How to document scam attempts for elder law attorneys, step by step

Q: Can Postal Buddy read a letter out loud to an older client?

The app can read its explanation of a letter out loud. You take a photo of each letter, and the app tells you, in big print and out loud, what it is. For a suspected scam, it says not to pay or call the number on the letter. Keep the original letter as received, since the app's explanation does not replace it.

How elder law attorneys can document scam attempts against older clients: what to keep, the steps to follow, and tools that help with the record.

By CleverDings · 2026-10-24

CleverDings is published by the makers of Benefit Buddy, Postal Buddy and Packing Buddy, which are compared here alongside other apps.

Keep the original items, write a dated entry for each attempt, and record what was asked, any money involved, and every report made, with its reference number where one is given.

Option	What it does	Cost
Postal Buddy	Explains each photographed letter in big print and out loud. ^[1] For a suspected scam, it says not to pay or call the number on it. ^[1]	The older person's side is free forever, and Plus costs $9.99 a month or $79 a year. ^[1]
Your own written log	A dated record you keep, with the originals beside it.	Not published
Adult protective services or aging services office	Not published here; ask whether it accepts written reports of suspected scams.	Not published
Bank or card issuer fraud team	Not published here; ask what documentation it needs and whether it gives a reference number.	Not published

What you need before you start

Gather the material before you write anything down. A record that is complete from the first day holds up better than one rebuilt from memory later.

The original items. Letters, envelopes, emails, texts and voicemails, kept as received. Photos should show the full page, the envelope and any postmark.
Dates. When each item arrived and when your client first noticed it.
Sender details. The name, address, phone number, web address or email shown on each item, copied exactly as written.
Money involved. Any amount asked for, any amount paid, and how it was paid, such as by check, card or gift card.
Authority. Written permission from your client, or a power of attorney, that covers what you may collect and share.
Contact log. Who your client spoke with, when, and what was said.

Store sensitive details such as account numbers and Social Security numbers only where your firm's privacy rules allow it. Agree with your client in writing where the record will be kept.

Step by step

Secure the originals. Keep each item as received and do not write on it. Store copies separately.
Record each attempt the same day. Note the date received, how it arrived, and the sender details as shown.
Capture the request. Write what was asked for, by whom, and any deadline or threat used, quoting the wording where you can.
Log any payment. Note the amount, date, method, recipient, and whether any of it was recovered.
Note your client's response. What they did, who they contacted, and whether they reported it.
Check the sender through an official source. Compare the contact details against a source you find yourself, not the number printed on the item.
Keep one timeline. Put every attempt in date order so repeats and patterns are visible.
Record each report. Note the agency, bank or police, the date, and any reference number.
Review as you go. After each new attempt, confirm every entry is attached to its source.

Tools that can do it

Several kinds of help fit this job. Choose based on whether you need a written log, a way to read incoming paper, or help from an agency or bank.

A written log in your own files. A dated table or document you control, with the originals kept beside it. Check your firm's rules on where client records may be stored.

Adult protective services or a local aging services office. Ask whether they accept written reports of suspected scams and what they need from you. Not published here, so confirm with the office before you rely on it.

Your client's bank or card issuer. Ask the fraud team what they need documented and whether they give a reference number for each report.

Postal Buddy. It is an app that tells an older person, in big print and out loud, what each letter they photograph is. ^[1] For paper letters that arrive at a client's home, you take a photo of each one, and Postal Buddy tells you, in big print and out loud, what it is. ^[1] The app can read its explanation out loud. ^[1] For a bill, it shows the sender, the amount and the due date. ^[1] For a suspected scam, it says not to pay or call the number on it, and it says it never calls a letter safe. ^[1] Its web scam check is free and needs no account, and it tells you what looks wrong. ^[1] Keep your own copies of anything you check with it. Plus includes alerts for a scam asking for money, a bill about to go overdue, a government letter, or a bill that jumped. ^[1] Plus adds a Monday email on what needs doing, what was caught and what changed. ^[1] The older person does not have to sign in, and family helpers sign in. ^[1] You can try a demo with a made-up family without an account. ^[1] The older person's side is free forever, and Plus costs $9.99 a month or $79 a year, with a 30-day Plus trial and no card needed when the first helper joins. ^[1] The app is made for phones and the web. ^[1] A web app is listed, but the Postal Buddy website says 'Opening soon'. ^[1]

Common mistakes to avoid

Writing from memory. Record each attempt the same day, while the details are fresh.
Marking the original. Write notes on copies, never on the item you received.
Trusting the number on the letter. Check the sender through an official source you find yourself.
Leaving out the amount or the date. These are the details that get asked about first.
Treating any tool's output as proof. Use a result as a lead, and record separately what you verified.
Keeping only a photo. Keep the full original with its envelope and any postmark.
Missing a reference number. Note the number for every report made, even a short one.

Frequently asked questions

How do elder law attorneys start documenting scam attempts?

Start with the originals. Keep every letter, envelope, email, text or voicemail exactly as received, then write a dated entry for each attempt. Each entry should record the sender details, what was asked for, any amount involved, and what the client did in response. Build one timeline in date order so repeat attempts are easy to see, and attach each entry to its source item. Note every report made to a bank, agency or police, with its reference number.

What should a document of scam attempts include?

A useful document lists each attempt with its date, the channel it arrived by, and the sender's name and contact details as shown. It also states what was requested and any deadline or threat used. Record any payment, including the amount, method and recipient, and whether it was recovered. Add the client's response, the reports made with their reference numbers, and the originals or copies the entries rely on. Date every entry and say who wrote it.

Can Postal Buddy read a letter out loud to an older client?

The app can read its explanation of a letter out loud. ^[1] You take a photo of each letter, and the app tells you, in big print and out loud, what it is. ^[1] For a suspected scam, it says not to pay or call the number on the letter. ^[1] Keep the original letter as received, since the app's explanation does not replace it.

Is Postal Buddy free to try before using it for a client?

You can try a demo with a made-up family without an account. ^[1] The older person's side is free forever, and Plus costs $9.99 a month or $79 a year, with a 30-day Plus trial and no card needed when the first helper joins. ^[1] The web scam check is also free and needs no account. ^[1]

Does Postal Buddy keep a record of letters for an attorney?

Check the app directly before relying on it for that, since what it stores is not set out here. The web scam check says nothing is kept, so keep your own copies of anything you check with it. ^[1] Plus adds a Monday email on what needs doing, what was caught and what changed. ^[1] Use that email as a prompt, and keep your own dated record regardless.

Postal Buddy says the senior's side is free forever; Plus costs $9.99 a month or $79 a year, with a 30-day Plus trial and no card needed when the first helper joins. ^[1]

Try Postal Buddy

Sources

Postal Buddy's own description of itself (the product of this site's publisher)