The Importance Of A Legal Client Letter
Legal client letters are not just items of correspondence for attorneys; they are vital tools in managing client relationships. As a legal practitioner, you are well aware of the complex and often challenging nature of the attorney/client relationship. There are many issues that can make or break a rapport with a client, but a legal client letter can be a great way to keep a proper and clear line of communication with the client. When used correctly, a legal client letter can actually help to mitigate or avoid the occurrence of litigation, by clearing up an area of confusion for a client before it becomes an issue.
A legal client letter can also be used to inform the client of changes in their case, or even to address a potential problem that could arise. Attorneys often struggle to keep their clients abreast of changes to their case. Consequently, a client might be frustrated when something they feel was promised or agreed upon turns out to be different than what they envisioned. By sending a legal client letter to inform the client of an issue that might change the future direction of the case, the attorney can ensure the client is kept up to date without relying on the client to pay consistent attention to the case .
There might also be times when you need to communicate some bad news to the client. Whether it’s a setback in the case or rough court ruling, a client might not take the news in the best manner. However, by preparing the legal client letter to communicate those issues carefully and thoroughly, the attorney can provide the client with an understanding of the situation, and the reasons why the case could take a new direction. Furthermore, if the client feels as though they have been properly informed of the matter, they will likely feel their attorney has acted responsibly and in their best interest.
A legal client letter also provides a valuable function in the event there is a need to pursue litigation against your client. When you have failed to properly manage the client relationship, the client might choose to pursue civil action by alleging a breach of contract. However, by maintaining careful records and drafting legal client letters ahead of time, you have provided yourself with a safeguard against facing these types of allegations.
Key Features Of A Suitable Legal Client Letter Template
A legal client letter template should be structured in a way that clearly guides the reader through the information presented. Key components of any such template include:
A header that contains your law firm’s name, address, email and phone number, followed by the date and the client’s name and address.
The subject line should be detailed enough to give the recipient an indication of what to expect in the body of the letter. Examples include initial consultation, case update, or final bill.
Your salutation should be concise, with the client’s name and title where applicable. The tone of your salutation may depend on the nature of your relationship with the client. For example, letter correspondences often take on a more formal tone than email communications.
From there, the body of the letter should be organized in clear paragraphs. If the letter is of a more formal nature, it is acceptable to address the recipient in third person. "I am writing to inform you that…" or "This is to confirm that…" work well.
How you sign off is equally important as your salutation. Most legal client letters end with "Sincerely" or "Regards". It’s also important to double check the spelling of the client’s name and address to ensure that it is 100% accurate before pressing send. Accidental typos can impact the trust and confidence your clients have in your law firm.
Best Practices For Writing A Professional-Looking Legal Client Letter
In order to make your legal client letter as easy to read as possible, always take the time to proofread it before sending it to your legal clients. Use clear and concise language so that everyone can understand your meaning. Avoid using legal jargon or specific legal terms unless absolutely necessary. In situations where you must use legal terminology, such as when offering legal advice, use a simple definition or explanation in parentheses immediately following the terminology. You must use a formal and professional tone when addressing your legal clients. As a result, you must avoid informal language, colloquialisms and personal references. Legal terms should be used in an appropriate formal manner and spelled correctly every time. Whether you are writing a simple legal client intake letter or a more complex letter, the structure of your letter is very important. A well-organized letter makes it easier for your legal clients to read and respond, while also making the right first impression. Therefore, always start with the basics – the date and contact information, including the names and addresses of both the sender and the recipient. This should be followed by a sincere greeting addressing the recipient. In the first paragraph, you should explain why you are writing. In the next one or two paragraphs, provide the requested content or information. The closing should be a simple sign off followed by your name and signature. If you wrote an example of a professional legal client letter, it would follow some or all of the following guidelines: While some legal professionals prefer to use templates for their legal client letters, others do not. In recent years, many sources have released legal client letter templates online for download. Always check to make sure that these templates are accurate and reliable before using them in your work.
Common Pitfalls In Legal Client Letters
As with most types of writing, the following are some common mistakes to avoid when drafting legal client letter templates:
Vague or Ambiguous Language
A vague or ambiguous letter is the fastest way to confuse your client and lose their trust. If your legal client letter template is open to interpretation, treat it like legalese and throw it into the trash can; your clients will think the same of your legal services. Use language that is clear and concise, and be as specific as possible. For example, if you’re unable to return to work until the next day, clearly express that in the letter to your client.
Missing Important Information
It’s easy for a busy lawyer or law firm to leave out important information from legal client correspondence , such as fees, referral or contact information for other legal services, or even an appointment time. Always double check to make sure you don’t leave out relevant information.
Failing to Address the Client’s Specific Questions or Concerns
When your client expresses a concern or asks a question, address it in full and make sure you respond thoroughly. If you send them a legal client letter template in response to an email about a court date, but don’t include the actual date (or get the date wrong), the client will reopen that email and immediately be frustrated with your response.
Legal Client Letter Template Samples
To illustrate the versatility of a strong legal client letter template, consider the following examples that follow the guidelines set out above.
Subject: Introduction of Your New Case
Dear [Client’s Name],
We are writing to introduce you to [New Case Manager or Paralegal’s Name], who will be your primary point of contact for this case. [He/She/They] will ensure all your questions are answered and that you are fully aware of the case’s developments.
[New Case Manager or Paralegal’s Name] will be in touch with you over the next few days to discuss [specifics about the case].
We look forward to working on your case!
Subject: Update on Legal Proceedings
Dear [Client’s Name],
We hope you are doing well.
We wanted to take this moment to provide you an update on your case. As you know, we [insert action taken here, such as conducted a deposition, filed a motion, etc.]. We are currently awaiting [next step to be taken, i.e., response to motion, results of deposition, etc.].
We will inform you when we receive an update.
Subject: Conclusion of Legal Service
Dear [Client’s Name],
We hope you are doing well.
Final billing for our representation is attached. You will see that we have also attached many of the documents we filed with the relevant court.
We appreciate the opportunity to work with you and wish you the best in your future endeavors.
Leveraging Technology When Creating Legal Client Letters
The use of technology in the law office comes into play when it comes to your client letters, and about every other aspect of your practice. There are many ways that it can make your process easier, more efficient, and more effective.
There are legal practice management systems specifically designed to help you with your client communications. Having your client letter templates in your practice management system means that they aren’t just there for you to use and store on your computer; they are easily accessible from anywhere, including your mobile device (often). For some systems, you can even launch the appropriate letter template from the contact record. The point is that the letters are all in the place where you need them, and it is a seamless transition from creating and setting them up to sending them out . Many legal practice management systems have some automation when it comes to client letters and other client communications. This is important because the more automation you have, the less room there is for error.
Technologically savvy law firms and solo attorneys know that it’s not just about having your templates accessible online; you need to have them set up in a way that allows you to simply plug in the relevant data, and then they are ready to go. A crucial point for every automated system is to first understand how to ensure that there are no glitches in the template. This means that your template must be set up perfectly so that there’s nothing left up to chance.