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A ‘goodwill log’ catalogues the goodwill your characters earn and shows what that goodwill is subsequently spent on. GW doesn’t go into a bank to be redistributed as you see fit, it is always tied to the character that earnt it.
Each goodwill thread starts with the ‘Log’ tag, followed by your player name. In this thread, you catalogue your characters and use bullet points to indicate the GW they’ve earned or spent. When GW is earned without a DM present, you must tag someone who was present when you earned the GW, so it can be verified.
Below is a very minimal template, you may elaborate on this in whatever way you see fit, as long as the log is clearly readable.
[LOG] <Playername>’s goodwill
<Name Character 1>
Obtained 14 goodwill, of which 4 is left to spend.
Whenever spending GW on something that you feel might need a once-over by a Staff DM, make sure to send them a message and ask them about it.