Writing Exercise: Law 17

Subsequent pages contain an identification of the letter, which is usually called a header. These pages do not contain the letterhead. The header includes the name of the addressee, the date, and the page number. It is placed at the top left or right margin of the page. An example of a header is as follows:

Jon Jones
May 5, 1997
Page Three

2. Date

The full date is usually placed below the letterhead at the left or right margin, or it also may be centered below the letterhead.The date should include the full date: the day, month, and year. Since most correspondence is filed chronologically, a date is essential for the chronological file. Note that many offices date stamp correspondence when it is received in the office and file it according to that date.

3. Method of Delivery

At the left margin, below the date, is the method of delivery. This is usually required only if the manner of delivery is other than the United States mail. Examples are as follows:

Via Federal Express
Via Hand Delivery
Via Facsimile

4. Recipient's Address Block


Below the date and method of delivery is the address block of the addressee. It is placed at the left margin. The address block should include:

•  the name of the person
•   the individual's title (if any)
•   the name of the business (if applicable)
•   the address
  
  
  The following is an example of an address block:
  
  James Jones
  President
  Jason Thompson Enterprises
  220 South Main Street
  Hanover, OH 00065
  
  
  5. Reference (Re:) Line:
  
  A reference line is usually placed at the left margin following the address block. The reference line briefly identifies the topic of the letter. Some forms require that the reference line include the case name and number if the letter concerns a pending lawsuit. The following is an example of a reference line.
  
  Re: Request for Production of Documents
       Jones vs. Smith, LASC Case NO. A-43521 JK
  
  6. Salutation
  
  Below the reference line is the salutation or greeting. Legal correspondence is generally formal in tone, and the greeting is normally formal. An example of a greeting follows:
  
  Dear Mr. Jones:
  
  You may use the first name if you know the addressee well. If in doubt, ask the supervising attorney. If you do not know the name of the addressee, such as may be the case when the letter is addressed to a business, contact the business and ascertain the individual's name. To use "To Whom it May Concern" is very impersonal and invites a slow response. A person is likely to respond more quickly when he or she is specifically named.
  
  7. Body
  
  The body is the heart of the letter - what the letter is about. The body is usually composed of the three following components:
• introduction
• main body
• requests/instructions
  
  The body of the letter usually begins with an introductory sentence or paragraph (if necessary) that identifies or summarizes the main purpose of the letter.
  
  an example: This letter is to advise you that" or " This letter is to confirm our conversation yesterday in which you stated that...."
  
  Main Body
  Following the introduction is the main body of the letter. The main body explains in detail the purpose of the letter. Craft the main body with care to ensure that you communicate the required information clearly and concisely. It may be necessary to use an outline when a letter covers multiple or complex matters. As with an office memorandum or court brief, the body may require several drafts.
  
  You must always consider the audience when drafting the main body. If you are drafting the letter to a layperson, such as the client, avoid the use of legalese and define and explain clearly any legal terms that are used.
  
  Requests/Instructions
  In the last section of the body, you should include any requests or instructions for the recipient.
• example "Please bring with you copies..."
• "Please keep a daily diary"
• "Please meet me at Division 15 of the court located at ..."
  
  In some instances, the paralegal may draft and sign a letter to the client. A paralegal may sign a letter that provides general information. A paralegal may not sign a letter that gives a legal opinion or legal advice.
  
  
  8. Closing
  
  The closing follows the body of the letter. The closing usually consists of some standard statement. The following are examples of closings:
• "Thank you for your prompt consideration of this matter"
• "Please contact me if you have any questions in regard to this matter" Very truly yours,
• "Thank you for your assistance". Best regards.
  
  9. Signature and Title
  
  Following the closing is the signature and title of the person signing the letter. An example is
  
  
  _____________________
  David Jordan, Esq.
  Attorney at Law
  
  
  When the individual signing the letter is a paralegal, the paralegal status shoule be clearly indicated below the signature line,!for example
  
  ___________________
  John Jones
  Paralegal
  
  or
  
  ___________________
  Jane Jones
  Paralegal for Attorney Janet Smith.
  
  10. Initials of the Drafter
  
  The final notation on the letter is a reference to the author of the letter and the typist. The author's initials are noted in all capitals, and the typist's are noted in lowercase letters
  
  for example
  
  DJ/ser
  or
  ser/DJ
  
  11. Enclosure Notation
  
  Next, if enclosures, such as contracts, documents, and so on are included with the letter, indicate their presence by typing "Enc" or Encs." at the left margin following the signature, for example
  
  
  __________________________
  David Jordan, Esq.
  Attorney at Law
  
  DJ/ser
  Encl.
  
  12. Others receiving copies
  
  If other individuals ara receiving copies of the letter ( indicate by typing "cc" and the name of the individual(s) after the signature and title. This follows the enclosure notation, if any) an example is
  
  
  __________________________
  David Jordan, Esq.
  Attorney at Law
  
  DJ/ser
  Encl.
  cc: client
  
  
  
  Format Style
  
  Two fundamental styles are full block, and modified block. Full block, everything, but the letterhead is flush with the left margin. In modified block, the date is centered, and the signature line can be just right of the center of the page or flush left. The first line of each paragraph is indented.
  
  Correspondence determines the image, reputation and success of the law firm. The quality of the product is critically important and you should
  
• take the utmost care to ensure that any legal research and analysis are error free
• make sure that the finished product is free from writing errors involving grammar, spelling and so on
• be prepared to perform the number of edits and redrafts necessary to ensure the final product is professionally prepared.
  
  **** excerpted from "Legal Analysis and Writing for Paralegals" by William H. Putman.