How to Compile a Trust’s Correspondence
As a trust administrator, it is essential that you keep careful records of all correspondence that you send and receive. Send required trust documents by certified mail and keep all receipts. Also be sure to keep records of any nonpostal communication regarding the trust and take thorough notes at trust-related meetings.
You may want to compile your records of trust correspondence in a manila file, or in a three-ring binder. As your correspondence grows, you may want to separate it out by subject or type.
Sometimes the most important aspect of a particular piece of correspondence is that you sent it. When you mail anything that you’re required to mail, such as tax returns or certain correspondence to beneficiaries or courts, make sure to send it certified mail, return receipt requested.
And because you’re paying extra to prove that you’ve mailed something or that someone’s actually received it, staple those receipts to the copies of the letters you sent so that you have the evidence handy should anyone need to see it.
Remember to keep copies of all e-mails that you send and receive. You should also keep notes on all phone conversations, listing the date and time of the call, to whom you spoke, the subject matter, and whatever course of action or resolutions were decided. If you have meetings for any trust-related purpose, take and keep dated notes of all pertinent information from the meeting.