The subject of a letter is the purpose of writing. You must let the reader know clearly what you want to express and what the purpose is. If your letter confuses readers and makes them not know what you want to say, then such a letter is unqualified. Most letters tend to go to these two extremes in some places, but following the following suggestions can make your letters on the road to success.
Clarify the relationship between you and your customers. It is very important to let others know who your customers are as soon as possible, and it will also bring unexpected results. First, it will tell readers that your client has a lawyer. In fact, most clients want people all over the world to know that they have lawyers, so this will make your clients happy and proud. Secondly, let the reader know that you are not his lawyer. If you don't do this, people who actually don't have an agency relationship with you but think they have an agency relationship with you will sue you, so doing so will also make irresponsible senders feel a little relaxed.
It's really important to clarify the relationship between you and your customers. Section 4-4.3 of the Professional Conduct Rules of the Florida Lawyers Ordinance also provides that:
A lawyer shall not claim or imply that his handling is fair when dealing with the affairs between his client and the party without an agent.
Therefore, you should write "I represent _ _ _ _" in the first part of the letter. From now on, every time you write a letter, you should reconfirm the customer you represent and call it "my customer".
State the gist of this letter. Why do readers have to guess for themselves? You should tell me directly why you wrote this letter. Here are some examples of this expression:
"This article aims at _ _ _ _."
"This article informs you _ _ _ _."
"My client instructed me to _ _ _"
"This article confirms _ _ _ _ _ _."
"This article confirms that what we exchanged on the phone today is _ _ _ _"
If there are attachments in the letter, list them first. The list of attachments should be placed at the beginning of the letter, which will not only facilitate your staff to collect these attachments, but also allow readers to confirm whether they have all been received. In addition, in this way, readers do not need to find attachments in the full text of the letter, especially when the letter is too long, which is more convenient.
In order to avoid disputes about the attachments in the future, these attached attachments need to be explained in detail. At least list the names and times of these attachments. If the attachment has been registered and archived, the archive record information should also be listed. In addition, no matter whether the attachment file is original or copy, it should be clearly stated. For more information, please refer to the following example:
"The following attachment comes from your transaction on _ _ _ _ _ _, during which you bought a house at _ _ located in Petersburg Avenue, Florida:
The Real Estate Guarantee Contract was concluded on, and registered on the first page (original) of public archives in * * * * county, Florida on.
Property insurance policy, issued by _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Award StatementNo. 1 issued by the Ministry of Housing and Urban-Rural Development on * * * (original) "
Summarize the letter in some independent paragraphs. It is best to express only one independent meaning, opinion, viewpoint or concept in each paragraph of the letter. There are only four or five short sentences in each paragraph at most. If a paragraph is too long, it should be divided into several small paragraphs. Paragraphs should be organized in logical order. Of course, you don't need to write it all at once, you can write while thinking. In addition, try to explain the related concepts clearly in one paragraph or several adjacent paragraphs. There are several such examples in the appendix of this article for reference.
Adding a title to each paragraph and underlining it, just like adding a title to a news note, not only allows readers to browse the full text of the letter and decide how to continue reading and digesting it, but also allows you to find the content of the letter in the file and recall why you wrote it at that time.
Each paragraph can only be discussed around one center. The reason is very simple. You should have learned it in primary school. According to this truth, you should focus on the concepts or ideas you have arranged in the outline.
If this letter is sent to a client, some ideas that appear in the writing process should also be written down. Yes, in the process of writing, many good ideas often come to your mind, such as: some obstacles that may appear in the transaction, some things that may happen in the future, some things that have happened in the past, ways to make things develop in a good direction and so on. Although these ideas are not strictly legal opinions, they are best written in letters. Section 4-2. 1 of the Rules of Professional Conduct of Florida Lawyers Ordinance also requires this:
When lawyers provide advice to clients, they should not only provide legal advice, but also consider moral, economic, social and political factors according to the actual situation of clients.
If the letter is sent to a non-client, don't make any comments. This kind of letter only needs to achieve the purpose of providing information and making requests. In other words, don't give the recipient any legal advice. In the commentary of section 4-2. 1 of the professional conduct rules of the Florida Lawyers Ordinance, it is said:
In the process of representing the client, a lawyer shall not make any suggestions to the non-client, except the suggestion that a lawyer should be hired.
State your ideas and basis. Whether it is an opinion or a non-opinion, it is necessary to explain in detail the viewpoint based on facts and give the law on which the relevant opinions and suggestions are based. For opinions, (a) convention is to explain in detail the facts on which opinions are based, as well as relevant written laws and case laws. In order to avoid misunderstanding in the future, each letter will provide relevant basis when providing opinions or suggestions. Statement of hypothetical facts or corresponding applicable laws can not only let readers know how the author came to these correct conclusions, but also let readers inform the author to correct them after discovering that these hypothetical facts are incorrect.
Instructions to customers should be in bold type. Doing so will make it easy for customers to understand your letter and follow your suggestions.
Add an ending to the letter. Here are some examples of closing paragraphs:
Conclusion: "In a word, I suggest you ..."
Take measures: "Therefore, please take the following measures ..."
Demand: "So, my client demands that you immediately stop and terminate ..."
Overall conclusion: "If you have any questions, please call me."
Fan: Lawyer's letter.
Shenzhen _ _ Company:
I am lawyer Huang Hua from Guangdong Shekou Law Firm. Entrusted by Shenzhen Nanshan District Company, I wrote to the lawyer about your company's default in payment for goods as follows:
Upon verification, from _ _ _ _ to _ _ _ _ _ _
_ _ After the delivery of the goods, your company failed to pay the payment as agreed. After repeated collection by _ _ company, your company still has not paid the arrears. This fact can be confirmed by purchase orders, delivery orders, statements and other evidence.
Please pay RMB _ _ to _ _ company within three days after receiving the lawyer's letter. If in doubt, you can contact our lawyer directly or reply to the lawyer's letter/fax.
If the dunning is not paid within the time limit, our lawyers will start to deal with it through legal channels, and your company will bear the overdue interest and possible expanded economic responsibilities.
Please think carefully!
Shunzhu
Shang Qi
Guangdong shekou lawyer office
Lawyer: Huang Hua
_ _ _ _ _ _ _ _ _ _ _
Fan: Lawyer's letter.
To: * * * * *
Entrusted by * * * * * * * Co., Ltd., this lawyer writes to you about your breach of contract in the loan to your client as follows:
According to the information provided by the customer, it is confirmed that you joined the customer company on * * * * * * * * * * as the sales manager, responsible for the sales business in this area. In order to better develop the market, you and your customer reached the Loan Contract and the Loan Car Purchase and Mortgage Contract on * * * * * * * *, and you borrowed RMB * * * * * (in words: * * * * * * ten thousand yuan) from your customer for car purchase, and agreed on the loan principal and interest. Since * * * * month, you stopped repayment without authorization, and * * * * * is the final repayment date, but up to now, you have not fully repaid the loan principal, interest, late payment fee and liquidated damages. According to the relevant provisions of China law and the loan contract, you
Accordingly, the client authorizes this lawyer to solemnly inform you that you are only allowed to repay the outstanding loan principal * * * * yuan, interest * * * * * yuan, late payment fee * * * * yuan, liquidated damages * * * * yuan and * * * yuan within ten days from the date of receiving this lawyer's letter. Otherwise, our lawyers will take further legal action according to the authorization. At that time, you will bear serious legal consequences and personal reputation losses.
I hope you will consider it carefully, fulfill your repayment obligations as soon as possible and avoid litigation.
I am writing to inform you.