How To Write A Professional Letter To Your Attorney Tips And Examples

So, you need to write a letter to your attorney, huh? No sweat! It might seem a little daunting, but it’s actually pretty straightforward. Think of it as just having a conversation, but on paper (or, you know, on your computer screen). Whether it's about finance and business, a legal matter, or the process of retaining a lawyer, getting your thoughts organized in writing is a crucial step. This article, inspired by the expertise of lawyer Clinton M. Sandvick, will guide you through the process of drafting and formatting a letter to your attorney like a pro. Let's dive in!

Why Write a Letter to Your Attorney?

Before we get into the how, let's talk about the why. You might be thinking, "Why can't I just call or email?" Well, there are several reasons why a formal letter can be super beneficial in legal matters:

• Creating a Record: In legal situations, having a written record of your communications is invaluable. Phone calls are great for quick chats, but they don't leave a paper trail. Emails are better, but letters carry a certain weight and formality that can be advantageous. A well-written letter serves as concrete evidence of what you communicated, when you communicated it, and the information you provided. This can be crucial if there are any misunderstandings or disputes down the line. Think of it as your own personal legal time capsule! If your case ever goes to court, these letters can be submitted as evidence, and having a clear, concise record can significantly strengthen your position.
• Clarity and Precision: Writing a letter forces you to be clear and concise. When you're on the phone, it's easy to ramble or forget important details. Putting your thoughts in writing allows you to organize them logically, ensuring you cover all the necessary information. This clarity is essential for your attorney to fully understand your situation and provide the best possible advice. Imagine trying to explain a complex business transaction or a delicate legal issue verbally – it’s easy to get lost in the details. A letter gives you the opportunity to structure your thoughts, review your wording, and ensure that your message is crystal clear. This precision can save time and prevent confusion, ultimately leading to a more efficient and effective attorney-client relationship.
• Professionalism: A well-written letter demonstrates professionalism and seriousness. It shows your attorney that you're taking the matter seriously and that you value their time and expertise. This can be especially important when you're first retaining a lawyer or discussing sensitive issues. Think of it as making a good first impression – or a continued good impression. A sloppy, poorly written email might convey a lack of attention to detail, but a carefully crafted letter shows that you’re committed to the process and respectful of your attorney’s role. This professionalism can foster a stronger attorney-client relationship built on trust and mutual respect.
• Detailed Information: Letters are perfect for conveying detailed information, such as timelines, lists of evidence, or specific requests. Trying to relay all of that over the phone can be overwhelming and lead to errors. Imagine trying to list out all the assets involved in a complex finance and business dispute or detailing a series of events in a legal matter – it’s much easier to do this in writing where you can organize and present the information clearly. Letters allow you to attach supporting documents, like contracts or receipts, further enriching the context and providing your attorney with a complete picture.

What to Include in Your Letter: The Essentials

Okay, so you're convinced that writing a letter is the way to go. But what exactly should you include? Here's a breakdown of the essential elements:

• Your Contact Information: This might seem obvious, but it's crucial! Include your full name, address, phone number, and email address at the top of the letter. Make it easy for your attorney to get in touch with you. Imagine if your attorney needed to reach you urgently and couldn't find your phone number – that could be a real headache! Double-check that all the information is accurate and up-to-date. You might even consider including an alternate contact method, such as a secondary phone number or email address, just in case.
• Date: Always date your letter. This is essential for record-keeping purposes. It helps establish a timeline of events and can be crucial in legal proceedings. The date serves as a reference point for both you and your attorney, making it easier to track the progression of your case. Think of it as a timestamp that documents when the communication occurred. This can be particularly important if there are deadlines or statute of limitations involved in your case.
• Attorney's Contact Information: Include your attorney's full name, law firm name, address, and phone number. This ensures the letter reaches the correct person and office. It also shows that you’ve done your due diligence and are addressing the letter to the appropriate recipient. Using the correct information prevents any potential delays or miscommunications. It’s a simple step, but it demonstrates your attention to detail and professionalism.
• Salutation: Start with a professional salutation, such as "Dear Mr./Ms./Mx. [Attorney's Last Name]," or "Dear Attorney [Attorney's Last Name],". If you have a more informal relationship with your attorney, you might use "Dear [Attorney's First Name]," but when in doubt, err on the side of formality, especially in legal matters. The salutation sets the tone for the rest of the letter. A professional greeting shows respect for your attorney and the legal process. If you’re unsure about the appropriate form of address, it’s always best to be formal. You can always transition to a more casual tone later in your relationship if your attorney indicates it’s acceptable.
• Subject Line: A clear and concise subject line is essential. It tells your attorney at a glance what the letter is about. This is especially important if they're handling multiple cases. Examples include: "Case Update," "Request for Information," or "Regarding [Case Name]". The subject line acts as a roadmap, guiding your attorney to the purpose of the letter. A well-crafted subject line saves time and ensures that your letter is properly prioritized. It also helps your attorney quickly locate the letter in their files when needed. Think of it as the headline of your letter – it should grab their attention and convey the main topic immediately.
• Body of the Letter: This is where you get into the meat of the matter. Be clear, concise, and organized. Use paragraphs to separate different points and avoid rambling. State the purpose of your letter in the first paragraph. Are you providing an update, asking a question, requesting a document, or expressing a concern? Make sure your attorney knows why you're writing. Provide all relevant details, including dates, names, and specific events. If you have documents to include, mention them in the letter and attach copies. Remember, clarity is key. The more clearly you communicate your needs and information, the better your attorney can assist you. Avoid legal jargon or overly technical language unless you’re absolutely sure you understand it. Use plain language to express your thoughts and ideas. If you're unsure about how to phrase something, it's always best to err on the side of simplicity.
• Closing: End your letter with a professional closing, such as "Sincerely," "Respectfully," or "Best regards,". Followed by your signature and your typed name. This is a simple way to add a touch of professionalism to your letter. The closing signals the end of your message and leaves a positive impression. Choose a closing that reflects your relationship with your attorney and the overall tone of your letter. “Sincerely” is a safe and professional option for most situations, but “Best regards” can be appropriate if you have a more established relationship. Always sign your letter, even if you’re sending it electronically, as this adds a personal touch and confirms that you’ve reviewed and approved the contents.
• Enclosures: If you're including any documents with your letter, list them under the heading "Enclosures." This helps your attorney keep track of everything and ensures that nothing gets missed. For example, you might write “Enclosures: 1. Contract 2. Receipts 3. Timeline of Events.” Clearly listing enclosures prevents confusion and makes it easy for your attorney to reference the supporting documents. It also demonstrates your organization and attention to detail, which are always appreciated in legal settings. If you’re sending the letter electronically, be sure to attach the documents in a format that your attorney can easily access, such as PDF.

Drafting Your Letter: A Step-by-Step Guide

Now that we know what to include, let's break down the drafting process into manageable steps:

1. Outline Your Thoughts: Before you start writing, take some time to brainstorm and organize your thoughts. What are the key points you want to communicate? What information does your attorney need to know? Creating an outline will help you structure your letter logically and ensure you don't miss anything important. Think of it as building a skeleton for your letter – it provides a framework for your ideas and helps you stay focused. Your outline might include the main purpose of the letter, supporting details, questions you want to ask, and any specific requests you have. Once you have a solid outline, the writing process will become much smoother and more efficient.
2. State Your Purpose Clearly: In the first paragraph, clearly state the purpose of your letter. This sets the tone and provides context for the rest of your message. Don't make your attorney guess why you're writing. Be direct and to the point. This is crucial for effective communication. Think of your opening paragraph as the introduction to your case – it should immediately grab your attorney’s attention and let them know what to expect. For example, you might start with “I am writing to provide an update on my case” or “I am writing to request clarification on a specific legal matter.” By stating your purpose upfront, you ensure that your attorney understands the context of your letter from the very beginning.
3. Provide Relevant Details: Include all relevant details, such as dates, names, and specific events. Be as specific as possible, but avoid unnecessary information. Stick to the facts and avoid emotional language. Remember, your goal is to provide your attorney with a clear and accurate picture of the situation. Think of yourself as a reporter, presenting the facts in a neutral and objective manner. The more detailed information you provide, the better equipped your attorney will be to assist you. If you're discussing a legal matter, be sure to include the case name and number, if applicable. If you’re dealing with finance and business issues, provide specific financial figures and transaction details. The key is to be thorough while remaining concise and focused on the essential information.
4. Ask Specific Questions: If you have questions for your attorney, state them clearly and concisely. Avoid vague or open-ended questions. The more specific your questions are, the more helpful your attorney's response will be. This is your opportunity to clarify any doubts or concerns you have. Think of your questions as a way to guide your attorney’s advice. Instead of asking “What should I do?”, try asking “What are the potential legal consequences of taking this action?” or “What is the likelihood of success in this type of case?” Specific questions prompt specific answers, allowing you to make informed decisions. If you have multiple questions, consider numbering them to make them easier to follow.
5. Be Concise and Organized: Keep your letter as concise as possible. Use short paragraphs and clear language. Avoid jargon or overly technical terms. A well-organized letter is easier to read and understand. Remember, your attorney is likely dealing with many cases, so it’s important to respect their time. Think of your letter as a legal brief – it should be focused, efficient, and easy to navigate. Use headings and subheadings to break up the text and highlight key points. This will help your attorney quickly grasp the main ideas and locate the information they need. If your letter is becoming lengthy, consider whether you can convey some information more effectively in a separate document, such as a timeline or a list of assets.
6. Review and Proofread: Before you send your letter, review it carefully for any errors in grammar, spelling, or punctuation. A well-written letter demonstrates professionalism and attention to detail. It also ensures that your message is clear and unambiguous. Think of proofreading as the final polish that makes your letter shine. Small errors can undermine your credibility and distract from the substance of your message. Read your letter aloud to catch any awkward phrasing or sentences that don’t flow smoothly. Consider asking a friend or family member to review your letter as well – a fresh pair of eyes can often spot mistakes you’ve overlooked. Remember, a polished letter reflects well on you and shows your attorney that you’re committed to your case.

Formatting Your Letter: The Professional Touch

Formatting might seem like a minor detail, but it can make a big difference in how your letter is received. A well-formatted letter is easy to read and looks professional. Here are some key formatting tips:

• Use a Professional Font: Stick to a standard, easy-to-read font such as Times New Roman, Arial, or Calibri. Use a font size of 12 points. Avoid fancy or decorative fonts, as they can be difficult to read and may appear unprofessional. Think of your font as the clothing your letter wears – it should be appropriate for the occasion. A classic, clean font conveys professionalism and ensures that your message is easily accessible. Avoid using all caps or excessive bolding, as this can make your letter look aggressive or cluttered. Consistency is key – stick to one font throughout the entire letter.
• Use Proper Margins: Use standard margins of 1 inch on all sides. This provides enough white space to make your letter visually appealing and easy to read. Cluttered margins can make your letter look cramped and overwhelming. Think of margins as the frame that surrounds your message – they provide a visual boundary and help to separate your text from the edges of the page. Consistent margins create a sense of order and professionalism. If you’re using a word processing program, the default margin settings are usually appropriate.
• Single-Space Your Letter: Single-space the body of your letter and double-space between paragraphs. This is the standard format for business letters. Single-spacing makes your letter more concise and efficient, while double-spacing between paragraphs creates visual breaks and improves readability. Think of spacing as the breathing room for your text – it allows your attorney to scan the letter quickly and easily identify key points. Avoid using extra spaces between words or sentences, as this can make your letter look cluttered and unprofessional. Consistency in spacing is crucial for maintaining a clean and polished appearance.
• Use Block Format: Use block format, which means that all lines start at the left margin. This is the most common format for business letters and is easy to read. Block format creates a clean and professional look. Think of it as the architectural style of your letter – it should be structured and organized. In block format, the date, salutation, body paragraphs, closing, and signature block all align with the left margin. This creates a sense of order and makes it easy for your attorney to navigate the letter. Avoid indenting paragraphs, as this is not standard practice in block format.
• Print on Quality Paper: If you're sending a hard copy of your letter, print it on quality paper. This shows that you take the matter seriously. Choose a bright white or off-white paper with a smooth finish. Think of your paper as the canvas for your message – it should be clean, crisp, and professional. Avoid using colored paper or paper with a rough texture, as this can be distracting and may appear unprofessional. The weight of the paper also matters – choose a paper that is heavy enough to feel substantial but not so heavy that it’s difficult to fold or mail. Investing in quality paper is a simple way to make a positive impression.

Sending Your Letter: Ensuring It Arrives Safely

So, you've written and formatted your letter – great job! Now, it's time to send it. Here's how to make sure your letter arrives safely and securely:

• Choose the Right Delivery Method: Depending on the urgency and sensitivity of the information, you have several options for sending your letter. Regular mail is suitable for routine communications, but for important legal documents, consider certified mail with return receipt requested. This provides proof that your letter was delivered and signed for. Think of your delivery method as the transportation for your message – it should be reliable and secure. Certified mail offers a paper trail and ensures that your attorney receives your letter. You can also use a courier service, such as FedEx or UPS, for expedited delivery. If you’re sending your letter electronically, use a secure email platform and consider encrypting the message if it contains sensitive information.
• Keep a Copy for Your Records: Always make a copy of your letter for your records. This is crucial in case there are any questions or disputes later on. You can either make a physical copy or scan the letter and save it electronically. Think of your copy as your backup plan – it provides a record of what you sent and when you sent it. Store your copies in a safe and organized place, where you can easily access them if needed. If you’re sending attachments with your letter, make copies of those as well. Maintaining a complete record of your communications with your attorney is essential for effective case management.
• Follow Up If Necessary: If you don't hear back from your attorney within a reasonable time frame, follow up with a phone call or email. This is especially important if your letter contained time-sensitive information. Don't assume that your attorney received your letter – it’s always best to confirm. Think of following up as the friendly reminder that ensures your message is not overlooked. A polite and professional follow-up can help to keep your case moving forward. When you follow up, refer to the date of your letter and the subject matter. This will help your attorney quickly locate your letter and respond to your inquiry.

In Conclusion: Mastering the Art of the Attorney Letter

Writing a letter to your attorney might seem like a small thing, but it can have a big impact on your case. By following these tips, you can communicate effectively, maintain a professional relationship, and ensure that your voice is heard. Remember, clarity, conciseness, and organization are your best friends in legal communication. So, go ahead, grab your pen (or keyboard), and start writing! You've got this!

This guide, inspired by the insights of legal expert Clinton M. Sandvick, provides a comprehensive framework for drafting effective letters to your attorney. By mastering this skill, you’ll be well-equipped to navigate the legal process with confidence and clarity.

FAQ: Addressing Common Questions

To further clarify the process of writing a letter to your attorney, here are some frequently asked questions:

• What are the key elements to include in a letter to my attorney? The essentials include your contact information, the date, your attorney's contact information, a professional salutation, a clear subject line, the body of the letter (stating your purpose and providing relevant details), a professional closing, your signature and typed name, and a list of any enclosures.
• How should I structure the body of my letter for clarity and conciseness? Start by clearly stating the purpose of your letter in the first paragraph. Then, provide relevant details, including dates, names, and specific events. If you have questions, ask them clearly and concisely. Use short paragraphs and plain language to avoid jargon.
• What formatting guidelines should I follow to ensure my letter looks professional? Use a professional font like Times New Roman or Arial in 12-point size. Set standard margins of 1 inch on all sides. Single-space the body of the letter and double-space between paragraphs. Use block format, aligning all lines to the left margin. If sending a hard copy, print on quality paper.
• What's the best way to send my letter to ensure it arrives safely and securely? For routine communications, regular mail is fine. For important legal documents, consider certified mail with return receipt requested, or a courier service like FedEx or UPS for expedited delivery. If sending electronically, use a secure email platform and consider encryption for sensitive information.
• Why is it important to keep a copy of my letter, and what should I do if I don't hear back from my attorney? Keeping a copy is crucial for your records in case of questions or disputes later on. If you don't hear back within a reasonable time, follow up with a phone call or email, especially if the letter contained time-sensitive information.

By understanding these key aspects and following the guidance provided in this article, you can confidently write effective letters to your attorney, fostering clear communication and contributing to a successful attorney-client relationship.

This comprehensive guide aims to empower you with the knowledge and skills necessary to communicate effectively with your attorney through well-crafted letters. Remember, clear and concise communication is paramount in legal matters, and a well-written letter can be a powerful tool in achieving your legal goals. If you have any further questions or concerns, don't hesitate to reach out to your attorney for guidance. Your active participation in the legal process is key to a successful outcome.