A well-organized request helps an administrative assistant understand what you need and spot missing materials before work begins. Before sending legal documents, gather the relevant files, explain the task, and identify important dates. Keep legal decisions and advice with your attorney; administrative support is for tasks such as formatting, organizing, and preparing documents based on your instructions. This checklist can help you submit a clear request while protecting confidential information.
Clarify the requested task
Describe the specific administrative work you want completed. For example, you might request formatting, proofreading for typos, organizing exhibits, converting files, or preparing a document from attorney-approved content. State what the finished work should look like and how you want it delivered. Avoid relying on a broad request such as “handle these papers,” which can leave the scope unclear.
Identify who supplied the instructions and whether an attorney has reviewed or approved the content. Administrative support should not require the assistant to choose legal arguments, interpret laws, or decide what to file. If you are unsure about a legal requirement or strategy, ask your attorney before sending the request.
Gather source materials
Collect the documents needed to complete the task, including current drafts, attorney notes or instructions, relevant forms, and supporting records. Include every referenced attachment, exhibit, or prior version. Use clear file names that describe the contents, such as “Client chronology” or “Draft agreement,” and note which file is the latest version.
Make a short list of anything missing or still in progress. If a source file contains handwritten notes, comments, or tracked changes, explain whether they should be kept, removed, or treated as instructions. Do not edit or delete original records simply to make the packet look cleaner; preserve the originals and send working copies when appropriate.
Include dates and delivery details
Share any relevant deadlines, appointments, or planned submission dates, and explain where each date came from. Distinguish a court or agency deadline from your preferred completion date. If timing is urgent, ask whether the work can be completed before sending a large batch of files, and allow time for questions or corrections.
Specify the preferred file format and delivery method, along with any formatting instructions you already have. Note whether the document must follow a provided template, use particular page numbering, or include a specific naming convention. If someone else must review the result, identify that reviewer and allow time for their approval.
Protect confidential information
Before sharing files, confirm that the person receiving them is authorized to access the information. Use an agreed secure method for sensitive documents rather than sending them through an unapproved channel. Include only information needed for the task, and follow your attorney’s directions about redacting personal details or handling privileged materials.
Send a concise cover note that lists the task, files attached, deadline, and any questions the assistant should raise before proceeding. Keep a copy of what you sent and record when you sent it. Durham Legal Support can use a clear, complete request to begin administrative work with fewer avoidable follow-ups.
A clear task description, complete source files, confirmed dates, and careful handling of confidential information make document support easier to coordinate. Use the checklist before sending your next request, and ask your attorney about legal questions or decisions. When you are ready, contact an administrative support provider to discuss the task and the materials it requires.