[Pct] Notification/reporting correspondence to clients - PDF vs. email body

[Orvis]

The overwhelming amount of day-to-day correspondence should be in an email. We are here to serve, and you risk annoying your clients by making them click to open a pdf with something that could have more efficiently been communicated in the body of the email. Some foreign associate emails come to mind. Ever get an email with an attachment that does not open right on the phone that you spend time trying to view, only to later remember to open the pdf of a one page letter when at a PC to read a one sentence update: "The Honorable hearing officer cancelled the hearing the nth time and will reschedule"?

On Wed, Feb 14, 2024 at 2:22 PM David Boundy via Pct <pct[pct at oppedahl-lists.com]@oppedahl-lists.com[pct at oppedahl-lists.com]> wrote:
> The list of criteria basically provides the answer -- which characteristic is important to what letter?
> 
> I send engagement letters as PDFs (the formality is essential), bills as PDFs (that's what my firm's billing system generates), agendas for monthly meeting in PDF (the formality is psychologically useful) (but during the phone call, I take notes in the Word doc).   Routine correspondence (such as reporting either incoming our outgoing correspondence, requesting instrutions for either reply or for 1-year filing deadline) as email body.
> 
> On Wed, Feb 14, 2024 at 2:09 PM Carl Oppedahl via Pct <pct[pct at oppedahl-lists.com]@oppedahl-lists.com[pct at oppedahl-lists.com]> wrote:
>> 
>> A listserv member asks to post anonymously ...
>> 
>> 
>> 
>> Hi listmates,
>> 
>> We are currently reconsidering the manner in which we send notifications / reporting correspondence to our clients. I’m referring to correspondence such as
>> 
>> * Reporting filing of a patent application
>> * Reporting official communication from a patent office
>> * Reporting an action taken at a patent office, such as responding to an Office Action or filing an IDS
>> * Notification of upcoming 1-year Paris Convention deadline
>> * Notification of upcoming 30-month PCT national phase deadline
>>  
>> 
>> The factors currently affecting our decision include:
>> 
>> * A PDF letter at least seems more fixed/permanent, and is a discrete “document”.
>> * A PDF letter is more aesthetically pleasing, and can give an impression of formality and/or professionalism.
>> * A PDF letter makes it frustrating for the recipient who is required to take the extra step of opening an attachment in order to read the correspondence.
>> * An email-body letter conveniently remains available below replies/reminders sent in response to the original correspondence.
>> * When accompanying the correspondence with a bill for services rendered, sending the correspondence as an email-body letter avoids potential confusion from multiple/mixture of attachments.
>>  
>> 
>> I’d be very interested to hear your thoughts on whether it is preferable to send such correspondence in the body of an email, or as a PDF attachment to an email. Perhaps you even have different preferences for different types of correspondence. I’d also be interested to know what you do in reality!
>> 
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