Attendance Note Template for Police Station Representatives

Last updated: 29 October 2026

In short

Police station representatives often work for several firms, so a template has to give every instructing solicitor the same things in the same order. Those are the references, a timeline, disclosure, the consultation and advice, the interview, the outcome, follow-up tasks and a full time record. A good template makes the note readable by a supervisor who wasn't there and checkable by a file reviewer or LAA auditor months later.

Why reps need a consistent template

A freelance or in-house representative's note is handed on. The instructing firm relies on it to run the case, bill the attendance and answer any later complaint or challenge. If each attendance is written up differently, the firm has to hunt for key facts and it's easy to miss something. A fixed structure also protects you. When you're tired at 3am, the headings prompt you for the things you would otherwise forget.

A section-by-section template

1. Instruction and references

• Instructing firm and supervising solicitor
• DSCC reference, custody record number and the firm's UFN
• Time of instruction, time of first contact with the client, and how contact was made (telephone or in person)
• Police station, offence(s) as given, and the officer in the case

2. Journey and arrival

Departure and arrival times, mileage and any waiting before you were taken through. These figures feed the claim, so record them as you go rather than estimating afterwards.

3. Custody record and client welfare

Under PACE Code C 2.4 a solicitor or appropriate adult may inspect the custody record. Note the time of arrest, the time detention was authorised, the grounds, any medical issues or risk assessment, and whether an appropriate adult or interpreter is needed. If the client may be vulnerable, record why and what you asked the custody officer to do.

4. Disclosure

Record what the investigating officer told you, ideally in their own words, and whether it was given orally or in writing. Code C 11.1A requires enough information for the client to understand the nature of the offence and why they are suspected. It does not require disclosure of everything. Note what was refused and any request you made.

5. Consultation and advice

Record the client's account and instructions, kept separate from the police case. Then record your advice and the reasons for it, the interview strategy agreed (answer questions, prepared statement or no comment), and the client's decision. If the client goes against your advice, record that and the advice you gave about the risks.

6. Interview

Start and finish times, who was present, the caution, any special warnings, and a summary of the key questions and answers. Note any interventions you made and any breaks. Code C 12.8 covers breaks in interview.

7. Outcome

The disposal stated precisely: charge (with offence and first court date), bail (with the date to answer and any conditions), released under investigation, caution or no further action. Include any property kept.

8. Follow-up tasks

A short list for the instructing firm: chase the officer in the case, return of property, representations, and client contact arrangements. Keep this separate so it can be picked up at a glance.

9. Time record

Separate entries for travel, waiting, consultation, interview and attendance, with start and finish times. The firm needs these to build the claim, and they have to match the narrative.

Common gaps in reps' notes

• Advice recorded as "advised" with no content or reasons
• Disclosure written as your own summary, mixed in with the client's account
• Time entries totalled without start and finish times
• Outcome written as "released" without saying whether it was bail or RUI
• No mention of the custody record review or vulnerability checks

Writing for the instructing firm

Write as if the reader has never met the client and will open the file in three months. Use full sentences for the advice and the reasons for it, and short structured fields for everything else. Send the note to the firm promptly. Many firms set their own deadline for reps' notes, so check each firm's requirements and follow them.

Related pages

• Attendance note template (UK)
• Custody Note for police station representatives
• How to write attendance notes

This article is general information for criminal defence professionals in England and Wales. It isn't legal advice on any specific case. Get advice on your own circumstances.

Structured notes with Custody Note

Custody Note is desktop software for criminal defence work on Mac and Windows. It gives representatives the same section structure on every attendance, works offline in the custody suite, records time for LAA claims and exports a PDF for the instructing firm. It's free during beta. Download Custody Note.