Chapter XXV: Letter Writing

Question 1

different formats of letter writing

Answer 1

1. full block
2. block
3. modified block
4. personal style

Question 2

full block format

Answer 2

• paragraphs are not indented

- everything on the letter is flush left

Question 3

block format

Answer 3

• all paragraphs and notations are flush left

- date, reference line, complimentary close, and signature lines are just right of the center of the page

Question 4

modified block

Answer 4

• first line of each paragraph is indented

Question 5

personal style letter format

Answer 5

• often used to write friends

- inside address is placed below the signature at the left margin

Question 6

letterhead

Answer 6

Portion of the firm’s stationary that identifies the firm, attorneys, and sometimes the paralegal. Usually contains contact info as well.

• the first page of the letter should include this
• need to check state law to see if paralegal’s name is allowed to appear here

Question 7

header

Answer 7

Identifies the letter and is placed on the top right side of the page.

• included on all pages after the first page of the letter
• includes the name of the addressee, the date, and the page number

Question 8

date

Answer 8

• should be placed just below the letterhead

- must be dated the same day as it is mailed

Question 9

Method of transmission

Answer 9

• need to indicate if a letter is sent in a way other than US mail
• located at the top of the address
• underlined
• at least two lines below the date

Question 10

Inside address

Answer 10

• name of person the letter is addressed to
• include individuals title
• if for a business include its name
• include the address

Question 11

Reference line

Answer 11

A brief statement regarding the topic of the letter.

Question 12

Greeting

Answer 12

• if unsure how to address person then use the title and last name
• always try to determine the name of the recipient

Question 13

Body of letter

Answer 13

• opening sentence and paragraph to summarize purpose
• create an outline first of all necessary points
• consider audience
• never provide legal opinions
• use dictionary to define terms for the layperson

Question 14

Closing

Answer 14

• should invite a response in the body
• end with a complimentary closing I.e. “Best regards” placed two lines below the body of the letter
• > place typed name four lines below to allow for signature
• > your title is included with signature

Question 15

Carbon copy

Answer 15

Indicated by cc.

• used when coping to a third party and want the original addressee to know
• noted on the bottom left margin of letter following the closing
• indicate who the other copy was sent to
  i. e. cc: Mike Stower

Question 16

Blind carbon copy

Answer 16

Used when you do not want the original addressee to know another copy was sent.
- noted on the draft file copy with bcc

Question 17

Enclosures

Answer 17

Noted by Enc. or Encs.

- at bottom left margin of the letter

Question 18

Under the cc or the enclosure

Answer 18

Note author’s initials in all caps and typists initials in all lower case letters under the cc or enclosure note.
i.e. JEF/hym

Question 19

Confirming letters

Answer 19

Type of letter that reaffirms already agreed to information with your client.

• should be used as a follow up to any conversation
• confirm deposition dates, hearing dates, meeting dates, or agreements
• sent via email
• billing partner and supervising attorney are cc
• for depositions that are rescheduled send a confirming letter via email and post

Question 20

Status report

Answer 20

Provide an overview of the current activities in a court case, transaction, or other legal matter.
- often needed for insurance companies

Question 21

Transaction summary letters

Answer 21

Summarize transaction and often follow a business closing.

Question 22

Transmittal letter

Answer 22

Can be written to a client to request the production of documents.

Question 23

Demand letter

Answer 23

A letter that states your client’s demands to another party. Often seeks to collect debts and needs to comply with state’s fair-debt collection laws