Legal Time Recording: How to Write Clear, Accurate Billing Narratives

A good legal time entry is contemporaneous, accurate and useful. It records the work actually performed without revealing unnecessary privileged or confidential information, exaggerating the task or forcing the client and supervising lawyer to guess what happened.

Why accurate time recording matters

Time records can support billing, costs disclosure, matter management, budgeting, supervision and later review of the file. Poor entries create uncertainty and can damage client trust. The governing requirements vary by jurisdiction, retainer and firm policy, so follow the system and instructions applying to the matter.

Record time contemporaneously

Enter time as close as possible to the work. Reconstructing an entire week from memory creates avoidable errors. Use the firm’s approved timer or time-entry system and record the correct client, matter, date, activity and duration.

Never invent, inflate or round time contrary to policy. Do not record time for work not performed. If you discover an error, correct it through the authorised process rather than hiding it in another entry.

Describe the work and its purpose

A useful narrative usually identifies:

• the action performed;

• the subject or issue;

• the purpose or stage of the matter; and

• an appropriate outcome where helpful.

Instead of “Emails”, write “Review client email regarding proposed settlement terms and identify instructions required for response.”

Instead of “Research”, write “Research limitation issue under applicable State legislation for draft advice on proposed claim.”

Instead of “Work on file”, write “Prepare chronology of contractual notices for counsel conference.”

Use active, specific language

Useful verbs include review, analyse, draft, revise, prepare, confer, attend, advise, negotiate and research. Avoid vague phrases such as “attention to”, “miscellaneous work”, “general correspondence” or “perusal” unless firm policy requires particular wording.

Be accurate about the stage of work. “Draft letter” and “finalise letter following supervisor amendments” describe different tasks.

Protect confidentiality and privilege

The narrative should be informative without unnecessarily disclosing sensitive advice, settlement position, health information, security details or privileged strategy. Use the matter description and level of detail required by the firm.

Check recipients before using names. Some invoices may be reviewed by insurers, costs assessors, auditors, litigation funders or opposing parties in a costs dispute. If unsure, ask how the entry should be framed.

Avoid block billing where possible

Combining unrelated tasks into one entry makes the record difficult to review and may conflict with client or firm requirements. Record distinct substantive tasks separately where the system and policy require it.

Do not artificially split one task into multiple entries to make time appear greater. Accuracy is the controlling principle.

Record non-chargeable time honestly

Not every necessary activity is billable. Training, correcting an avoidable junior error, administrative work or internal discussion may need a non-chargeable code depending on policy and the retainer. Record the work accurately and let the authorised person decide how it is treated.

Do not delete or disguise time because you believe it took too long. The supervising lawyer needs an accurate record to manage the matter and give feedback.

Check the entry before submitting

Confirm:

• correct client and matter;

• correct date and duration;

• clear action and subject;

• no typographical errors;

• no unexplained abbreviations;

• appropriate confidentiality;

• compliance with client billing guidelines; and

• no duplication with another person’s entry.

Examples

Weak: “Conference.”

Better: “Conference with client to confirm factual instructions and next steps for response to regulator.”

Weak: “Review documents.”

Better: “Review executed lease and variation correspondence for advice on make-good obligations.”

Weak: “Drafting.”

Better: “Draft witness statement section addressing negotiations between 3 and 10 June.”

Good time recording is not creative writing. It is a precise professional record of what was done, why it mattered and how long it actually took.