Articles, ,

LGLA 2333 Emails Module 2 1

LGLA 2333 Emails Module 2 1


welcome to our discussion about
effective emails we are going to talk about the purposes of emails generally
about the special aspects of emailing legal information and finally some
strategies to make effective email I am not exaggerating when I say that during
a semester I get more than 100 emails a day
none of them are from students but a large number of them are and I would say
about 25 percent are effectively written the vast vast majority are poorly
written and sometimes that’s not a big deal because you’re not actually writing
this in a professional context but it is still not doing the student who’s
sending me the unprofessional email very much good because there are two big
problems with it first of all a person who writes emails in an ineffective way
is developing some bad habits and it’s going to be hard to change as that
happens when you don’t think about an email as an important document that you
have to invest time to get it right then when you actually are in the environment
in which it is important to get your emails right it will be easy for you to
fall into your old habits so please please if you haven’t already start
taking emails to your instructors to potential employers seriously your
emailing your best friend or your spouse or something like that you can ignore
this but if you are emailing anyone other than that personally your close
circle a family and friends please take these or it seriously so that you can
start making some adjustments the other reason that it’s important even at this
point to run effective emails is that when you write an effective email the
odds of you getting the information or the accommodation or whatever it is that
you want plummet the person is receiving it their first reaction is wow this
person didn’t even spend the time to compose a careful email and then the
second part so their first reaction is very negative
and they’re oftentimes kind of a little bit heart maybe a little offended wow
this person doesn’t think enough of me to invest two or three minutes
actually compose an email so it creates some ill will on the part of the
recipient the next problem is that a poorly written email usually doesn’t
make a lotta sense now it probably made sense to the person
who wrote it who was looking at a particular document a particular
question but keep in mind that the recipient might be teaching several
different courses might be working several units ahead at that time and so
your casual question where you’re looking at a document what makes perfect
sense to you the odds of it making perfect sense to somebody else are small
and so what you’re imprecisely worded email when usually spark is if the
instructor is engaging us to respond is a lot of string of questions now which
course are you in of mine which section are you in mine which you are you
talking about what page is that term used lots of questions of course if you
a compose your email carefully begin with you would probably now have already
received your answer but instead you get a line of questions you’re going to have
to ultimately do the hard work of figuring out only Alaniz present more
precisely earlier you write a hit and shell being stretch of that piece of
information so it’s important for you to brainstorm to kind of reverse engineer
to imagine yourself being the employer or the instructor or the client and see
well if I were to receive this email as a surprise out of context how would this
make sense to me what questions would I have try to anticipate those questions
plan around them over include the answers and you may be including
information that isn’t necessary but assume that the recipient isn’t
necessarily on your wavelength and that way you’re so much more likely to get a
good response you’re going to create goodwill in the recipient and the
recipients going to find it easy to accommodate you and those two
combinations goodwill and ease of getting the reply that you want is a
winning combination for you now I’m not giving you this advice to make my life
easier I’m giving you this advice to make your life easier because I can
promise you when I get an email from a student who hasn’t as good as a devoted
the time to spell check that goes on my my list of things I’ll get to probably
but I am much more excited about responding to me a student who has spent
some time and some attention to it sometimes I get emails from students and
I can’t even tell who it is and I can’t tell whose class are in and I don’t even
understand what they’re asking or maybe it’s not clear to me they’re asking
anything maybe it’s just kind of an FYI hey you know I didn’t get this okay good
for you you didn’t get this I don’t even know what you didn’t get and I’m not
going to respond to it if somebody asks me a question I’m going to respond to it
and I respond to a lot of things that I probably shouldn’t because I’m rewarding
for emails but yeah you’re going to get a much more willing a much more detailed
response when you show the recipient that level of respect so please please
please don’t send me emails that don’t follow these guidelines very likely what
you’ll get in response to me is hey before I enter your question let’s talk
about email okay so let’s get started okay you aren’t a profession situation
let’s forget about being a student for now you are a paralegal in a law firm
and you need to skip some information or if you send some information to another
person and it all you need to ask this of a personal question and so you are at
a crossroads you don’t know what you need to do should you email it either
provide this information or request this information should you call that person
up and say hey let me tell you in and out should you write a formal letter or
perhaps you should set up a meeting to talk about this have a face-to-face type
of interaction I guess you could send a telegram smoke signals effect similar
there’s a few other approaches too but those are kind of your options and I
think it’s a useful exercise to pause before you make a decision about which
method to use and say which is going to be the most effective all of those
lessons was the possible exception smoke screen it smoke signals are probably
going to be the right choice from time to time depending upon lots of different
factors and just think it through before you make that decision and if you decide
that the emails are right waiting for you go you also don’t want to think
about what do I need to include in this email because it’s a legal email are
there special features I need to have what do those look like and do I want to
use them every time or only sometimes so we’ll talk about that question as well
and then we’ll finally talk about by the most important of these topics which is
how do I write an effective email it’s not hard it doesn’t even take a long
time once you know the steps that you need it almost writes itself but you
have to know the steps and you have to be able to apply them so let’s get
applying let’s go our first question again is what means the communication
should I use what’s first I’ll talk about the avenges of email most of us
notice advantages because we need email of time the first advantage is it’s very
easy to use I mean it’s just right there for you you don’t have to find the
person you know have them answer the phone
you don’t have to you know leave a voicemail message you don’t have to do
new that stuff it’s super easy to do and that’s probably the single biggest
advantage another big advantage is that it can leave a permanent record if you
send me an email I mean you don’t delete it then there’s going to be recognition
it to me so if later on I say well gee I never got your email you can say well
that’s strange because I have a record of it it’s possible I didn’t get it it’s
possible that the system’s been forwarded as it should have but more
likely than not I did receive it in perhaps I just missed missing it but
this creates a permanent record so that if you need a record that you send it to
me you’ve got it if you had called me on the phone or you had spoken to me in
person you wouldn’t have that permanent record I just have you found menu stuff
one you might have a record that you called me
but you and summer record is what we talked about a third thing is that most
the time recipients like emails a lot of people prefer them checked with
telephone conversations and they’re certainly more convenient than meeting
in person so the recipient communications is going to be happy with
this mode of communication and then it’s quick this kind of goes with it being
easy I can send an email until I get a response within seconds it actually can
be quicker than making a telephone call because if you call somebody up there’s
a little bit of small talk you have to do and with with email oh that gets
stripped away so it can actually be quicker and talking and especially if if
you don’t already aren’t able to reach the person line and finally it’s free
you know how many long-distance expensive
you don’t have to pay for postage or you pay for facsimile transmission so
there’s lots of advantages to email now let’s look at the disadvantages the
biggest disadvantage is aussies you can do is also easy to do incorrectly
there’s lots of opportunities from a fixer King knows the big one is to send
it to the wrong person we have all done that in their lives I will tell you my
story about doing that and if you haven’t sent an email to the wrong
person that is in your future did happen to everyone I when I was in was working
at jcpenney I had several clients with whom I worked
with on a regular basis and most of them were awesome but I had this one client
who was slightly dusting off him I mean I didn’t get along that great and he
thought I was too to unwilling to agree to his perspective
on things he wanted to take for more risky table positions than I was
comfortable with my supervisor completely backed me up and was very
supportive of my position and his supervisor will call this guy and his
super pimp supervisor even wanted more legally aggressive positions and family
to make and so admittedly familes in this difficult position he had this boss
who wanted center to aggressive positions he had me saying no no no you
can’t do that and so understandably he was in kind of a difficult position well
on this particular day we had had it out about several different issues and he
had sent me one more email that I didn’t care for I thought oh he’s doing the
same stuff he always does he’s going to do things that are not smart they’re not
good business decisions not good legal decisions and so I wanted my boss to be
aware because I knew that it Sam’s office by gonna call my office say what
is it blue balloon even good and so I forward it to my boss and I said
something like here we go again dot dot dot Cindy well guess what I
didn’t forward it to my boss instead of forwarding it I replied and so what went
to Sam and he saw here we go again Cindy I think I said my boss’s name was in the
boss at the time of Mike Mike here we go again
dot dot dot Cindy it was clearly an expression and exasperation and a little
bit of contempt for Sam I was mortified when I run I hit it and I contacted Sam
and apologized and he was actually more gracious about than I had expected he
was mature ego favored ones done that everybody was frustrated sometimes and
so it wasn’t nearly as bad a situation as it could have been because Sam was so
voracious that will happen to you if it hasn’t yet it will no matter how
carefully you are you will send to the wrong person that particular time it was
embarrassing for me but it was not a breach of the attorney-client privilege
but it could have gone another way let’s say this has been a correspondence from
outside counsel and I wanted to forward it to my client of my assistant in life
I think a key skill built a really good one for us
and instead of 42 client I replied that to opposing counsel will do is now you
what my recommendation is going to be and he’s not going to be if my ultimate
position is well we want more money well he knows that he probably doesn’t really
have to offer me more money because they’re really still pretty good with
very work with what what he is offering so you can see how it can be malpractice
even to do something like that it can certainly cost your client money puts
you in a very embarrassing situation so when you are in a situation where you
think to yourself as I actually sends the wrong person I can be bad that
probably means I should not use email and if you happen to use email and
decide to do it you have to check and double-check and check again to make
sure your list of recipients is correct many people have an auto-fill on their
email so if you start typing in the first couple of letters of person’s
email address it populates it and I recommend that you turn that off and
legal practice simply because you might have several people whose names aren’t
the same and if it’s auto-populates you may not catch it now if you don’t know
me out of population you have to make sure that you type carefully because of
course if you you know leave out a letter or add too many of one letter it
won’t get to the recipient so you have to visually check it and you also
probably ought to look it up for emails announce back those are some strategies
but no strategy in the world is going to work 100% of time and that’s why email
should not be used to send very very careful or important emails so keep in
mind don’t do it if doing it incorrectly is going to have dramatic impact another
15 inches is also an advantage is that it creates a permanent record and one of
the biggest changes in the area of employment one that has happened since I
started practicing in 1990 was the development of the email prior to that
if I wanted to complain about my balls or my coworker or my subordinate I just
sat down and talked with somebody I’m going to complain and said I cannot
believe how crazy Larry is oh my gosh you sound to me Andy so ridiculous or if
I wanted to tell an off-color joke I would tell it you know in the coffee
room in the bathroom hang on quietly and
summons on offense do you know it people do sentence have those conversations a
lot more of it happens via email and so people will put an email what they would
have once upon time said to somebody and probably more putting anymore that it
will forward the email but the funny jokes that they got from a friend this
is terrible this is a nightmare for employment attorneys because there’s a
permanent record of it you can instantly button every person
who sends it to you mr. delete button and it is not at all deleted it will
probably never be deleted it will be recoverable years and years afterwards
even if you draft it and never him sit and never hit Send there’s a pretty good
chance it can be severed so this is something that’s important to keep in
mind it is permanent that’s good if you have a record that you sent it but it’s
bad if there’s something in it that can come back and haunt you and if you deal
with the litigation you will discover that a lot of these emails and can come
up and be that smoking gun that really sinks your client or it can be the email
that really helps your client course you can work either way so keep that in mind
whatever email you seem you ought to consider it being a permanent record a
rule of thumb that a litigator was in my work with would say yes before you sue
me before you hit the send button on email imagine it blown up to a huge
poster size stuck on an easel in the courtroom and imagine 12 jurors any
judge staring at once you’ve typed and if you’re okay with them doing that if
you feel like what you typed make sense makes you look good make sure a client
look good then you should go ahead and hit fin but if you aren’t sure that that
is the impression it’s going to make and don’t hit them and they part that
applies to not only the content but the file
do you have typos in it and is or are there some jokes that maybe aren’t the
best to take and maybe there are jokes that make sense within the relationship
the jokes would take another relationship my strikes on my name is
offensive in someone Somerset so keep this in mind imagine and another thing
people sort of say is before you hit the send button
imagine that you’re so to your spouse your priest rabbi or
minister and your mama if you if all three of those people would be okay
receiving this email and not the amorous view and go ahead and send but otherwise
, do not send any now you might need to talk to the person you might need to
verbally say whatever that information is that it doesn’t belong in an email
okay what’s our next thing the recipient will likely like it’s effective means an
ecosystem exactly the same bullet I up here and that was a good thing that’s an
advantage me was also disadvantage because what is that recipient going to
do then well we don’t know yet we are the
recipient but I can tell you what often recipients will do let’s imagine for a
second that you are a client you’re not terribly legally sophisticated maybe
you’re going through a divorce maybe you’re suing or being sued and your
clients in tune up well your spouse is very interesting what’s going on the
page you have a circle of friends who are also interested in it and you get
the seamless you’d like to share any acquaintance and yeah you could write
your own email and so you I’ve got great news an attorney but really what you
want to do that I mean I want to forward it to all these people that are
interested to know that you want to share with so keep in mind the recipient
is very likely to forward the email to people who are not within the user any
kind of privilege it’s tremendously easy for him to do that yes it’s true if you
send them a paper letter he owes photocopy it and you could distribute it
but that’s not likely to happen and even if he does that there’s not a permanent
record that it’s been done so it’s hard for the other side to find the evidences
that actually occurred but with an email if there it’s easy to find it’s easy to
confirm you know exactly you got it you know exactly how far the privilege was
linked so keep that in mind the recipient is not you can’t trust the
recipient to be responsible with it they may think oh I’ll this UPS explain in
recipient so they can’t forward it and I’ll even put an O to display them on
the phone simply go forward it you can and you should do both of those things
those are good things to do but keep in mind that your representation is quite
main last year and the the recipient isn’t a legal professional
and has so many other things on his or her mind and they forgot about that
conversation and they don’t read the fine print yes it’s possible that they
may remember what you say not to hit the before button but it’s also possible
probably even probable that they don’t remember or they don’t care because it
didn’t seem that important to them at the time so if you send an email and
even if you are careful to make sure no inappropriate people are receiving email
from your computer you don’t can’t have that level of certainty so the recipient
will handle the same line so you have to assume that you know lots and lots of
people receive it and the attorney-client privilege might be Mike
and this basically goes to an excellent there is a possibility of unintended
people receiving email again because of miss typing on your part and you miss
type someone’s name and auto-populated or use it reply instead of forward or
forward instead of reply or it was forwarded by one or more recipients
those are possibilities and those can wait to privilege privilege is gone
sometimes the waiver is only for whatever was included in the email well
that can be bad in and of itself but how’s that waiver can be so significant
that the whole privilege is right you are talking massive malpractice lawsuit
because you hit the send button on an email instead of seeing the time to
write a letter stuff I don’t want to worry you excessively about this but it
is a big concern and some other reasons for legal professionals while they use
email do not use email for the most important correspondence and they use it
very careful in the right circumstance so what are the questions I ask every
type of the patient test becomes what are the questions you ask yourself when
you’re defining should I easy mirror some of the most well one thing is what
is your firm’s policy on email be familiar with and not just the policy
the written policy but how is it actually used notice how your boss you
can see mail in most cases he’s probably going to be see seeing you or be see
seeing you on cases that email that relates to cases that you’re working
within if he isn’t you can ask him to no guarantee he will or you will remember
to but that can give you an idea about how often you dissin over what things he
uses it for if he doesn’t use it for very much that’s a really good time that
he is of the mindset that email should be very and frequently and just for the
most trivial matters five here I mean be sacrilegious but I say what would the
boss do this is a good welcome not just for email lots of different areas that
this is useful real time especially when you’re starting as a paralegal but if
it’s especially good here because you’re going to find that bosses may not really
have a defined rule they can tell you these or when I do email me doing
but they have a sense as to when it’s appropriate and when it’s not and so if
you watch you think someone’s get more of a feel than if you actually ask a
question directly of course you should ask the question directly you should say
well you know boss tell me what types of communications I send my emails have
such how to do with like the next question is which strategy is faces for
me it’s almost never going to be a bad idea to put it in the letter it’s almost
never going to be a bad idea to make a telephone call
now I’ll get it but there might be a few cases where you want that permanent
record and so but but even then what you might do is send an email after the
conversation saying thank you for talking with me on this state regarding
and you see very vague stings about it’s regarding if you have any additional
questions please contact me so you have a record that you actually had the
conversations talked about that topic but you haven’t gone into it with what
was actually set and so you’ll find that usually the safest approaches either a
letter or telephone call email is not indeed the safest approach sometimes you
can’t be so safe as you’d like but it’s a good rule of thumb to consider that
that’s all let’s consider your client is your quiet likely to forward it to
others and we already talked about this kind of in general terms and the more
unsophisticated your client is the greater the risk of this the longer it’s
been since you’ve reminded the client paid up for my email and more likely he
is to do that the more exciting the news is the more likely he is to do it and if
he or she is a legal professional and it’s really not you know a big deal he’s
probably not going to forward to people that he should so you know there are
some people that are probably pretty safe to do this with but you got to be
aware that you know sometimes people even smart legal professionals sometimes
especially when it’s something that really managed them can forget now what
the best practice out of these they don’t know one is what he/she prefer he
prefer a lot of people like emails but some people prefer the more personal
touch of the telephone call or the more professional presentation of a letter
even if he or she might prefer that you mean 70 now there’s anybody getting a
letter from your attorney that kind of conveys a sense of respect for the
client and formality and professionalism so that there can be
an upside even though an email does some point to that and I tell a Turk an
really communicate that to a higher extent so think about what your client
would buy and of course the big one is consider the content if you’re sharing
attorney-client communications if you’re sharing attorney work product if you’re
sharing stuff that you’re developing your content and not just saying the
topic for example I’d like to discuss the car accident period please you call
me and that that’s fine because I’ll say the lawsuit is me your client ad works
in the climate relates to to a car accident we have a disclosing
attorney-client privilege but if you start saying you know I need some
information on the class and I know that you’ve told me that you’re going about
35 miles an hour you seven brakes and you’re going to the car in front of you
and there was significant damage to the back bumper but I want to know a little
bit more about the road conditions at that time well guess what you have given
your clients full position about Sorenson and if you inadvertently sin to
the wrong person or you’re quiet since it’s the wrong person and all of those
communications are going to be wait you don’t want to do that so you can
describe a topic but you can’t do say what the details on that topic so in
broad terms you can say it but not what the specifics are so you don’t want to
cover this stuff so if you’re going to share attorney-client communications the
answers don’t put in your email is it a complex matter that requires careful
explanation in my experience this is the one that I see the most problems with um
from the students I talk I will get an email saying I just don’t understand
chapter 14 please explain it to me um well there’s a textbook chapter with
about 20 pages and if you don’t understand it I guess you need more help
than the 20 pages so you’re expecting me to explain every part of that chapter in
more detail than this provided in the textbook does that seem reasonable
no doesn’t and it’s not very impressive statement it shows that you haven’t
really there are no in second what I’m really
asking to be done maybe what your question really was is you don’t
understand item number three on page 17 please
explain with this term mean and give me an example okay that’s something I
probably can do in any mu the role of them I have is when I write an email to
somebody is can that person respond to that email in three sense and respond in
a meaningful way we’re really satisfying what I’m looking for if they can’t do it
in three seven systems emails not a good way of approaching
that now the email can be a good way of setting I don’t get you after 14 I need
to meet with you that’s great that’s a very effective way because to talk about
a significant amount of material of course there’s going to have to be a
conversation email isn’t going to do it so keep in mind if it’s a complex matter
the email might be saying hey we need to talk about chapter 14 what time would be
good for you for us to get together and talk about that so for the complex
method that requires very careful explanation the rule you don’t do that
through email well the email prompt the back-and-forth
exchange that will ultimately take more time in a quick call again this happens
very commonly with emails I’ll get a question I mean you have to fortunately
just to understand it so that you know that can say well I’m teaching five
courses this semester and there’s a chapter 14 in all of those courses so I
don’t know which class you’re in a mine or maybe you’re in more than one class
and there’s more than one chapter 14 that you’re dealing with so tell me
which class you’re it okay and I outside though my issues as you said what is
your class but you can see it prompts the back and forth and then the next
question is going to be which portion in chapter 14 you confuse do that better
than you anticipate the questions we’d be able to anticipate every single one
probably not but if you anticipate a lot and that’s obvious from your email you
have bought the goodwill of the person who’s receiving they can look going to
this person appear to think about their question I’m still have questions fast
before I can really answer it but I appreciate the effort that they’ve gone
through so if a question is that email will prompt the back-and-forth exchange
and you don’t want to send email so you want to make sure your email is very
tightly written well the email create an opportunity for
miscommunication this is also another problem this kind of relates to this one
right here if the tone right emails are notorious for not
communicating the tone voice I’ve heard surveys that about 80% of what we get
from conversations is visual or the tone of voice and only 20% of the actual
words spoken and so you can see how when you strip away the visual and tone and
you just have the cold words especially when they’re dashed off quickly without
a lot of care there’s so much opportunity for miscommunication for
ambiguity for her feelings for anger and just for not effective communication so
I think about that carefully if it’s a hot-button issue you want to read it a
couple of times and you want to think about it wait a second now if I got this
if I were the recipient I got this email and I was mad how would I take this if I
got this email notice upset how would I take it and I’m the jury who doesn’t
know the complex background of my relationship with this person and would
they understand what I was trying to communicate here so a good rule of thumb
is to consider where are the opportunities for miscommunication and
how can i address that one thing that we do in every day contour every day emails
a lot of times we use emoticons or other expressions to communicate you know if
we’re saying something in an email that we think well maybe they’ll take that in
our own life we might do lol laughing out loud but we can’t do that in a
professional email of course so we lose some of our tools but there are other
ways of communicating that you are making a joke or some like then you can
probably just kind of leave out the junky stuff anyway and it’s important
this keep the tone right emails are not effective at capturing
the tone and so you have to think through that careful you have to choose
your words carefully you don’t want to be two turfs you want to write in
complete sentences you want lie you don’t want to engage in chatty talk or a
lot of small talk you do want to follow the formality you know people really
don’t like it when they get an email that starts with a demand of some time
so start with dear mrs. Brown : thank you for your question regarding blank
and you’re placing yourself I don’t think this is brown formula
question that was a terrible question she sent me well again this is the way
that you’re able to smooth feelings you’re able to build relationships you
start with a thank you what you’re really saying is not so much oh I’m so
excited you sent me this question what you’re really saying is I acknowledge
that I received your question I thank you for putting it within my hand the
request is you mate and now I’m going to address it it’s a gracious way of
studying at the conversation I could have said this email is going to respond
to your question but is that friendly is that warm is that inviting no it’s not
I’m going to answer mrs. brown’s question online as well engage her in
that process so she’s on my side after all for exchanging emails I’m staying
there put me in putting the answering your questions in I’m trying to
antagonize you so and take the pace the ways that you can soften the tone let’s
think about the limitations of email varies kind of talked about this earlier
that and am I asking email to do too much they say you’re not going to be
seeing a lot of emails in your professional life and your personal life
of course you’ll probably be seen a lot if you ask email to do too much it’s not
going to work out so you have to be realistic about what it can accomplish
and what it can do you might start writing an email say okay this is just
way too complicated for an email and then cut and paste it into a letter and
start working from that perspective people do need letters different than
they reading else because they’re expecting something casual and not too
serious in an email they’re much less likely to carefully parse the language
and really you make sure that they’re understanding
what you’re going to say as I said before it’s not a good way to talk about
complex issues often I go I talk about sensitive issues there’s an old joke
about the person who broken up with his or her significant other via email we
all are kind of a part of those kind of jokes like surely no one will break up
or give another via email or effects the morning is you in here well you know
sometimes people do that that’s not the best way that’s not of course I can
certain religions may be no care but it’s not the way in a relationship that
is going to continue in some way to handle that and if it really is a sense
of the matter for example let’s say you lost emotion and the price I can be
happy but you might be just as well an email saves me an unpleasant
conversation or the email gets the information the client as soon as
possible I guess there are times where that those are might be overriding
considerations but usually having the conversation you can set it up you can
start by saying hey Bob I’ve got some news to me to share with you
unfortunately was the meet listen the news that I hoped I would be able to
give you you’re able to participate in hand Faro and make it we were
disappointed you and I together are disappointed in this and you can talk
through well this is what happened you can answer his questions you can talk
about well you hear the next steps you think you can do this what you want me
to do and really build that confidence back up and your skill set the email
isn’t going to do that the person receiving is going to thank you charging
me I’m not all these questions but I don’t want to type in that an email I’m
the one who has to call and start this conversation that’s not very fair so you
can see how most of the times if you’ve got bad news you’re going to want to
call and you’re probably even going to less than a few moments considering
that’s the way to have this conversation well how should that dialogue sound
you’re not going to be able to control at all but you can need to start the
approach and think about the central things that you want to for example you
might want to think through what are going to be my recommendations going
forward what are the options what are the pros and cons of each options how
can i defuse the situation is there a positive aspect to it that might not be
obvious to a casual observer okay here are some two good questions that may
help you decide whether emails are the right when you go if you want a response
will the recipient you’d be able to respond to your email in three sentences
or less if they can this is good so if you’re sending someone any mail that
goes can you meet with me tomorrow at 10 a.m. in my office that’s a good
we need to want to have all the formatting but it does the question that
you want to that’s very easy to do an email converse you can say yes or no
right they say now ideal and you might want to have a thought question if not
what would be a good time for you this is worse because they know but I can
meet eleven okay that’s a showmance but if you say to me like thank you for
meeting with me for three hours yesterday please summarize what you said
no that’s not reasonable and that’s not a good approach for any male match so
three sources or less is a good rule of thumb if it takes more than that if I
need to have a face-to-face meet or a telephone column reached the next one
have I include all of the information the recipient will need anticipate the
information is you will need if you are doing this say let’s say you work for a
defendant law firm defense law firm and your client is a corporation and so you
are calling an attorney or paralegal in their corporation but an attorney or
paralegal I have a docket of a hundred cases so if you had an email say I am
learning some information about that car accident office
well they may have fifty though and so they’re going to sit back there at big
would not be this law firm name and prepared guys remember it kind of it you
now have a hundred different law firms traffic up oh I see here from the state
of Wyoming okay well we have three taxes they don’t make it harder for their
person make it easy make it easy because that no more that’s the kind thing to do
but make it easy for selfish reasons easier you make it for them to respond
the quicker you’re going to respond to them will complete the response is
likely to be because the person has been wrong for you they recognize that you
made an easy for me when you make a child for you have no master Spencer
diminishes figuring out what you want you are what the case is they are in car
to go above and beyond as an instructor another thing especially if it’s an
important email is spend some time writing it if you think to yourself how
long do I think they were sipping this militate to respond you want to be
prepared to devote at least as much time to preparing it as you expect the
recipient to spend responding to it and so it’s sometimes a good idea specialist
is someone important for example so you’re here doing for a job or your boss
it’s not just a very humane thing or a client consider having another person
read it early system ohyou within that turn and privilege scenario from maybe
our paralegal or an attorney with the secretary hey with effective is saying
what I want to say are there any typos in is are there any things that might
have feelings and when the ambiguous that can be a good way
now of course you can’t do dishes every single hour email that your life is
spent in certainly after a while because in public a community where are you
ready you guys we met four times teenager public armor comments going to
do anymore so some alternatives would be for you to
get a work it up or work on some other manner for 30 minutes I have this a
saved document come back and then look at it with fresh eyes you may be on a
lot typos and other things that are clear after you haven’t visited break if
you’re thinking about sending an email that’s a little bit hot it’s a little
bit emotional that you’re a little bit steamed it for money there’s a good rule
of thumb to wait 24 hours if you can how are you fitting
you can’t send wait 24 hours wait at least some time and see if you know okay
about Michael back and you just don’t want to say some of these things but
maybe I can praise them in a little bit less of a contentious manner here are some examples of items that you
might want to assume the email that you might want to choose another mode of
communication let’s go through some example you want to remind a client
about a hearing date but that’s perfect for email so I’m going to lean on there
if you just client is forgetful and you really want them to be there you might
also want to call if there’s some of those interested in our regularly but
email makes a lot of sense in this situation you want to discuss strategies
regarding settlement offers well this is not a good email but for one thing it’s
such an involved topic that involves the back-and-forth give-and-take and it’s
just not conditioning and they certainly you can send an email saying we need to
talk about settlement what’s a good time for you that’s very perfect on but
actually having that it’s probably going to be either a meeting or a telephone
call even a letter isn’t going to be a good mechanism for that because there’s
just too many variables let’s say you want the client to call you one email
makes a lot of sense you might also only the voicemail them
because in most cases if you want somebody to call you you probably tried
to call them first as an etiquette thing if you want to talk to somebody you
probably ought not be saying to them will call me you know I would call jiva
go and call me so you’re probably going to want to call them maybe it will leave
a voicemail and there are certain sensitive matters it might not be
appropriately enforced enough for but an email saying hey I tried to call you you
were away from your desk and so please call me at your convenience so there’s
one ask the client if he or she received your letter again email is a very
appropriate way this is one of these ones that you want to be careful how you
phrase it because kind of system there maybe you’re asking because you sent
this letter two weeks ago and it said please contact me immediately and you
haven’t heard from them and so you really are trying to prompt them to
respond and maybe you think I love immigrants is a male image and so you’re
trying to light a fire on them that might be one situation those just wish
but I think you actually got lost in the mail or maybe I had the wrong address on
the run or maybe they moved and so you really are Sun sure if they actually got
the letter and so those are kind of two different
meanings associated with it but imagine if I’m the client and I really didn’t
get your lawyer euphemus are saying dear Sally I sent you a letter two weeks ago
and I have not heard from you yet and yet I tend to miss person that you
contact me immediately what’s going on with you even see them I’m going to be a
little bit of an orange especially theremin all harmik sucking at me with
no I never got whatever it is they say I should grab much I just I’m going to be
defensive I’m going to be somewhat annoyed with them offer we’re not going
to start on the good track whatever it is the law firm wants me to answer wants
me to do I’m not been excited by doing fun but if I approach to prospective it
you know dear Sally and just wanted to touch base with you I’ve got some
questions you may recall that I sent you a letter a couple weeks ago and asked
for your opinion about this particular matter
I hope you got the letter but I recognized mail can be crazy please give
me a call at your convenience so we can talk about this
this kind of time-sensitive matter so if you call me today I’d really appreciate
it thanks so much from the river that would accomplish the same thing and
probably make it more likely that I’m going to get a positive response I’m
gonna be able to make that a little bit shorter but I’m anticipating how my my
tone or the way I write it can lead to misunderstandings criticize something
that your client did okay definitely not an email or letter this is going to be a
telephone call or a meeting if you feel like you need to do a letter and maybe
because that whatever the client did was really really shocking and you have to
get this we have a permanent record you will definitely want an in letter format
not an email form it forward a legal bill to the client you’re almost only
going to do this in letter form now I suppose that the client is say away from
his office and just can’t review his mail you might want to have that nice
letter but attach the nice letter probably scanned with your wet signature
but at least have it be nice nice looking regular letter of our letterhead
and you might attach that to me melted urging that they give it right away you
are not going to want to send a bill as a casual email item because number one
it might get lost could you come up a pretty mess like that seriously and
number two it doesn’t convey kind of the formality the seriousness that you would
like to have associated with ago next one is explaining your clients position
on the particular legal point to the paralegal for the opposing party um this
is probably going to be best done in a telephone call
since it’s a paralegal to paralegal if I’m not going to have a meeting under
these circumstances and you’re probably not going to lock yourself in to an
email or a letter because as soon as you put in an email or let’s say and you you
missed a nuance or a nuance develops later on that you weren’t aware of at
this time when you’re having a telephone conversation must they’re taping it or
something whatever you say you have some little River back and if something will
you said in that conversation well that’s not how I recall that it happened
or there were developments at the site I see – your question is that there were
developments after that so a telephone conversation is going to give you more
ability to finesse changes in position or subtle variations on position you
definitely know it’s during email of course you might send an email to the
paralegal thing you know let’s chat about this over the phone and so the the
email might be an introduction of conversation after a telephone
discussion with a court order forward the order to the client now this is fine
this is good to email this because you would attach it as an attachment to your
email you’ve already talked to the client client knows it’s coming those
with a border says you’ve already discussed whether it’s a good thing or
bad thing what the next steps will be but the client actually wants to see the
document perfectly reasonable you could stick it in a letter but that’s going to
mean that the clients not going to get it for a few days so a mailing it is a
very effective use of email and keep in mind as long as you’re just forwarding
it to the client with just a attach please find the court order dated June
14 and there’s no attorney-client privilege awaiting the court order is a
and public record okay good good use of email okay so we’ve decided whatever the
issue is that we’re working on that we are going to use email and now we’re
trying to assign what do I need to add to my email to protect myself there’s
always risk for social using email and what what do I need to add that’s going
to make it safer well the first thing which is fortunately something you’re
not going to worry too much about is that your federal we’ll probably have a
footer on your emails and also in your facsimile that has some language and
it’s going to be part of your signature block which automatically on every
single email that you sent and I have here an example of one of these there’s
tons and tons of variations of this this is actually an example from one of our
readings for this unit so it will be something your teeth if is in for the most part once you’ve
had this on your footer you won’t even think about it being there because you
know unless you go back and with the emails that you sent you won’t even see
it when you actually hit the send done you can only be attached after sent but
there could be some times where you decide I want to disable that footer
maybe it’s because you’re sending an email to your significant other via the
company’s email system and you don’t want to include that on there so you can
disable in that situation my only concern about disabling it would be we
have to be sure you turn it back on and if you’re back to doing some illegal
work that you are being paid for so under those circumstances it’s fine to
disable it but you have to have a really careful system that’s going to make sure
you put it back on because again when you gets in you won’t see the footer
being there so if suddenly you don’t have it turned on you won’t know that
it’s not there so it’s usually a better practice just to leave it on even when
it’s not work or peace you if you decide on a particular work document that you
want to turn off the disclaimer or whatever those offenders that show off
the music I recommend that you talk to the attorney musician her blessings upon
you doing there again this is the safest policy for you to have returned my
lewicki maybe gives a very sensitive issue your courts imagine and the claims
going to see this disclaimer being more angry maybe there’s a reason to turn it
off under certain challenges so that should be a very rare situation
I haven’t reflected before you do that this is TV was another one of our
readings is um this is a suitor from a law firm from Australia and they don’t
have a sort of butter’s of disclaiming footers by the lion are ubiquitous with
law firms a law firm Sabbath but this law firm has this as your footer we do
not disclaim anything about this email or quite proud of it really so you can
see that’s a different take on it I don’t think by your attorney it was New
York is likely to find this amusing disclaimer non disclaimer I guess
they’re probably not going to say yeah let’s start adopting that Karloff
a little-bitty what do you think – Sonia butter for you to offer okay so that’s
an automatic the footer that you’re going to put on all of your emails going
out you’re going to put it on how many first day and then I’m you almost don’t
think about it I’m you’re also going to have some type of disclaimer like that
on the facsimile for mutations but let’s talk about when you need more than that
or may even be your firm policy to do more than that and the two big places
where you can add more stuff is on the subject line and in the body and the
email now you may think what do I need to do more than have a disclaimer in the
footer well the reality is none of us read the disclaimer in the footer and so
honestly we’re attaching it and really not going on a very effective way of
accomplishing it because what we’re really doing say is I want to be covered
but I don’t really expect you to read it and that’s not going to get you to find
the law another problem with the footer is that in order for me to get to the
footer I have to read the whole note do many of the disclaimers you’re designed
to help in a situation that you sent the email to the wrong person well if the
person gets the email and reads it and now they’re to the bottom where the
disclaimer comes up another sign saying oh okay or sister do this well guess
what they can’t have unread what they just read so if you really want to stop
information in your next question you have to have been to the beginning you
need to either have it in the subject line or before any other content is
available to them in the document so for very very sensitive emails you shouldn’t
be feeding them very often that in that crisis situation you know your client is
you know in a remote location and the only way you can reach them is by email
this can be a way you can see here that what we’ve done is we’ve taken the Rae
line and we’ve said what it is motion for summary judgment and then we put in
parenthesis privileged and confidential attorney-client communication and
attorney work by this by the way is a very common way of things you’ll see
stamps and law firms or footers and lots of documents that have this language or
something very close to it so if you put this in your
subject line and I get it I’m reminded as a client I’m Ramon oh yeah this is
kind of important stuff and it might also help remind me don’t forward it to
the world and if it says to me accidentally I’m like I might get with
some magician marching this cool I think I think that person send it to me an
error I can not open it no I’m really not going to open it maybe I will open
it but at least I knew I wasn’t probably supposed to open it so thus everyone can
be a good tool for doing this but of course it can make your spreads your
subject line super super long and so that’s a balance that you have to
consider sometimes if your subject line is very long and the recipient will only
be able to see the beginning parts of it so they might not even see until they
open it up the entire subject one and if you had your disclaimer first if I put
you know privileged and confidential before motion for summary judgments the
person receiving it doesn’t me know what I’m sending about they know it’s
privileged and confidential but they probably say to themselves like I
figured that happens from my attorney so horses attorney-client communication
but I don’t notice about the motion judgment and that so it’s not a very
effective rating line for the purpose of communicating what the emails found okay
let’s go to the body of the email you know we’ve included it included this
disclaimer in the Ray line or maybe we haven’t but you may want to put in this
document some type of disclosure now you might even put it before you
fade your Bob you might actually stick this up here just a reminder to maintain
the special privileges of attorney-client relationship you should
not for this you emails from our law firm others or discuss their contents
with others you also should not cc or BCC others on email situation to the
firm so for the right client you might want to have this leading up here even
before you get to the name so that they will be on notice and will be in a
position to hopefully remember that going forward now so you can have it
before then you could also have it after the dear Bob or perhaps after an
introductory sentence that says this email is about promotion BJ doesn’t
really go into what the content is I chose in this case to put in the middle
because email that people haven’t expected expectation
that is that there may be short to the point and if you have a lot of
disclaimer language is beginning and you’re frustrating people maybe this is
stuff that should be in the footage send this piece in this is said I’m not
supposed to have to be me so why are you putting it on top so you do have to
consider kind of your expectations of your recipient so I put it near the
bottom in the middle but near the bottom after I give the news this is what I
want Bob to now and now I’m going to remind him now shows and others and then
I close with a closing sentence and I’m saying
sincerely sincere / paralegal and for sheriff I was going to include a
paralegal it’s probably going to be in my footer which is probably going to
have a signature block that is a more formal one but I want to have it if I
don’t have it on my further I want to have it from sure and the email in
action send out in the shuffle now – let’s go to the next slide
how should I write to the email message okay so here we’re going to get started
on the specifics of the mechanics of doing this and a good tool for you to
have especially if these aren’t skills that you’ve developed yet is to have a
checklist legal professionals routinely huge check those for lots of purposes if
I am preparing the divorce petition before I cover that with my client and
certainly before I file it with the court I will have gone over the
checklist that I have to make sure it has all the parts that I need to have
and my checklist will actually be longer than what I actually put into the
document because as I go the checklist there will be some items that they ona
don’t need that in this case or others okay so we don’t need any disaster or oh
no this aspect it doesn’t apply to this particular marriage and so I’ll know
these certain things as we know don’t have to do that here but at least I want
to ask myself the question that’s something by the way that surgeons do
that all kinds of medical professionals do is a smart way relying upon our
memory is not the best way of ensuring that you know this is done having a
checklist is really really helpful so think about using some of these things
and kind of each slide is devoted my final slide I have two bolts on but both
the slides are devoted to kind of ones one particular issue
the restaurants begin row by being transparent and you want to have a ray
line that is meaningful to the client you want or to the person teaming you
want to make it very easy for that client of that recipient or whoever that
person is to get what you’re going to be talking about um another best practice
based and limit yourself to one topic per email since you’re not going to be
sending a ton of emails that’s pretty easy you do I was at a student who sent
me an email and in the email which was well over a page long she had two
primary topics that she was talking about perfect off main topic she says it
and then about ten minutes after she sent it she sent me another email and
the subject line was please disregard the earlier email okay well I actually
open the earlier email I saw how long it was I said am glad I can short this one
you know save me some time and she obviously found that whatever mission
she did I had actually really really email I kind of scanned it and then a
few weeks later or maybe a few days later can’t remember she contents just
well there was a volunteer attitude well why am I on the list of volunteers
and I feel you know during this time Sally you didn’t actually volunteer and
I’ve already filled all the spots I don’t have an option from Jeffrey this
time maybe they’ll be another opportunity but I challenge here yeah I
don’t have a record of it I said you needed email it to me channeling
volunteer if I did and here’s evening that he sent in with a long email one of
the topics that she had in your email for their like to volunteer this but you
told me to destroy that email and so if I was aware that you had mentioned email
I assumed you’ve decided if you it wasn’t a convenient time for you but
that’s not letting in well that’s what you said so it’s best to have one topic
per email so that you can be sure that that you’re not um you can have a simple
and that’s meaningful and you’re also more likely to get
the information that you need if you have requests to anything’s an email
you’re really giving the recipient the opportunity to not get to what you want
the recipient may pick the one question that’s the easiest for him or her to
respond to and ignore the rest of the question you don’t want to do that so
try to stick to this rule if you have more than one topic make sure that your
subject line is adequate for that and make sure each topic is merely reforming
which you can only in the recipient can answer the question one or two questions
and in some case it may be better to send even if it’s Vince apart a couple
of different emails that list both topics and so that the writer can
compose to sought someone that composes watch the other I’m not self Elfriede to
because it tickles they’re different matters you may want to file one and one
case from the other in the other case file ok I’m going to go ahead and clean
this awesome she’s got a little bit here you
okay and we are now um going to go the next one in opinion
okay and the septic lines also click client identification information to
help you and the recipient easily file it you’ll see in one of the articles
I’ve posted that the the individual who is in health council so he is in a world
of client when he hires a son law firm the outside law firms will identify
matters as heat and company was a on the a on that well course the the
attorney who works for them goes well every matter I get the a on definitely
my company what would be helpful for me is to know you know whether it’s you
know Baxter versus a on or Baker versus am so what I really want is not the a on
part but the other parties part that’s the part that helps me file the document
so consider that especially if your client is likely to be getting multiple
pieces of information regarding different cases of different legal
matters have it be an identifier that makes sense for you and a on probably
does make sense to look to the outside counsel because they maybe only have one
a on case so immediately they know which one it is but consider helping
especially when it’s your client consider helping him or her manage to
the document so it’s good to have an identifier yeah I understand another
reason why outside counsel would only just say a on matter that is the subject
on this short and if you have to spend a lot of space describing what the matter
is and then what you want to talk about
really do you have enough space to do all that and so there definitely is a
ban on to consider when you’re talking about these matters
not I think you’ll imagine being crazy okay um yeah and so had that client identifier
many times you find in a law firm that they will have a file number so let’s
imagine for a second we’re representing a on in matter well we might have them
identified in our documents and a on one two three that’s our file number
again it’s not going to help a on because a on doesn’t have the same
firing system we do so that can help you file documents and of course if you
haven’t such as find that kind of a good thing but and keep in mind there’s a
relatively small amount of space and it’s if you clients you may not have the
luxury of putting all the information you might like if it matters
urgent it’s a good idea to communicate that in subject line this is a very
common thing that I do with looking because of the volume of email I get
these emails I get our professor thanks for writing that letter of reference for
a professor a good class today or professor going to have to miss class
next Tuesday because I have a dentist appointment a lot of emails I get I
don’t have to do anything right there just kind of fi out of touch stuff and
so if I get any so when I go through my emails in some people it doesn’t say the
house is burning that I need help right now I am NOT going to jump on it I’m
going to jump on the way you are you most likely to the urgent and so again you don’t want to abuse
this if if you constantly send emails to people that say urgent well it’s like
the boy who cried wolf but so if you you want to choose your fights to choose
your moments use it rarely that when use it use it clearly and a good way to do
that would be to start with the word urgent in your subject line or market is
a high priority some email systems allow you to designate that way if you’re
emailing out of your own company’s email system though that the marking may or
may not be carried over into the new system all caps can also accomplish that
but you probably don’t want to help a whole subject line meal caps because
it’ll a that deletes the urgent message and maybe the writer’s thinking oh he’s
just a gasps blows this whole fuck is life that’s just as practical no but if
you capitalize one or two big words for example urgent or ASAP or something
along those lines then that communicates oh yeah this is something out of the
ordinary I need to pay attention to that and you might also say response needed
if you tell that they’re the the reader then this not FII this is not I just
want to let you know this if I need something from you after you get this
that can spark somebody paying a bit more attention to than that and when we
talk about classes here’s some suggestions when you are doing in a
classroom always be sure to include the course and the section and I this
program and blessed with having lots of students take multiple courses with me
sometimes in the same semester sometimes it’s another semester and it’s very easy
for me to forget a Sally in my federal civil litigation this semester or was it
last semester or I may no solids taking a few courses in mine but I can’t tell
by off the top which one it is oftentimes my head so in when she
includes the information including a section number it helps point me where
I’m going if you’re emailing me as a department chair and you’re complaining
about an instructor or some other thing that’s happened
you know you’re asking me to do a lot of footwork if you don’t tell me which
course it is and in structure maybe teaching several courses or suddenly
tell me what the instructors name and they they just tell me something general
like it’s an LG la course well you know I need more information you aren’t
helping yourself if your goal is to communicate information to me so I can
solve your problem make it easy for me to get that information make it easy for
me to help you that’s in your interests right okay so be sure to include the the
information about the course and if it’s this is an example of that informations
you might have in a course and I like to have to see it in septic line you know
if this makes the line too long you can have in the first sentence of your
actual email and there’s another one here Smith Jones corporation need to
schedule a meeting so it tells the recipient this is what the matter is
about and this is what needs to happen then here’s another topic Smith Corp /
widget LLC contract negotiation with direct so so apparently this is some
matter that’s going on and you want to update the client or perhaps someone
else then I have this urgent Daniels probate matter need information for
hearing today so I’ll communicate the urgency in there and I need some some
particular feed feedback from you zippe okay so we talked about a subject line
and now we’re into the real email message the first thing you want to do
is to greet the recipient cordially and professional now if you’re sending an
email to your best friend you should music another you might just start by
saying one in red inner or let’s see that movie but when you are emailing
somebody in a professional context guess what you are going to need to say dear
simply someone : now if it were a letter you’d want to
say dear Miss Smith or dear mr. Brown and miss green or dear professor Smith
those would be good ways any formal letter in an email it is more
appropriate sometimes to use a first name – first names here and there isn’t
a hard and fast rule in this situation if you aren’t sure if you think that the
minister missus is more appropriate for a certain is and that only misses a
mushy and then that person offers the mrs designation and you ought to you
know if you sit if you’re on the edge not sure which one you use go with a
more formal but you will see people send a special email in different formats you
might see someone start with hi sue or hi Susan
or you might have someone start with hello I prefer dear she said dear Mary :
and if you not the comma but the : the commas signals this is this is a chatty
little personal email if it is a table person a little great news to come but
when I see a comment I take off my professional hat okay for Chetty
we’re having a conversation when I see the Colin oh I’m in my professional mode
it’s like a little lights goes off in my head one way or the other so you will
see this and if you are attorney or your boss it does hi Susan or does hello
instead of dear then you may want to adapt to that but if you’re the attorney
to whom you are assigned rights and emails dear such as such : and that’s
what you’re going to want a model and I recommend this be your default setting
especially when you don’t know the preference and certainly when you’re
talking with professors here this is the way to go dear professor Green : then
start you let’s see any other points to talk about
with us I think that pretty much concept menu you will want to do hit enter
button and start the text on the next line and make it look attractive okay
now we’re going to put the email in context so the recipient testing the
subject and they’ve probably seen who has sent them this email but now you’re
trying to set the scene you’re trying to basically this is your opportunity to
say this is why I’m sending this gene and maybe it’s something you don’t
really want to put in your show decline and so you’re going to want to put it in
context the first thing you’re going to want to do is tell the recipients who
you are now if you are the recipients paralegal in y’all talk once a week
that’ll last six months in order to be ridiculous for you to start saying I am
Sally snip , the paralegal of fun to your face period that would be weird and
awkward there’s shipping be like a question
anymore when you joining us but if you are not certain that that person has a
little familiarity with you maybe they’ve met you before maybe even more
than once in a long time it may be a good idea to remind them especially if
your email address doesn’t communicate who you are but they your happen to be
using a for example you’re not using your cougarmail email address or your
cougarmail agent mail address has a different surname then the name that you
go by now those can be two times where the recipient I want to lose this person
I don’t know this person now I do now they tell me email okay so you want to
begin by explaining who you are here is an example of an effective one I am a
student in this particular class or I am calm the paralegal who works with
attorney and they end up green again you’re going to skip this if asabi some
of the circumstances that the person knows who you are even though there
might be someone on the context for them okay so you’ve explained as you have a G
here I’m sorry if you have a typo every windows typo certainly I am not
mean to it and I apologize for that okay you now you’re going to explain why
you’re emailing I like to have my first sentence my I am Tom they aren’t
currently going to do I’d like to have that be its own sentence and then the
next sentence is I’m going to say why I Tom and emailing you now you may say
that you tell those letters can’t be one paragraph unless they’re the final
sentence in the letter that is true the letter was an email that roll is relaxed
you can have one sentence paragraph in an email and in fact I think they tend
to be quite effective because your email is going to be very short and your email
is going to be designed and make it tremendously easy for the reader to read
so you want to probably have more paragraphs you might have every sentence
be a paragraph just for the ease of reading but you don’t have to I mean you
may decide now I can start by introducing myself again and then saying
all my purposes in one paragraph that’s not wrong but if you decide to break it
up into two periods that’s often fine and if you haven’t already communicated
urgency this is now the time to do so you’ll want to say it’s urgent that I
get this information from you please respond
as soon as possible and ideally if it’s earlier that you set a deadline for that
email paragraphs usually going to be very short one sentence are fine there
is an example let’s say you need some information from the instructor you’ve
already had a septic line that makes that clear you could find the courses
you’ve told the instructor who you are from what kind of course they read for
the next one please let me know and I can meet with you to discuss chapter 14
I have class during your office hours that I can meet meet between 1:00 p.m.
and 4:00 p.m. on Monday and 2 p.m. and 3 p.m. on Tuesday so I’ve explained what I
need from you and I have started a conversation I don’t think I’ve ever
gotten email – left I have gotten emails that people have fully explained that
they need to meet with me and they tell me what I need to meet with me about
I’ve even had emails where they said to me I can’t be OC during office hours but
I don’t think I’ve ever had anybody f-cell turn your time notice because
they feel that forward of them to do so or not but it invariably it won’t you
can’t meet with me during like during my office hours so obviously we’re going to
have to come up with some other time to meet so often that kind of thing what
are three times that you are available to meet and then they will come back
well three times and then I’ll say what’s time to request for me and then
we’ll perhaps get something going but you really don’t want to have a ton of
back and forth especially if you need to get the information because that unof
back and forth with emails means probably thinik optics present in a
couple days to get it all resolved so the more effort that you can make up
front to anticipate the questions I’m going to ask in a quiet way it’s going
to get us there a lot quicker because now I’m going to be able to respond it’s
missing well I’m available at 2:30 on Monday so I can email that back and say
please confirm that ty works for you I’ll see you then and then you can just
respond by saying yes I will see you at 2:30 p.m. in your office on Monday and
we’ve done it by having only three emails were able to accomplish that if
you had suggest at the time we would have probably needed at least two more
emails in that pattern that cause of our email systems fun goodies you time page
another one I am emailing you regarding the Smith & Greene case and I might have
wanted to go into more specifics I’m not sure this is the best one what aspects
the case you emailing me presumably my subject line has already told you what
I’m what the matter is but it’s probably a good idea to to provide a little bit
more detail so I would say this one is it’s the best here’s another one there
is a significant development of case it needs your immediate attention
maybe this is the second one after Smith’s big green case so this kind of
sets up hey this is urgent need your help right now so what is the next thing we have
crafted a effective subject lines are a line we have traded and appropriate
salutation we have already introduced ourselves if
we need to we briefly described a subjective now we are into why we sent
email the actual the actual body of the emails or again
out this can be really brief it can be one second
it can also be longer than one foot there is no need an email to be chatty
you’re talking from your phone you’re probably not going to cut to the chase
in the first and second but an email that’s fine you probably want to avoid
those chatty stuff if you are sending an email and you may also flush out the
document with a little bit longer than you otherwise would you know and have a
lot of wonderful paragraphs of pressure for as you think in the more senses
maybe adding some filler to make the letter look more substances shows it
looks a little bit more professional but anyway you don’t have to bluffing but
even though or you aren’t there if you need to show a lot of information if
you’re finding that this is three and four paragraphs long
and this is something that needs to learn something that doesn’t mean you
know or needs a meaning so that when you say please call me or I will call you at
this time unless you give me a better time to call
if your email has more than five cents as you probably should or go email and
write a letter now let’s say five sentences after your first two students
is we introduce yourself and you tell them the topic so you might have up to
seven cents if you find that you have more than that that you need to say it’s
really too complex of an idea for an email so that’s when you say hey can we
talk and maybe have the conversation that point or put it in a letter and
okay so now we’re up to the closing you want to close professionally and
cordially and when you use the same clip you can use the same closing that you
use in your letter probably you can be using very truly yours or sincerely and
but you don’t have to are those lots of other closings that are perfectly fine I
usually use regards tremens I’ll say best regards I will send them say best
wishes also don’t say thanks those are common ones I very mind depending upon
the situation if I’m trying to create goodwill but I have bad news to share I
might say best wishes if I’m expressing condolences or trying to empathize with
somebody’s circumstances I might think ice wishes if I am my standard closed at
least when I was practice was thanks that’s what I closed with in in May I
may not even ask them to do anything but what I’m really saying is thanks for
reading my email thanks for that did you know following through with what I put
in front of you and that can be a good way of doing it it’s certainly not the
only way that you could get the thing about an email a closure is it doesn’t
have to be the same every single time unless your firm has a policy about this
you are probably going to have in your footer an automatic signature file you
have that disclaimer on your footer but you’ll also have a set um just a change
your file that will come up and it will probably be a fairly formal one so
probably have read from the years Mary Smith paralegal
what’s this and just because you have that automatic
signature phone that’s definitely going to show up it doesn’t mean that you
can’t also have a more informal closing so you can have a more informal closes
thanks Mary and you don’t have to say paralegal at that point you don’t even
see what I’m saying because you know that your foot is going to pop up until
right below your thanks Mary you’ll have that very truly yours Mary Smith
paralegal and then the disclaimer and say so don’t think because you’re not on
that figure to file you can’t use a more casual and more warm closure than the
one that you have in fact I think having both is kind of a good mix
you you do not want to have in your signature box any deep funny spiritual
things or pictures no need for any of that and they can be offensive and even
if they aren’t offensive offensive to the person receiving them they can make
you seem a little foolish and maybe a little young or prep signature so just
leave that out if you have things that you like those are things that you might
put on a towel and you’re posting your own home or press even post in your
office but in your signature blink if that’s your job to move people to tears
or to make them laugh your job is communicate a business message I’m so
hear examples of course you have these in three lines very truly yours comma on
the first line the next line Mary Smith you wouldn’t actually have a comma here
here’s your going to put paralegal on the third line if you chose to only do
it with two lines you would have a common you have Mary Smith comma
paralegal on the same line you don’t need to have a extra space between very
two years and Mary Smith unless you choose to use kind of a cursive font to
kind of fake a signature that you might have done in life signed so you’d have
very truly yours comma next line you have a courtesy cursive like signature
the next line you’d have a normal font maybe tried to Roman and font for Mary
Smith and then paralegal so but you don’t need a space there because you’re
not actually going to write your name because you can see the space for that
and same way you’re sincerely comma next line Dan Davis
next line paralegal or you could have Dan Davis commentary on the same line
then use goes forward along the same line type of Wes
you okay here are our last two items this is
awesome almost last two substantive eyes eyes I
guess is maintained a professional time what I’m getting at here is you need to
use correct grammar you need to have correct standard spelling I’m you should
only use and abbreviations assume your punctuation see you shouldn’t use the
number four to mean four you should use things like lol in a
professional email honestly personally things to your friend that’s fine you
want to avoid flying generally and I think that contractions are not
appropriate in business letters but they are fine in an email you might find an
attorney to disagree but that’s a different difference in opinion there so
you do have to think about your writing it’s not you don’t get a pass because
see me yes you will send emails I have typos in them and you’ll be mortified
you will send emails that there’s a grammatical problem and you’ll be
mortified and but it happens but you wanted to happen the bare minimum of
times and that’s one reason that you have to read you read and very likely
use some kind of a spellcheck or grammar check on dreams you want to avoid things
like jokes sarcasm or silliness and for one thing is that that kind of content
is going to make your emails longer and you don’t want them long number two
emails tone-deaf so that funny joke that you’ve had and
really makes you feel very strange because the person isn’t sure whether
it’s a joke or whether your figures and then on how to respond haha
or I’m so sorry to do that you know maybe if sarcasm has the same problem so
don’t do it just leave it out if you’re a funny person or a sarcastic person and
you want to share that in live conversations go for it but in email
don’t put it in there also avoid exclamation points outside I would say
probably don’t use them in professional writing I actually did use them not
infrequently I found it a way to kind of lighten the tone sometimes encourage
people things like that but I probably use it more than I ought to have and
certainly when you use it you ought to think yourself why am I using it why am
I not using a period and you ought to have a reason and it ought to be a
reason that isn’t about telling a joke being sarcastic or being silly if you
choose to use an exclamation point on these one there’s no need to use more
than one it doesn’t make it more exclamation X
inventory inss and learn also don’t use more than one question mark also not use
a question mark and an exclamation part that doesn’t make any sense in a
professional you know and then finally proofread your work you’re going to want
to look for missing words you’re going to look for type of where you might have
reversed the digits on a number or something along those lines they’re hard
to find your own typos and that’s one of the reasons why it’s useful to have
someone else review your work if you spent a long time on the email you may
have found that you move stuff around that’s great but you worked hard on it
that’s wonderful but you have to be especially careful when you’re proofing
that because you may have inadvertently left in a word that makes sense in the
initial version so definitely since now and it’s really hard to see that word we
aren’t expecting it to be there to read it 20 times and never see that word
that’s really out of place and it tools like autocrats are great for emails but
they can not be good we’ve all seen on Facebook in other places with jokes
about how other product has changed an email or and I am for some money a
texting somebody that results in some kind of embarrassing situation so and
maybe you go to turn it off or if you use it you need to be sure that it’s
being used appropriately and that you’re making sure that any changes it makes
you’re approving okay so right for the final slide here
pause the force indeed especially if it’s an important one
especially if it’s an emotional topic you want to think carefully before you
city people don’t invest the time they ought to mean it they treat it more
casual as an analogy don’t be one of those people you of course want to check
it carefully for errors but you probably are going to want to check up for tone
and when you’re in mr. writing it and you hear your own voice and so you are
animating it with Atonement you want it to have keep in mind that that recipient
isn’t going to be hearing your tone in their ear they’re going to be hearing
their own tone if they’ve had a bad day it might sound wrong to them another
thing to think about we haven’t really talked about this issue yet is who
should you cc or BCC um if some is a good practice to cc or BCC the attorney
but I would say president scientists to cc or BCC D term you have any
correspondence in the face something you’re quite I don’t want to talk to the
attorney about those concerning they say I don’t want to get 15 extra emails a
day so there’s a certain second good I’m feeling to comply with this request or
her request but it’s a good way of keeping the attorney informed it’s a
good way and complying with with your needs your elite me is the oppression to
beginning guidance right here so these guys are doing an email that’s wrong you
can set up you’re not doing it that way let me tell you how we’re handling this
matter and they need to correct it in there are such enormous sometimes it’s
done that the attorneys CC and sometimes he or she is BCC again I will talk to
the attorney to see what their preferences are another issue is whether
you want to fee fee or BCC the current then this is a good isotopic shucks
attorney both a global terms can see if you like the client only be covered with
the Berk you see or DPP but then some of them specifically she’s the attorney may
have a general rule of thumb yes we do or there we go but there may be a
particular client that it makes sense to Larry that classic example if you have a
client to you is especially media whenever you see feeding them on it they
will be calling you saying tell me what’s happening
well that’s not very constructive for the office and so that person who might
be familiar to only see female new contacts you might have another person
who’s told upon told the attorney I want to see everything that relates to my
well then of course you’re going to be being with you keeping him or her on
everything so there could be their friends the standards or different
decisions based on certain changes let me first explain what CC and BCC are and
always talked about this in the context of letters it works the same way done
with email if I BCC somebody and the BCC this is one difference between email and
letter so in a letter most of the time although it doesn’t have to be fix this
as usual most of times all of the BCC all the people who receive the blind
carbon copy know what the recipient got no and though there’s a CC got that but
most of the time the BCC’s also see all of the other BCC so let’s say I BCC Mary
Larry and Harry well Mary knows that Larry got it and Mary knows that Harry
got it and so Larry knows that Mary budget is Harry and Harry knows that
very later you got it they mail know about each other with emails that’s not
the case so if I and BCC don’t email I know what I got I I know that I got it
obviously I can see who a CC done it I can save lives in English India but I
don’t know if I’m Mary I don’t know if Larry’s that a BCC or not I don’t know
if Harry gotta be 50 or not so that is I guess a technological innovation with
respect to the email if you hit reply all and you are the CC or in the true
recipient and usually the BCC’s will not receive a copy of it if they are kind of
cut off from your net transmission it’s good to know how your system works to
confirm that the case or to make sure that you’re not the importantly easy
seeing or sending copies of people that you don’t know that
um just the cinders and any BCC or CeCe’s
email address at least twice before sending and again be sure that the
autocrat is not in the consciousness Bri it’s better in my opinion to since the
wrong to send it to incorrectly type it into inadvertently into wrong address
because if you incorrectly type it it’s going to bounce back you will get a note
saying hey this wasn’t receive other city so then you can fix it but if you
Center the wrong recipient you won’t ever be told and that wrong recipient
receipt of that matter may be something that violates the attorney-client
privilege and finally file you’re sent email appropriately you may have email
folders to file in you may have some kind of document management system that
you’ll be allowed to transfer to transfer these into some type of file
you may your law firms use to print these up and actually put them in a
paper file but whatever your system is be sure to do that into the file and
state if you have any questions about this topic please feel free to email me
but obviously don’t follow the procedures we thought through that and
if it’s a question of general interest I’ll probably post it for the whole
class it is a question of particular interest and I can answer in 3 cents or
less I will be nice to stuff if you have a more involved question please feel
free to come to my office hours you may want to bring some emails that use for
usin pass and we can talk about ways that they could have been better
especially once approaching did in a working environment or more perhaps once
you did in the job search situation thank you for your attention
oh actually before we do I’m going to open up my desktop for just a couple
minutes and show you some additional tools that are available in module 12 you okay can you join my desktop and bingo
here we are in you go to learning module you on stage – I apologize it should be
effective email for fun reading this is the PowerPoint we have 10 tips for
emails of find reading be sure to read that articles about email disclosure
disclaimers for some examples of email disclaimer especially the specialist the
examples of being on the fringe this is actually kind of a funny article I think
you’ll respect and enjoy that and this one we actually helped this up so you
can see what it looks like okay what we’re looking for here is the
article our emails between the attorneys and clients protected by attorney-client
privilege we’re actually going to have to look for that
you you look here
section on page six looks like this page 2 page 3 page 4
page 5 oh here we go page fix our emails between attorneys and clients protected
by the attorney-client privilege this is going to have some emphasis upon
Michigan law I believe and you can see here you don’t need to read the part
that says right here that says implied warranty that’s not malicious you’re
going to read this column this column this column and then you’re going to see
that you need to go to page 2 to finish up your hands in newspaper space does
make you jump from one place to another row stream deal here
and page 10 in the final cleaning area so here we are on page 10 so you’ll want
to read its goodness he’ll paint is devoted to you and so that’s it so part
of page 6 and Alla page 10 will get you done now there is no assignment in this
unit and there is no discussion board but all the material in this lecture and
then the assigned readings are free game for on the final examination I certainly
don’t expect you to memorize case names and the holdings in particular cases I’m
looking for practical applications so very likely on your final exam the types
of questions you’re going to be asked or things like is this an effective email
one of the problems with it things along those lines a very practical approach to
how to email I am now going to in our lecture thank you for your
attention I hope you have a great

Author Since: Mar 11, 2019

Related Post