Writing a letter to client is different from other legal documents that are prepared. When an attorney or lawyers writes a letter of advice to a client it must have a professional touch and the letter must follow certain standard structure with the right priority yet must be free from legalese as far as possible. The foremost point is of course to state the very purpose of the letter. The letter could be for some specific enquiry or to get some information from the client or to inform of the next legal step to be taken in the case.
If there is a problem (there is bound to be one) do state the problem along with the facts that causes the problem. The letter should also give our opinion on the problem and also give a summary along with the conclusion. It is not required to leave the conclusion towards the end of the letter. After mentioning the conclusion it may be followed by a discussion of the different options that are available under the current circumstance. The letter must clear the applicable law and propose to recommend from one of the options. An explanation for choosing a particular option and also an explanation as to why it is most suited, will go a long way in good communication with the client.
Once the option to choose has been mentioned it should be followed by the actual steps that have to be taken to be executed. If the client is expected to do something it must be clearly stated in the letter. It is quite possible that the client may still be confused after reading the letter and so an invitation to discuss the matter in person can be included. It will definitely be in good spirits and enhance relation and trust with the client.
After politely ending the letter, all the attachments should be mentioned with a listing of all enclosures so that the client can check out that he has received every thing with out missing anything. Here is a simple yet important checklist to check out before posting the letter. The client letter should be planned in advance and it is best to follow established norm and style unless there is a strong reason for not following it. Before dispatch of the letter do a final check for correctness in,
- Recipient’s name and address
- The date letter is sent;
- The identity of the sender;
- The subject matter
- Correct stationery.
- Use of plain/simple English
- File a copy of the client letter
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