Reviewing legal documents is a critical part of providing legal services. Whether you’re a lawyer conducting due diligence or a paralegal supporting an attorney, thoroughly and efficiently reviewing contracts, settlements, court filings, and other legal records is an essential job skill. Following clear steps and checklists helps ensure that no information gets overlooked during document review.
When undertaking a legal document review project, there are some key points you’ll want to cover:
Table of Contents
Understand the Context and Purpose
First, clarify why you review these documents and how they fit into the broader case or transaction. Get insight from the attorney or client into the specific details that need focus or verification. Understanding the background and purpose will help guide your review.
Compile All Relevant Documents
Work with attorneys and legal assistants on the case to pull together the documents requiring review. This may include scanned hard copies from file rooms along with digital files. Confirm multiple times that you have everything to avoid surprises down the road. Being organized from the start saves significant time.
Create a Review Checklist
Develop a customized checklist reflecting the particulars of your case and what requires confirmation during the document review. Some standard items to include:
- Ensure all pages are present
- Verify all referenced attachments/exhibits are included
- Check page numbers and sequences
- Scan for highlighted, missing, or questionable text
- Validate dates, legal entity names, addresses
- Review signatures and dates of signature
- Compare versions, mark changes
Conduct a Thorough Analysis from Start to Finish
With your checklist and focus areas, proceed systematically through every page and document. Consider creating a master review sheet to compile notes, missing information, follow-up questions, and any discrepancies found. Referencing outdated data and unchecked facts can sabotage an otherwise strong legal case. A thorough document review mitigates this risk substantially.
Cross-Check Information
In addition to scrutinizing each document, information within documents should also align. Verify that names, addresses, dates, account numbers, asset values, or other specifics match up across a plaintiff’s court records, signed contracts, incorporated registrations, property records, and other evidence. Flag and investigate any point where details diverge.
Watch for Red Flags
Some specifics to watch out for when combing legal documents that could indicate deeper problems include:
- Inconsistent or missing signatures
- Dramatic changes in financials/assets from one year to the next
- Hard-to-read text or missing pages
- Statements contradicting other evidence
- Dates falling outside expect timelines
- Missing exhibits or attachments
Ask Questions
Making notes of questions during review is crucial for validating documents and recording follow-up items. If you notice that a contract provision citation doesn’t match what’s shown in the table of contents, ask the attorney(s) to clarify. Unresolved questions can quickly escalate without addressing discrepancies if the document review moves forward.
Check Everything Twice
While a single thorough review often catches errors, having another set of eyes double-check before finalizing can further reduce the odds of mistakes slipping through. Depending on timeline and budgets, this may mean peer review by a colleague or going back through yourself a second time.
Proofread Final Work
After proceeding through the primary review, follow-up questions, and double-checking process, the last step before sharing findings should be basic proofing. Scan for spelling inconsistencies, grammatical errors, font irregularities, missing signatures, or anything else that stands out. This final pass acts as a safety net catching stray oversights.
Following structured procedures ensures legal document review covers all necessary bases. Building checklists tailored to specific case needs takes the guesswork out of the process so nothing gets overlooked. Bringing questions forward for clarification as they arise also demonstrates attention to detail. A thorough document review is a crucial work that sets the tone for case outcomes and smooth legal dealings between parties. Leaving review steps up to chance invites frustration, costs clients confidence, and opens the doors for penalties around information inaccuracies. Dedicating time to be meticulous, precise, and consistent with reviews saves lawyers and firms resources, plus builds positive reputations over time.
If you have an upcoming legal document review project on your schedule and need expertise navigating complex contracts, court records, or related materials, contact the document review professionals at Legal Consulting Pro. Our team brings decades of combined experience scrutinizing legal documents across a spectrum of practice areas. We uncover discrepancies, provide second reviews of case files, and offer trusted guidance tailored to the nuances of each unique legal matter. Contact us today to learn more about our consulting and review services.
FAQs
Why is legal document review important?
A thorough legal document review is critical for validating the accuracy of materials and details related to a case or transaction. Overlooking discrepancies or errors can undermine the strength of a case and the credibility of attorneys and firms. Structured document review protects against these risks.
What are some standard items to check for during review?
Typical items examined in legal document review include confirming all pages are present, including attachments, signatures are consistent, dates and names match across documents, financial figures align year-over-year, and more. Customized checklists should be created to match case specifics.
What should I do if I find inconsistencies or have questions during the review?
Note any discrepancies, missing information, unclear statements, or potential errors as they are identified. Flag these for follow-up and clarification by compiling detailed notes and questions on a master review sheet. Please resolve questions to avoid mistakes being unchecked.
Who should conduct legal document review?
Paralegals, legal assistants, legal consultants, attorneys, and other qualified legal professionals who understand what details require validation may take on document review. Having multiple team members cross-check findings also reduces oversight risk.
What is the last step before finalizing a document review?
Before sharing conclusions, proofread the assembled findings, notes, and follow-ups to correct any grammar, spelling, formatting, or unanswered question issues as a final quality check. This helps polish the work product.
What risks come with subpar document review practices?
The need for more rigorous verification, unaddressed discrepancies, and review oversights can completely dismantle otherwise strong legal cases. Additionally, this damages the law firm’s credibility and hurts client continuity.
