Structure And Content of Letter PDF

Title Structure And Content of Letter
Author Chavelle Sheckleford
Course Legal Research and Writing
Institution Centennial College
Pages 3
File Size 67.4 KB
File Type PDF
Total Downloads 93
Total Views 164

Summary

This is basically summing up what goes into a letter that you would have to draft as a paralegal...


Description

Main Ingredients of a letter ●





Introductory paragraph ○ The first paragraph in a letter should explain why you are writing. ○ When writing to a recipient for the first time, always introduce yourself. ○ Don’t write your name because they can see your name in the signature part of the letter. Middle paragraphs ○ The content of a middle paragraph will depend on the type of letter you are writing ○ Be accurate, concise and organized. ○ Separate your thoughts by using separate paragraphs ○ If you are writing an opinion letter - use headings and sub-headings to help organize the information for the reader ○ You can make important information stand out to the reader by using bold text, bullets, and numbered lists ○ Never use all capital letters to make information to stand out, because this signals to the reader that you are yelling Closing paragraphs ○ End your letter with a goodwill closing paragraph ○ Provide necessary details, requesting additional information or requesting action ○ Your closing paragraph should note the date by which things should be done and the consequences



Types of Letters ○ Letters to clients are probably a paralegal’s most important correspondence ○ A paralegal documents the progress on a client’s file ○ Documenting information like advice, instructions ○ Letters to clients should be professional and courteous ○ Even when clients are not cooperative, never communicate in a threatening, aggressive or unpleasant way ○ Rule 7 of the Paralegal Rules of Conduct



Retainer Letter ○ Confirms the terms of a client’s engagement with a paralegal ○ When a client retains a paralegal to assist him or her with a legal matter, the paralegal should send a retainer letter to the client or have the client sign a retainer agreement ○ The content of the letter will cover the scope of the paralegal’s services to the clients, fees and disbursements



The terms of the retainer letter should be clear and concise



Non-Engagement Letter ○ Opposite of a retainer letter ○ Provides a prospective client that a paralegal is not representing him or her ○ Makes it clear to the prospective client that the paralegal is not taking any steps on his or her behalf and is not responsible for his or her matter ○ Should include references to time limits or limitation periods, if relevant



Reporting Letter ○ Describes a paralegal’s work on a file and any results achieved for the client ○ Sent to update the client about the case ○ Confirms the client’s instructions to the paralegal ○ Once a paralegal completes a case, he or she should always send a final reporting letter to the client ○ Confirm the scope of representation (what the paralegal was asked to do) ○ Outlines steps taken on the client’s behalf to resolve the matter according to the client’s instructions ○ Confirm that the matter is completed ○ Confirm any remaining obligations the client needs to complete ○ Confirm that the final account has been paid ○ Thanks the client for allowing the paralegal to assist



Demand Letter ○ Acts as a formal notice to an individual demanding that he or she fulfil an alleged legal obligation by a certain date ○ Gives the recipient a deadline to carry out the requested action or respond ○ Will advise what may happen if the recipient does not respond by the deadline ○ Describe the facts leading up to the demand ○ Describe what your client wants the recipient of the letter to do ○ Explain why your client is entitled to receive what you are asking for. Identify and explain the law that gives your client the right to make the demand ○ Indicate the specific date by which the recipient must do what you are demanding



Admin or Informative Letters ○ Requests for disclosure ○ Requests available dates for a hearing, mediation or case conference ○ Provide disclosure; or serve legal documents



Letters to Other third Parties ○ A paralegal may write letters to other third parties ○ A paralegal may also write to a client’s previous lawyer or paralegal to obtain a copy of the client’s file ○ When requesting documents from third parties, you will need to provide an Authorization and direction signed by the client ○ Authorization and direction authorizes a named individual to release certain documents and information about the authorizing person and direction signed by the client ○ Should clearly identify what documents and information can be released and to whom...


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