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 | |
Total Downloads | 93 |
Total Views | 164 |
This is basically summing up what goes into a letter that you would have to draft as a paralegal...
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...