Skip to main content
Role: Legal Staff - Drafting legal notices and recording postal dispatch is done by Legal Staff. Legal Templates can be created by Legal Staff or an Administrator.
Upstream dependencies: A matter or case should exist before drafting a notice so the notice can be linked to the correct file. Downstream: Postal Orders provide proof of dispatch if the matter is contested in court. Notices linked to matters are accessible from the matter record for a complete file view.
  1. Legal Template - a reusable draft for a common notice type, created once.
  2. Legal Notice - the actual notice for a specific matter, drafted from a template or from scratch.
  3. Postal Order - records how and when the notice was physically dispatched.
Templates save time when you regularly send the same type of notice - for example, a Section 138 demand notice or a cheque-return notice. Path: Legal Documents → Setup → Legal Templates → New
New Legal Templates form showing Template Name, Template File attach button, Related Doctype, and Naming Series fields
Legal Templates list view showing ID, Template Name, and Template File columns
Path: Legal Documents → Legal Documents → Legal Notice → New Requires: A matter or case should exist so the notice can be linked correctly.
New Legal Notice form showing Naming Series, Mode of Delivery, Matter, Date, Place, and an Addressee table
Addressee (one row per recipient):
Legal Notice list view showing ID, Status, Matter, Date, and Dispatch Status columns
Once submitted, the notice is on record against the matter and its dispatch status (e.g. Dispatched) is tracked until it’s delivered.

​
Record Postal Dispatch

After a notice has been signed and sent, immediately record the dispatch details. This creates proof that the notice was sent, which may be required in court. Path: Legal Documents → Inwards / Outwards → Postal Order → New Requires: The Legal Notice must exist and be saved.
New Postal Order form showing PO Type, Date, To, Legal Document Type, Legal Document, Other Document, Status, and Posting Date fields
Postal Order list view showing ID, Status, To, Legal Document Type, and Legal Document columns
Update the Status to Delivered once confirmed, or Returned if the envelope came back undelivered.

​
Tips

  • Always link a notice to a matter - notices without a matter link cannot be retrieved from the client file and create orphaned records.
  • Replace every placeholder before saving - a notice sent with a placeholder like [Client Name] still in the text is unprofessional and potentially damaging.
  • Record the Postal Order on the day of dispatch - if the other side later denies receiving the notice, a same-day entry combined with a tracking number is strong evidence.
  • Update Status to Delivered once you have tracking confirmation. This closes the loop on the dispatch record and makes it clear the notice reached its destination.
  • For urgent matters where tracking is critical (e.g. Section 138 notices), use Speed Post or a reliable courier that provides online tracking, and copy the tracking URL into the Tracking Number field.