Identify the communication
Record the date, time, method, sender, company, telephone number or email, and the party the company says it represents. Save the envelope or message metadata when useful.
- Claim or reference number
- Name and role of the contact
- Callback details
- Party represented
Record requests precisely
Summarize what was requested, any stated deadline, and whether the request was written or verbal. If wording matters, keep the original letter or email rather than relying on a paraphrase.
- Documents requested
- Authorization or release requested
- Recorded statement request
- Proposed response date
Log what leaves your hands
List every document or message sent, its date range, the delivery method, and confirmation of receipt. Avoid sending unrelated sensitive information simply because a request is broad.
- Filename or document description
- Pages or date range
- Secure delivery method
- Receipt or tracking confirmation
Pause at decision points
A request for a recorded statement, broad medical authorization, settlement release, or final acceptance can have legal consequences. A qualified local lawyer can explain those consequences for the particular claim.
- Do not speculate about facts
- Read releases in full
- Ask which deadlines apply to your circumstances