Keeping it Organised

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Keeping it Organised

Many people begin the processes on this site with good intentions, yet fall down with one of the most important aspects, which is housekeeping.

Housekeeping is nothing more than simply keeping a file with all documentation, letters, records of all telephone calls, texts, or any visits by a bailiff, ensuring you always have a record of everything you have sent and received.

Info - Keeping a file is simple, you need nothing more than a basic folder and a few plastic pockets and which you can buy quite cheaply. Then every time you receive correspondence, you make a copy and put the original in the file and make a second file with all your copies in. In the event of an accident or other incident you have a copy to refer to.

By keeping accurate records you have the specific and accurate information to refer to, and kept in date order, and it gives you valuable evidence as often they claim many unlawful things in correspondence, this may include certain legislation is doesn't apply to them or its not English law to name two common ones at the present time. When you receive a letter about a claim of an alleged debt you begin a file and name it; if you respond to correspondence then print off the letter AND SIGN IT, then take a scanned copy of the COMPLETE letter with your signature.

Letter and documents

Warning - Some people make a simple mistake of printing off two letters and signing one and sending it off and putting the unsigned copy in their file. Should a dispute arise your opposition's solicitor will just claim you have not got a TRUE COPY and he/she will be correct, you don't have a true copy.

Place all these documents in date order in your punched pouches and only drop two sheets in each pouch so you can read them in date order without having to remove them from the pouches as this keeps them clean and tidy and free of the little mishaps we sometimes have such as spilling tea or coffee onto them; and you can easily refer back through them as needed.

Having dealt with written correspondence we can deal with other forms of electronic contact; if you receive contact by E-mail then simply print off two copies and set up an electronic file and transfer the E-mail to it and save it, then put one copy in your original file and the other in your back up file.

Phone calls and texts

Tips - For phone calls/texts, use a separate sheet and record the following information:
  • Date and time of telephone call
  • Name of company calling
  • Name of person calling you and the telephone number (if your telephone gives it in its call log)

This gives useful information if you have informed them you only want to deal with this matter in writing in earlier correspondence, as you now have evidence of harassment and written confirmation of informing them from your file and can prove you informed them of this and the date of the letter.

Doorstep visits

If you receive a doorstep visit from a bailiff then you make a separate sheet similar to that used for your telephone calls and E-mails, you record the date and time of their visit, their name/s and identity numbers, and make notes of anything they try to say or documentation they may claim to have. If they claim to have a warrant then copy details such as who issued it any number/code, if it has a wet signature, and who actually signed it. If you record them by using video or still photography then download it to your computer and make a back up on DVD as soon as possible, if you receive more than one visit then add these to the DVD as the times and dates of any modifications will be logged on the disc, so more evidence.


Never store everything on one medium or in the same property, if you have a house fire, a burst pipe, or anything else you can suddenly lose both your original file in paper form and your computer; basically all your information which can be used as evidence. Store your information at your property by all means, but store your back up documentation somewhere else in written form and DVD so if you have a mishap you still have copies.

Warning - Please be aware that electronic copies are not always acceptable, as under contract law, only written (typed and signed) or facsimile (fax) is actually lawful, as you have an original document, and yes I work as Senior Contracts Manager and have seen such actions be the way to default on payments for multi million pound contracts.

You can exchange contracts via E-mail if both parties agree to this and sign a contract to accept the terms and conditions set out for them to use E-mail.

If you have an electronic copy of a document it can be downloaded and altered/amended/modified before printing, hence the reason they are not used, and in many organisations people will have access to them and this increases the risk of them being altered.
With a written or faxed copy you actually duplicate the original document in its entirety and they cannot be altered or modified as other parties get a true copy and the original exists for comparison, so its as good as a certified copy.

Tip - It is for this reason that we must be careful and not fall foul of the law, as we demand original documentation and they can lawfully do the same. If we cannot provide it then we are as bad as those we are opposing and any lawful action by them would be won and any lawful action by us would be dismissed in a court, hence the importance of originals and hard copies of everything and not computer files.

This article was reproduced courtesy of 'assassin' - Platinum Member on the getoutofdebtfree forum