Tips for Drafting Client Letters Effectively

by | Published on Jan 19, 2016 | Client Letters Transcription

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Tips title=Clear attorney-client communication skills are critical for any legal case since most common grievances result from lack of better communication and co-ordination between lawyers and their clients. Lawyers and legal professionals routinely send letters to their clients to facilitate better communication. Drafting a client letter in an effective manner is therefore very important for a lawyer to ensure that all legal details are communicated correctly and clearly.

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Tips to Effectively Draft a Client Letter

Here are some effective tips on how to draft a client letter and then we will see how client letter transcription is significant.

Give an Introduction

The opening paragraph of your letter should state the client’s problem; specify the legal issue for which the client is seeking your advice and your conclusion. This paragraph and the preceding paragraph actually specify legally significant facts upon which you will base your legal analysis. This will tell your client why you are writing (for example, update them on the status of their case or an issue, ask a question, provide an answer to the question they asked and so on.

Explain Your Legal Analysis

In the following paragraph, explain your legal analysis. To be more specific, you should provide the update, ask the exact question, provide relevant answer or explain the documents. You should restate conclusion, translate the law into relatively straightforward language, how the rule would operate and what the implications are of this analysis. Once the legal analysis is over, summarize and restate the conclusion.

Get a Response

If the letter requires a response from your client, tell them how and when you need their response. You can mention email ID or phone number and the deadline. If the letter does not require any response from the client, you should say that. If it requires a conference with the client, ask them to make an appointment and invite them for a follow-up conversation.

Explain Why the Client’s Response is Crucial

You should not only ask the client to respond but also tell them why or how their response fits into their case at that moment. Tell them what will happen next in their case. Thus, the clients will know that you are working on their case and better understand how their response is significant to go on to the next step of the case.

Maintain Great Rapport with the Client

Even though you should explain legal facts, say something positive and provide reinforcement to your client. This will make them feel you are concerned about them. Make sure to express your thanks for their continued patience and ask them to let you know if they have any questions, and contact you (provide your email ID or phone number).

Even though these tips will help you to draft an effective letter, the format and content of your letter may vary according to specific purposes. If it is a non-legal letter, you need not provide a lengthy legal analysis. However, an advisory letter sometimes requires very lengthy legal analysis depending upon the personal preferences and background of your client. You should be very careful with the content of opinion letter.

It may be difficult for law firms or busy lawyers to invest a lot of time drafting client letters and other such correspondence. The easiest and practical alternative is to dictate your client letters, record them, and send your recordings to a reliable legal transcription company. Here, you can obtain the service of skilled and experienced legal transcriptionists who will make accurate transcripts of your recordings in the desired format. This will not only save your time, but also ensure maximum accuracy and professionalism.

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