The governing documents
Begin with the instrument that created the relationship: a contract, purchase order, lease, licence, invoice terms, settlement or written understanding. Include amendments and referenced schedules.
Performance and payment records
Collect delivery records, work product, acknowledgements, bank entries, receipts, invoices and ledgers. Keep the source file where possible rather than relying only on screenshots.
- Separate undisputed payments from disputed amounts.
- Identify who approved work or communicated acceptance.
- Preserve metadata and original email threads.
Notices and procedural papers
Include demand notices, replies, mediation communications that may be disclosed, filings, orders and proof of service. Counsel should be told immediately about any deadline or existing proceeding.