Tuesday Tips for Legal Professionals: How to Send Print Instructions (When You’re Using Secure File Share)

When you send court materials through a secure file share, the files are usually fine. The problem is the email that goes with them.

If the instructions are vague, you end up with back-and-forth:

• How many sets?

• How bound?

• Which version?

• Court or internal only?

• When and where do you need them?

This post shows how to write a clear email with your secure link so your printer has everything they need without having to follow up with questions.

Why a secure file share isn’t enough on its own

Secure file share, portals, and shared drives solve one problem: moving large, sensitive files safely.

They don’t answer:

• What are these files for?

• Which ones are final?

• How should they be printed and bound?

• By when and to where?

Those answers still live in the email. If they’re missing, your printer either has to guess (not acceptable for court work) or email you back.

1. Say what the job is before you paste the link

Start by telling us what we’re looking at. In your first lines, include:

• Document type (factum, appeal record, book of authorities, application record, condensed book, etc.)

• Court and registry

• File number and style of cause

• That the files are in your secure share

Example:

“We’ve uploaded files to our secure share (link below) for printing the Appellant’s Factum in BC Court of Appeal File CA12345 – Smith v. Jones (Vancouver Registry).”

Then paste the link underneath.

2. Name the exact files we should use

Shared folders often contain drafts, redlines, and reference material. Make it clear what we should actually print:

“Please use these files as print masters (all in the folder at the link):

– Factum_Smith_v_Jones_FINAL_2026-02-03.pdf– Schedule_A_Cases_FINAL.pdf– Schedule_B_Legislation_FINAL.pdf

Other files in the folder are drafts/reference only — please ignore for printing.”

Now we’re all working from the same versions.

3. Be precise about quantities

Don’t say “a few sets.” Spell it out:

"Quantities:– 3 sets for the court– 2 sets for service on the respondent– 1 set for our office file. Total: 6 sets.”

If it’s internal only:

“Internal working copies only – 3 sets total.”

No follow-up needed.

4. Decide on the binding and format in the email

The link doesn’t tell us how the books should look.

Include:

• Binding type (Cerlox, ring binder, staple, loose, etc.)

• Single- or double-sided

• Any court or firm standard we should follow

Example:

“Binding and format:– Cerlox (plastic comb)– Double-sided– Same style we use for our Court of Appeal factums.”

If the folder holds more than one product (for example, factum and condensed book), specify each:

“Factum – Cerlox, double-sided, Court of Appeal style.Condensed Book – Cerlox, double-sided, small volume.”

5. Covers, colour, and tabs

We can see the pages, but we can’t see your preferences.

Tell us:

• Cover stock and colour (if you have a standard)

• Colour versus black and white

• Tabs – whether you want them and how to create them

Example:

“Covers, colour, tabs:– Use our standard Appellant cover colour and 65 lb cover stock– Main text in black and white; keep exhibits and photos in colour– Create tabs for each main section in the Index.”

If it’s just internal sets:

“No covers or tabs needed – internal only.”

6. Make the deadline and destination clear

The shared folder doesn’t say when or where you need the job.

Include:

• Date and time you need the sets ready

• Pickup or delivery details

• Whether there is a court filing deadline attached

Example:

“Deadline and delivery:– Please have all 6 sets ready for pickup by Thursday, February 12, at 2:00 pm– We will file at the Court of Appeal before 4:00 pm that day– We’ll arrange our own pickup.”

If it’s flexible:

“No court deadline – internal sets only. Please fit this into your normal turnaround.”

7. Add “do not assume” notes once, upfront

If something matters, say it once in the email instead of fixing it later:

• “Please do not shrink to fit — keep at 100% even if margins are tight.”

• “Blank pages in the PDFs are intentional — please print them.”

• “This is for electronic review only — no printing required; please just confirm the PDF is print-ready.”

• “If any PDF looks too faint or small to read, please flag before printing.”

These short notes stop well-meaning changes you don’t want.

8. A simple instruction template for secure file share jobs

You can turn this into a standard block your team uses beneath any secure link:

Subject: Print – [Court] – [Document Type] – [File No. & Style]

Files for this job are in our secure share at:[LINK]

Please print and bind these files as:– [Document type]– [Court, file number, style of cause]

Use these files as print masters:– [FileName1.pdf]– [FileName2.pdf](Other files in the folder are drafts/reference only.)

Quantities:– [X] sets for the court– [X] sets for service– [X] sets for our office fileTotal: [X] sets

Binding and format:– [Binding type]– [Single-/double-sided]

Covers, colour, tabs:– [Cover stock/colour]– [Colour vs black and white, any specific pages in colour]– [Tabs – yes/no and how to create them]

Deadline and delivery:– [Date/time needed]– [Pickup/delivery details]

Notes:– [Any “do not assume” instructions]

Why this matters

For your team, one clear email plus the secure link means:

• Fewer interruptions

• Less chance of miscommunication on court-sensitive jobs

  
  

For us at CETTEC Printing, this means we can go straight from your link to production, spend time on quality checks instead of chasing basics, and deliver exactly what you had in mind, on the timeline you need.