What every example below has in common
Each note below carries the same core lines in roughly the same order, so anyone picking up the file finds the advice and instructions in seconds. Use your firm's own headings if it has them.
| Line | What goes in it |
|---|---|
| Date, time, duration, units | Start and end time, total minutes, units billed |
| Matter and file reference | Client name, matter name, file number |
| Who and how | Phone call in or out, in person, or video. Every person present or on the line |
| Purpose | One line: why the call happened |
| What the client told you | Facts the client gave you, in their words where it matters |
| Advice given | The advice, risks and options, in specific terms |
| Client's instructions | The client's actual decision, confirmed back |
| Costs | Anything said about fees, estimates or changes |
| Next steps | Who does what, by when |
| Note made | Date, time and author of the note itself |
For a walk through each heading, see how to write a legal attendance note. For blank templates, see attendance note templates for Australia.
Example 1: first phone call, new instructions
The first call is where time limits get missed and scope gets set. It deserves more than 'Client called about his dismissal, will send costs agreement'.
- Matter
Okafor, dismissal from Brightwater Logistics Pty Ltd (fictional). New file 2026/EMP/0412.
- Why he called
Daniel was dismissed on Friday 11 September. He wants to know if he has a claim. He confirmed no one else was listening.
- What the client told us
- Warehouse supervisor, full time, for about 4 years.
- His employer has about 60 staff (his estimate).
- He was handed a letter at the end of his shift on Friday. It took effect the same day, with 4 weeks' pay instead of notice.
- Reason given: 'restructure'.
- He says his role was re-advertised on a job site on Monday. He will send a screenshot.
- No prior warnings.
- Conflict check
Ran Brightwater and its directors before the call. No match.
- Advice given
- Unfair dismissal. He may be able to apply to the Fair Work Commission (FWC). The time limit is 21 days after the dismissal took effect (Fair Work Act s 394(2)). On his dates, the last day is Friday 2 October 2026. Told him this date twice.
- Redundancy. A genuine redundancy is not an unfair dismissal (s 385(d)), so the re-advertised role is important evidence.
- Not advised on yet: general protections. We need more facts first.
- Client's instructions
Act for him. Draft and file the unfair dismissal application (Form F2) before the deadline. Daniel will send his dismissal letter, contract, 3 payslips and the job ad screenshot by Wednesday 16 September.
- Costs
Costs agreement and costs disclosure to go out today, before any work starts. Gave a rough range only. A written estimate will follow.
- Next steps
- JLT: send the costs agreement today.
- Diary: the 2 October time limit, with reminders on 25 and 29 September.
- Note made
14 September 2026, 10:40 am, by JLT.
Example 2: advice given on a settlement offer
Advice notes end up in front of insurers. The test: could a stranger read this and say exactly what the client was told about the risks?
- Matter
Parrish Cafe Pty Ltd v Delmont Holdings (fictional). Retail lease dispute. File 2026/COM/0219.
- Why we called
To pass on the landlord's without prejudice offer, received today, and advise on it.
- The offer
The landlord will waive $18,400 of disputed outgoings if the client withdraws its application to the NSW Civil and Administrative Tribunal (NCAT) and signs a 12-month lease extension at the current rent. The offer is open until 5 pm Wednesday 23 September.
- Advice given
Read the offer to Mei in full, then advised:
- 1. The case is reasonable but not certain. The 'structural repairs' wording can be read both ways.
- 2. Going on takes time. A hearing is likely in early 2027, and each side usually pays its own costs.
- 3. The extension has value. Mei says the current rent is below the local market.
- 4. Accepting gives something up. The client would lose any claim for the August fit-out delay.
- Overall: the offer is worth serious consideration. Did not tell Mei what to do.
- Client's response
Mei wants to talk to her co-director before deciding. She asked about a counter-offer of a full waiver plus a 2-year extension.
- Client's instructions
No instructions to accept or reject yet. Mei will call back by Monday 21 September. We will prepare a draft counter-offer in case.
- Next steps
- SKR: email Mei the offer and a summary of the advice today.
- SKR: draft the counter-offer.
- Diary: the date the offer expires.
- Note made
16 September 2026, 3:44 pm, by SKR.
Example 3: costs discussion under Uniform Law s 174
Uniform Law s 174(1) requires disclosure of the basis on which legal costs will be calculated and an estimate of total legal costs. Section 174(3) requires all reasonable steps to satisfy yourself the client has understood and consented to the proposed course of action and costs. The written disclosure does the first job. The attendance note shows the second.
- Matter
Estate of the late Graham Weir (fictional). Family provision claim by Sophie Weir. File 2026/EST/0077.
- Why we met
To walk Sophie through the costs disclosure and costs agreement we sent on Tuesday 15 September.
- What we explained
- How costs are worked out: hourly rates, as set out in the costs agreement.
- Estimate to the end of mediation: $14,000 to $19,000, plus GST and disbursements (out-of-pocket costs such as filing fees).
- If it goes to a hearing: a further $35,000 to $50,000, plus GST and disbursements.
- What could change the estimate: whether other beneficiaries file evidence, how many affidavits are needed, and whether we need an expert on Sophie's needs.
- Her rights: explained disbursements, her right to negotiate the costs agreement, itemised bills and costs assessment.
- Who pays: costs are often ordered out of the estate in these claims, but that is not guaranteed. Sophie may have to pay her own costs if the claim fails.
- What the client understood
Asked Sophie to say it back in her own words. She said: 'hourly, fifteen to twenty grand to mediation, a lot more if it goes to court, might not come out of the estate.' That is accurate.
- Client's decision
Sophie accepts the costs agreement and will sign it today. She wants monthly costs updates. We agreed.
- Next steps
- ANM: send monthly costs updates from October.
- ANM: send a revised written estimate as soon as possible if the mediation estimate is likely to be exceeded (s 174(1)(b)).
- Note made
17 September 2026, 9:30 am, by ANM.
Example 4: change of instructions
The note must show the old instruction, the new one, that you explained the consequences, and that the change came from the client. Wills are the classic case.
- Matter
Hollis, new will (fictional). File 2026/WE/0154.
- Why we met
For Margaret to sign the will drafted on her instructions of 3 September. At the start, she said she wants to change it.
- Previous instructions (3 September)
The residue (everything left after gifts and debts) split equally between her 3 children. Grant and her daughter Louise as executors.
- New instructions
Residue 50% to Louise and 25% each to Grant and Peter. Louise as sole executor, with Grant as substitute. Her reason, in her words: 'Louise has done all the looking after me since Ted died, and the boys said they don't mind.' Margaret raised the change herself, unprompted.
- Capacity
- Alert and oriented. Knew the date and why she was here.
- Described her assets without prompting: her home at Mitcham, about $210,000 across 2 accounts, and shares 'my husband bought'.
- Named all 3 children and 5 grandchildren.
- Explained the old and new split correctly when asked.
- No concerns.
- Advice given
- Unequal gifts can lead to a family provision claim. A signed statement of reasons can help.
- The sons saying they 'don't mind' now does not bind them later.
- Client's decision
Margaret understands and wants to go ahead. Redraft the will on the new instructions, plus a statement of reasons. She will sign on Tuesday 22 September.
- Next steps
- PBC: redraft today.
- 22 September: see Margaret alone again.
- Note made
18 September 2026, 11:52 am, by PBC.
Example 5: client refuses your advice
ASCR r 8 requires a solicitor to follow a client's lawful, proper and competent instructions. What protects you is a note showing the advice was clear, the risk specific, and the client chose anyway.
- Matter
Tran, purchase of 7 Kelso Street, Reservoir VIC (fictional). File 2026/CV/0933.
- Why he called
Kevin wants to sign the contract tonight. The agent has told him there is another buyer.
- What the client told us
- No building and pest inspection has been done. The agent says one is 'not needed'.
- The contract has no building and pest condition.
- We went through the vendor's statement (section 32) with Kevin on 18 September.
- Advice given
Advised strongly against signing without a building and pest inspection, or a condition in the contract allowing one. The risks:
- 1. Kevin says the house is a 1950s weatherboard. Termite and stump problems are common in this type of house.
- 2. Without a condition, his only way out if defects are found may be the cooling-off period, if it applies, and he would lose a small amount.
- 3. After that, he is bound.
- Alternative offered: we offered to call the agent tonight and ask for a 48-hour building and pest condition.
- Client's response
Kevin understands the risk. He says he will lose the house if he waits. He declined our offer to call the agent.
- Client's instructions
Kevin will sign tonight without a building and pest inspection and without a building and pest condition, against our advice.
- Next steps
- RDM: email Kevin tonight confirming our advice and his instructions, and ask him to reply to confirm.
- RDM: send Kevin a list of building and pest inspectors he can use within any cooling-off period.
- Note made
21 September 2026, 5:08 pm, by RDM.
Example 6: short TC with the other side
Calls with opposing solicitors are where extensions and 'we agreed on the phone' disputes come from. Two minutes of note is enough.
- Matter
Parrish Cafe Pty Ltd v Delmont Holdings (fictional). File 2026/COM/0219.
- Why we called
To ask for more time on the landlord's without prejudice offer.
- What was said
- We asked for a 7-day extension, to 30 September.
- Liam said his client agrees to 3 days only, to 5 pm Saturday 26 September. He will confirm by email today.
- Liam asked if our client will attend a without prejudice meeting. We said we would get instructions.
- Merits not discussed. No admissions made.
- What was agreed
Offer extended to 5 pm Saturday 26 September, subject to Liam's email.
- Next steps
- SKR: chase Liam's email if it has not arrived by 5 pm.
- SKR: tell the client the new deadline and get instructions on the meeting.
- Diary: 26 September.
- Note made
22 September 2026, 12:19 pm, by SKR.
The common thread: specific advice, a clear instructions line (even 'no instructions yet'), everyone present named, costs written down, and the time the note was made. To check your own notes against these points, use the law firm file note compliance checklist.
Getting notes like these without typing them
Notes like these take 5 to 10 minutes each. Between calls, that time rarely exists, so notes get written at 6 pm from memory.
If a transcript of the call already exists, CallNote turns it into a note in your firm's format in about two minutes. Upload or email a Teams, Zoom or Meet transcript, or receive them automatically from Dialpad, Aircall and Microsoft Teams meetings. It never records calls, never joins meetings as a bot and never stores audio. For in-person attendances there is a voice memo option. Paste one of your own past notes and CallNote builds a template with your headings and shorthand.
You review the draft, then publish it it: sealed with a SHA-256 checksum, append-only amendments, full audit log. There is no native LEAP, Smokeball or Actionstep integration, so notes go onto the matter by copy and paste or PDF. Data is hosted in Sydney and not used to train AI. To try the format first, use the free attendance note generator.
Common questions
What should a telephone attendance note include?
The date, time and duration, the matter reference, who called whom and who else was on the line, the purpose, what the client told you, your advice, their instructions, anything said about costs, next steps and when the note was made.
How detailed should an attendance note be?
Detailed enough that another solicitor could pick up the file and know exactly what was advised and instructed. Short calls can be six lines. Write risks as sentences, never just 'ADV re risks'.
Is it acceptable to use shorthand like TC, CL, INS and ADV in an attendance note?
Yes. TC (telephone conversation), ATT (attendance), CL (client), INS (instructions), ADV (advice) and CA (costs agreement) are widely used in Australian practice. Keep them consistent across the firm and write the advice itself in plain sentences.
How do I record that a client ignored my advice?
Write the advice as specific, numbered risks, record the client's response, and put 'against our advice' in the instructions line. Confirm both in writing the same day and ask the client to acknowledge it.
Do I need an attendance note for a call with the other side's solicitor?
Yes. Extensions, deadlines and undertakings are agreed on these calls. A short note of what was agreed, what was not, and who is confirming in writing prevents later disputes.
Can AI write attendance notes for Australian solicitors?
AI tools can draft a note from a transcript, but the solicitor stays responsible for its accuracy and must review it before it goes on the file. Check where the tool stores data, whether it records calls, and whether the output matches your firm's format.