about an urgent dispute, taking detailed instructions, discussing several options, and agreeing to draft a letter before action. Describe how you should create your attendance note and time record for this interaction.
Answer:
Immediately after the call, prepare an attendance note stating the date and exact time, all persons involved, topics discussed, instructions given, advice provided, agreed next steps and fees. In the firm’s time recording system, enter an individual entry for “Client telephone advice” of 0.6 hours (six-minute units), with a concise narrative (e.g., “Detailed advice on [nature of dispute], options discussed, instructions received to draft pre-action letter”).
The Regulatory Importance of Attendance Notes and Time Recording
Thorough file records (attendance notes) and accurate time entries are often requested by regulators (SRA), supervisors, or clients. They must support the billed work and justify charges. Where legal aid is involved, deficiencies may lead to refusal of payment. In litigation, attendance notes may become evidence regarding what advice was given or what instructions received—poor records can leave a practitioner exposed.
Key Term: costs transparency
The obligation to keep clients informed about anticipated and actual legal costs, ensuring clarity and fairness in legal services billing.Key Term: units (time recording)
The standard time increments (often six minutes) used in law firm billing to record work done for a client.
Worked Example 1.2
A client queries an invoice, stating that a legal assistant “took two hours to make a routine call.” You check the attendance note, which simply says: “Spoke to client.” The time record shows 2.0 hours entered for that day. What are the professional and practical implications?
Answer:
The vague attendance note and unexplained time entry cannot justify the charge or demonstrate work done. This undermines costs transparency, breaches client care standards, and may attract regulatory or client complaints. The time entry should be supported by an appropriate narrative and a complete attendance note outlining what was discussed, purpose, outcome, and why the duration was appropriate.
Electronic Systems and Good Practice
Whether using paper or digital systems, accurate and secure file management underpins good practice. Electronic systems may allow automated prompts, templates for required fields, and easy audit trails, but practitioners must still ensure records are made contemporaneously and include all lawful and relevant details. Data privacy and security must always be maintained.
Exam Warning
For the SQE2, vague, incomplete, or non-contemporaneous attendance notes or time records are a common reason for marks being lost in client care, file review, or compliance scenarios. Always show that you would keep detailed, timely, and compliant records, especially where cost information or critical instructions are discussed.
Common Pitfalls and How to Avoid Them
- Omitting key items: Always include who, what, when, and agreed next steps.
- Failing to record key cost information or client agreement on charges.
- Delaying record-keeping, leading to inaccuracies.
- Using generic templates without adapting to the actual communication or instructions.
Revision Tip
For every client meeting or telephone call in SQE2 scenarios, practice drafting a full attendance note, including action points and any discussion about costs, followed by an accurate, time-unit based record entry.
Key Point Checklist
This article has covered the following key knowledge points:
- Attendance notes record all important client contacts, instructions, advice, and follow-up actions.
- Notes should be made contemporaneously and include all key details, including cost discussions.
- Time recording logs actual work done for a client, using standard units and descriptive narratives.
- Both attendance notes and time records support billing, good client care, and compliance.
- Failure to make full records can lead to lost marks in SQE2 and professional difficulties in practice.
Key Terms and Concepts
- attendance note
- time recording
- contemporaneous record
- file management
- costs transparency
- units (time recording)