Guide to EOD Emails Sent to Sophia

What is an EOD Email?

An EOD (End of Day) email is a consolidated message sent to Sophia at the end of each workday. Its purpose is to compile non-urgent concerns, inquiries, and updates into a single email, ensuring everything is addressed systematically without overwhelming Sophia or the General Counsel (GC) with multiple messages throughout the day.

Why Use EOD Emails?

• Streamlines Communication: Reduces the number of individual messages.

• Ensures Attention to All Issues: Minimizes the risk of overlooking concerns.

• Promotes Efficiency: Keeps communication organized and easier to manage.

When to Use an EOD Email

Include the following in your EOD email:

• Client concerns or questions you are unable to address.

• Updates or information you need from Sophia.

• Issues that are non-urgent and can wait up to two days.

How to Handle Client Questions Before Sending an EOD Email

Step 1: Check for Available Information

• Open the Client’s Matter in Clio:

  • Ensure you select the correct case if there are multiple matters.

• Review the Notes Section:

  • Look for any updates entered by client services or other staff.

• Check the Communications Tab:

  • Verify whether an email or update has already been sent.

Step 2: Provide the Client with Updates

• If there’s an update:
  a.) An email has been sent:
  “We have sent you an email with a detailed weekly update. Please check your inbox in case you missed it.”
  b.) No email has been sent yet:
  “An email with the detailed weekly update will be sent to you soon.”

• If there’s no update or you don’t know the answer:
  “I don’t see this information reflected in your file yet. Let me coordinate with Attorney Khan or my office manager, Sophia, and get back to you. Feel free to email Attorney Khan directly if you have additional concerns, as she typically responds faster via email.

How to Write Your EOD Email

Subject Line:

EOD Concerns for [Date]

Body Template:

Hi Sophia,

Here are the concerns, inquiries, and information I have today:

1. [Client Name] – [Specific concern or question].

2. [Client Name] – [Specific concern or question].

3. [General inquiry or task].

Best,
[Your Name]

Key Tips for Writing EOD Emails

1. Daily Submission: Send an EOD email every day if you have questions or concerns.

2. Check Clio First: Always confirm there are no updates or answers in Clio before emailing.

3. Handle Urgent Matters Separately:

   • For urgent issues, send a separate email or reach out via WhatsApp.

   • However, most non-urgent matters should wait for the EOD email.

By following these steps, you can ensure clear and efficient communication while keeping the workflow organized.