An example: a client information request for one assignment
A practice may need a particular client document for one assignment while handling other work for the same client. The correspondence record should identify the assignment and the request, not merely the client's name. Keep the initial letter, any clarification and the client's reply connected to the appropriate matter.
For a practice discussion, explain how your existing client and assignment references are maintained and who needs access to correspondence. Identify whether an issued letter requires review and which staff should follow up an outstanding request. Use anonymised examples rather than client documents in a public enquiry. Epistles is intended to support the record and workflow around correspondence; it does not establish tax deadlines, replace professional judgement or become the authoritative practice-management system merely by retaining a copy of a letter.
What a useful letter record should contain
A trustworthy letter record is more than a file saved with a convenient name. It should identify the letter, distinguish the sender from the recipient, record when the document was prepared and show whether it was actually sent. The final PDF, any enclosures and related replies belong with the same record. That way, someone returning to the matter months later can understand what happened without relying on memory or searching through a crowded email inbox.
Epistles is being designed to make those details practical rather than burdensome. A person organising household correspondence needs a clear date, subject and folder. A business may also need a responsible team member, an approval trail, its own reference and access restrictions. Both should be able to find the original document and see what the available evidence does—and does not—establish.