A reliable discussion of the price and completion date of an expert examination should begin with what needs to be clarified. A single sheet may require several types of examination, while a large collection of documents may serve to check just one narrow issue. The number of pages, files or devices alone is therefore insufficient to determine the workload. The following guidance concerns agreeing the terms of a private commission.
Describe the result you need
In your enquiry, distinguish between an initial consultation, examination of specified material and preparation of a written report. You may need an answer on whether the available documents are suitable for analysis, or a full report addressing specific questions. Establishing this at the outset makes it easier to compare the service's scope and prevents differing expectations.
Also identify the report's recipient: you, a legal representative, an insurer or another specified person. An intention to submit a document in court does not mean its author has been appointed as an expert in that case. This distinction is explained in a separate guide to questions for an expert and the procedure for preparing opinions.
What helps assess the scope of work?
Prepare information describing the material without having to send it in full:
- the number and type of documents, devices or storage media;
- the form of material: originals, scans, source files or other copies;
- the number of questioned signatures, date range or part of the incident;
- the questions the report is intended to answer;
- known gaps, damage, access limitations and previous examinations.
For example, ‘one signature on an original contract and eight documents proposed for comparison’ describes a commission much better than ‘simple handwriting analysis’. In a phone case, the device model, a description of its condition and the type of data sought will be useful. Do not send passwords in your first enquiry; any access arrangements must be agreed separately.
An initial assessment may change the plan
Assessing the material before the actual examination is part of expert examination methodology. In its accident reconstruction guidelines, ENFSI recommends identifying the available data in relation to the agreed purpose and clarifying any gaps with the commissioning party. [1] In practice, this may mean supplementing documentation, narrowing the question or dividing the work into stages.
It is worth establishing what the first stage will produce and when a decision on the next stage will be made. If examination proves unfeasible using the available material, it should be clear which work has already been performed and what information will be provided. The basis for charging in such a situation must be agreed in advance; it should not be inferred from the service name alone.
Distinguish examination time from waiting for material
Ask from which point the agreed completion period is counted: acceptance of the commission, receipt of all material or fulfilment of other agreed conditions. Give the actual date of an important event, such as a meeting with your legal representative. Saying ‘urgent’ is insufficient because it does not explain how much time is available.
Also agree on how missing material will be reported. If a required document is held by another person or in the case file, simply waiting for access may delay further work. Preparing additional files at the last minute may also change the scope previously agreed. Report additional material promptly, with a brief explanation of its significance.
Check what the agreed terms cover
The commission confirmation should clearly state the questions, material, expected deliverable, price or how it will be determined, and deadline. Ask whether the scope includes written explanations after delivery of the report, additional copies, inspections outside the laboratory or other specified activities. This will allow comparison of offers covering similar work.
Agree on what will happen if a new question or a need for additional examination arises: who will describe the change, how its cost will be presented and how you will accept it. This discussion is particularly useful when a case develops in stages and its full scope cannot be determined at the first contact.
The examination outcome must remain open
NIST describes the possibility of concluding a handwriting examination without a decisive finding when the material or its features do not provide a sufficient basis. [2] Therefore, agree on the work and how findings will be presented. Paying for an expert examination does not ensure confirmation of a particular version of events.
Send your questions, material description and any important deadline. This information allows discussion of a specific scope and terms without assigning an arbitrary price or unrealistic completion time to the case.
Sources
- ENFSI, Best Practice Manual for Road Accident Reconstruction, version 1, November 2015, section 8.2 and chapter 9: preliminary assessment of material and agreement on requirements.
- NISTIR 8282R1, Forensic Handwriting Examination and Human Factors, 2021, chapter 1.2: assessment of material and formulation of conclusions.
Sources accessed: 23 October 2026. The cited publications concern examination methodology; they are not a price list or a statement of laboratory turnaround times.