Write file notes in Notion

Template

Set it up

1. 1

   Create File Notes

   A database related to Matters with the fields above.

2. 2

   Add a template

   With the headings pre-filled, and set as default.

3. 3

   Show on the matter

   A linked view of notes for this matter, newest first.

4. 4

   Make actions

   Convert each follow-up into an Action or task linked to the same matter.

5. 5

   Record time

   If billable, add a time entry from the duration.

Style

• Facts first, opinions marked as such
• No jokes or remarks about the client
• Avoid abbreviations nobody else would understand
• Note who was present and who was not

Whether notes are privileged or can be requested is a legal question that depends on your jurisdiction. Keep notes factual regardless.

Voice and AI

LawyerOS has no recording or transcription feature of its own. If you use a transcription or AI notetaker, check consent rules for recording, client confidentiality and your firm's policy first, and review output before filing.

• Paralegal guide
• Billing

A sample file note

A short example shows the level of detail. The names are invented.

Note that each follow-up has an owner and a date, and the instructions are written so a colleague could act on them.

Reviewing notes

A note is only useful if you can find it. Sort the linked view on each matter newest first, and add a Type filter so you can see only client calls. Once a month, scan notes on open matters for follow-ups that never became tasks. If your team writes notes differently, agree one template and one place, rather than letting each person keep their own.

Common mistakes

• Writing the note a day later from memory.
• Leaving follow-ups buried in the note instead of creating tasks.
• Recording opinion about the client or other side.
• Not logging the call time for billing.

If a call changes the scope of work or the instructions, say so in the first line of the note.

Frequently asked questions

How long should a file note be?

As short as it can be while capturing the instructions and next steps.

Should every call get a note?

Anything substantive, yes.

Can I dictate notes?

Use your device's dictation if allowed, then edit.

Where do notes appear?

On the matter via a linked view.

Who should be able to see file notes?

Decide in line with your confidentiality duties. Review Notion page permissions so notes are visible only to people working on the matter.