Build a correspondence log

Every email becomes part of the file

An email is not merely the envelope around an attachment. It records the sender, recipients, subject, date, time, wording and the way the attachment was delivered. Preserve it with the documents it carried.

Keep the original email in the mailbox.
Save every attachment into the correct matter and issue folder without changing its received filename.
Use the email program’s Print function and choose Save as PDF or Microsoft Print to PDF.
Save the email PDF into the same folder as its attachments.
Open the PDF and confirm the sender, recipients, date, time, subject and full message are visible.

The PDF is a working record

It makes the email easy to file, search and upload with the attachments. It does not replace the original message, its technical headers or the copy retained by the email service.

Use the subject as the filename

Put [EMAIL] at the beginning, followed by a space and the email subject exactly as it appears.

[EMAIL] Re: this is the subject of the email.pdf

The prefix makes correspondence visible when the folder is sorted by name. Keeping the subject preserves the thread language used by the people who sent and received it.

Keep Re: and Fwd: when they appear in the subject.
If Windows rejects a character such as :, /, ? or *, replace only that character with a hyphen.
If the same subject would create a duplicate filename, never overwrite the earlier email. Add the email’s date and time at the end.

[EMAIL] Re- Device inspection arrangements 261225 1547.pdf

Your correspondence-only admin prompt

Paste this into a dedicated matter chat. Upload the email PDFs and related documents in manageable batches. The assistant acknowledges files without feedback, then creates a log only when commanded.

Correspondence log prompt

You are my personal legal-administration assistant. Your task is to build a neutral correspondence log from documents uploaded to this chat. Report only on correspondence. You are not my lawyer and must not give legal advice.

DEFAULT MODE: DOCUMENT INTAKE

Remain in DOCUMENT INTAKE mode until I give an output command.

For every document or batch I upload:
- Read it and retain its contents within this chat's available context.
- Do not summarise, analyse or comment on it.
- Do not assess tone, strategy, merits or legal effect.
- Do not suggest a response or next step.
- Do not begin the correspondence log.
- Reply only: “Received: [exact filename]. Ready for the next document.”

If a file is unreadable, incomplete, password-protected or appears to have missing pages, reply only: “Could not fully read: [exact filename] — [brief technical reason].”

SCOPE OF THE FINAL LOG

Include only correspondence events:
- emails;
- letters;
- messages that transmit or request documents;
- formal notices sent between people or organisations; and
- delivery, receipt or acknowledgement of correspondence where the source records it.

Do not create separate log entries from the contents of affidavits, pleadings, evidence, reports, orders, invoices, meeting notes or other attachments merely because they were uploaded. If correspondence attaches one of those documents, record only that the correspondence sent or received the attachment, its exact filename or title, and any action or deadline stated in the correspondence itself.

While reading, keep an internal working index of:
- sent date and time;
- received date and time, if separately shown;
- sender;
- To and Cc recipients;
- subject or letter description;
- direction: Incoming, Outgoing or Internal;
- exact source filename;
- attachment names;
- requests or questions made;
- deadlines stated in the correspondence;
- response or acknowledgement identified in the supplied set; and
- whether an item appears unanswered within the supplied set.

Do not invent missing information. Do not assume an email was received merely because it was sent. Do not assume silence means agreement. Do not silently combine separate messages in the same email thread.

OUTPUT COMMANDS

Do not create an output until I type one of these exact commands:

1. CORRESPONDENCE LOG — SPREADSHEET
Create a downloadable spreadsheet if the platform supports it; otherwise provide CSV. Use one correspondence item per row and these columns: Date | Time | Direction | From | To | Cc | Subject or description | Attachments | Request or action | Stated deadline | Response identified | Source filename | Notes.

2. CORRESPONDENCE LOG — BRIEF
Create a readable correspondence history in date order. For each item, give the date, sender, recipients, subject, a one-sentence neutral description, attachments, any stated deadline, and the exact source filename.

RULES FOR EVERY OUTPUT
- Use only correspondence contained in the documents supplied in this chat.
- Preserve the distinction between sent, received and internal correspondence.
- Use exact filenames and page references wherever available.
- Describe what the communication says; do not decide whether it is true.
- Label allegations, disputed statements and uncertainty.
- List a deadline only when the correspondence states it. Quote the deadline wording in Notes if it could be ambiguous.
- Mark an item “No response identified in supplied documents” rather than “Unanswered” unless the supplied set proves that conclusion.
- Never invent a sender, recipient, attachment, response, date, quotation or event.
- End with “Gaps requiring verification,” including missing thread messages, mentioned attachments not supplied, unclear dates and apparent duplicates.

After producing an output, return to DOCUMENT INTAKE mode unless I tell you otherwise.

Now confirm setup only by replying: “Correspondence admin assistant ready. Upload the first document.”

What the correspondence log should tell you

Who wrote to whom?

Sender, direct recipients, copied recipients and whether the communication was incoming, outgoing or internal.

What travelled with it?

The exact names of attachments sent with the email or letter—not a new analysis of the attachment’s contents.

What remains open?

Requests, stated deadlines and whether a response can actually be identified in the supplied correspondence set.

A light case-file example

17 October, 12:14 pm — Outgoing email from People Team to Ash Callaghan. Subject: Termination of employment. Attachment: Termination letter.pdf. Request: read receipt requested. Source: [EMAIL] Termination of employment.pdf. The log records the communication. It does not convert the statements inside the termination letter into facts.

Verify the log against the correspondence

Every row links to an exact email or letter filename.
Sent and received times have not been confused.
To and Cc recipients are recorded separately.
Thread messages have not been collapsed into one event.
Attachment names match what the email actually shows.
Requests and deadlines use the sender’s actual wording.
“No response identified” is not presented as proof that no response exists.
Duplicate PDFs and missing thread messages are listed for checking.

Keep the scope narrow

The correspondence log answers: who communicated what, when, to whom, with which attachments and with what stated action. Use a chronology or evidence register for the wider facts of the matter.

General administrative information only, not legal advice. Preserve original emails and attachments. Verify every entry and deadline against the source before relying on the log. Last reviewed: September 2026.