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How to create, maintain and organize

your contact and correspondence log

Why you need to keep a log

A contact and correspondence log is a quick reference tool.

All it takes is a moment of distraction to forget a vital bit of information or lose an important item, and how many distracted moments are you having right now?  How about a lot of them?

Don't think for a moment that you will be able to remember all the people you'll be talking to, what was said, how to get back in touch with them, or where you put your notes or the letters you've received.

If you're upset now, think of how distressed you'll be when you can't locate a note or piece of correspondence that can mean the difference between the end of the misery or the seeming unending continuation of it.

Until your situation is completely resolved, you need to keep note of everything having to do with your situation, and you need to be able to find what you are looking for without hunting all over the house for it.

That's where your contact and correspondence log comes in handy. It helps you remember and locate information and documents so that you can confirm or deny statements made by others, or provide a copy of a particular document that will clarify a point.

Create your log

We recommend that you keep your log in hard copy. 

If you want to use your computer to type up your notes and print them out, that's fine; however, it's important that you carry a notebook with you so you can quickly jot down information while you're on the phone or when you're someplace away from your computer and suddenly remember a forgotten event.

Here is the type of information your log should contain:

Date:

Time:

Category

?Phone call

?Correspondence

?Meeting

?Tape recorded -  ?Yes     ?No

?Other

Subject:

Contact info

Name:

Title:

Department:

Company:

Address:

Phone:

Extension number:

Cell:

Email:

Letter dated:

They said:

You said:

 

Maintain your log

When you're frazzled it's very easy to put off making log entries.  Don't give in to it.  Make the time to update your log and to review the events, even when it's the last thing you feel like doing.

If you have repeat phone calls with the same party or receive several letters from the same party, you don't need to enter the contact information more than once unless new contact information is provided.

After a while you will be able to reference back to certain dates without having to enter repeated information.  For example, "Jane Doe called with the same request and I told her the same thing - see 3/5/10."

 

Organize your log

File folders and accordion files are a great way to keep your notes, log, and documents all in one place.  It's cheap and efficient. 

File folders can be turned inside out and re-used - if you can't afford to buy file folders, call around to churches and businesses to ask if they have file folders and accordion files or file storage boxes they are getting rid of. 

Make one file folder for each type of document and label the folder in letters big enough so you can find it quickly.  For example: Any Town Bank, Friendly Collection Agency, Barker & Barker Law Firm, Scammer Emails, Scammer Attachments, etc.

Keep the information in each folder in order by date and put the folders in alphabetical order.

You may be annoyed right now because we are telling you how to do things you already know how to do, but we know that even the most normally organized scam victim forgets to follow parts of their most routine daily tasks, and that's okay.  When you've been blind-sided by a truck it takes a while to get your life back in order.

 

 

 

We are not attorneys and don't pretend to be.  In our experience, the information and guidance offered on this site have proven to be effective; however, we always recommend that you consult with an attorney.

If you have doubts about Fraud Aid, Inc. do not hesitate to contact federal (FBI, Secret Service, RCMP) Scotland Yard, or local law enforcement to check us out.

Information provided about lotteries and lottery scam: Fraud Aid, Inc. is not affiliated with any pay-to-play or free online lottery or Sweepstakes games and derives no income from any pay-to-play or free online lotteries or Sweepstakes or any of their participating sponsors with the possible exception of a sponsor's independent advertising unassociated with any drawings promotion; nor does Fraud Aid promote or sponsor any lotteries or Sweepstakes or numbers drawing of any kind.

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