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Part 3. How law students keep up legal correspondence

Letters consist of the following parts

  1. The heading that informs about the organization (or an individual) sending the letter. The firm’s stationery carries the printed heading

  2. The receiver’s address

  3. The date

  4. Salutation: Dear ………..,

  5. The reference and/or the reason of writing

  6. The body of the letter: giving information (options – request / answer to the request /)

  7. (option) Referring to action taken or needed

  8. Enclosure: reference to some additional documents or papers enclosed.

  9. Closing remarks

10 Referring to future contact

11 Complimentary close: Yours sincerely / yours faithfully / Yours truly (American English)

12 Signature

Note:

It’s possible first to write the date on the left and then the receiver/s address.

1

Hammond & Williams LLP

1453 Bridgeway ave.

Birmingham B7 6HL

2.

Write the address: the 1 - name, 2 – company, 3 – street, 4 - city and zip code (5-country)

Mr A.B. Cedrick

Cedrick Engineering

487 Ashton Road

Birmingham BM 4

3.

Dates are written as follows:

12 October 2013

12.10.2013

October 12, 2013- American

10.12.2013 – American

4. 11.

The style of the salutation effects the style of the complimentary close

Dear Sir / Madam, (you don’t know the name)

Dear Sirs,

Dear Mr Cedrick,

Dear Mrs / Miss / Ms Edwin,

Dear Alfred, (close business contact / friend)

Yours faithfully

Yours sincerely

Best wishes

American English:

Sincerely yours,

Yours truly

5.a

The reference

With reference to

your advertisement in ……..

your letter of 4th May ……….

your phone call

our telephone conversation ………..

Thank you for your letter ……..

I apologize for not giving a prompt answer

5 b

The reason of writing

I’m writing

in connection with ……..

with regard to ……

to enquire about

to provide (further) information …….

to advise you on …………

6. 7.

The body of the letter gives all the information and details, starting with the most important. The style here is simple and direct.

If you request information you can start with:

Could you possibly …………

I’d be grateful if you could ………..

I would like to know ……

Referring to actions taken or needed – you either give account of what you have done or advise what is necessary to be done, or what you are going to do next.

8.

Refer to the enclosure you are attaching.

I’m enclosing ……………

Find enclosed …………….

…………….. and I’m enclosing ………………

9.

Here you invite for further contacts.

Thank you for your help. (option)

Please contact us again if there are any problems

you have any questions.

you need more information on the matter

10.

The standard phrase here:

I’m looking forward to hearing from you

meeting you …(day or date)……

seeing you ……(day or date) ……..

11.

See point 4

SIGNATURE

Note:

1.

Salutation:

Dear Mrs Rider: - married woman

Dear Miss Spears: - unmarried girl

Dear Ms Tyler: (use Ms if you don’t know the marital status or the preference)

Dear Sir or Madam - if you don’t know the name of the individual, address it to the individual’s title in the company and then use: Here is an example:

Head of Human Resource

ABC Company

123 Sesame Street

Dear Sir or Madam:

Please only use this if you really cannot find out the name of the person. Most companies will tell you who the person is. All it takes is a phone call.

SAMPLE

The sample letter is a letter of a lawyer to a client. It doesn’t contain much information or details that are usually found in a real letter. Pay attention to the paragraph setting – you never do indented line (красная строка). The basic text is divided into 3 parts + closing remarks.

Hammond & Williams LLP

1453 Bridgeway ave.

Birmingham B7 6HL

Mr A.B. Cedrick

Cedrick Engineering

487 Ashton Road

Birmingham BM 4

12 October 2004

Dear Mr Cedrick,

With reference to our telephone conversation I’m writing to provide the requested information.

I’ve studied the documents that you sent two days ago, and I’m sure we can start a legal action against the offending company. The provisions of the latest legislation confirm my opinion.

I’m enclosing the copies of some abstracts from the Act of Parliament and my opinion implied in law and other authorities.

My next step will be writing a claim and filing it to court. This must be done promptly, so we need to have the conference no later than 15 October.

Please contact me if you have any questions

I’m looking forward to hearing from you.

Yours sincerely,

AWilliams

Anthony Williams

Law students write letters of application for internship. Following letters are just samples illustrating how to write such letters. Analyze them taking into consideration the previous information.

4831 W. Braddock Road

Alexandria, VA 22042

February 3, 2004

Paul E. Larkin

Larkin, Noel and Falk

1301 Pennsylvania Avenue, NW

Washington, DC 20004

Dear Mr. Larkin:

As a first-year student at The George Washington University Law School, I am seeking practical legal experience this summer in an effort to complement my scholastic knowledge of the law.

I am particularly interested in Larkin, Noel and Falk because of its diverse practice in civil litigation, tax, and patent law in a small firm setting. I would be an asset to the firm because I work hard, learn quickly, and take on new challenges. The enclosed resume highlights related work, educational experience, and activities with several organizations.

In addition, I have conducted a great deal of research and writing, some of which has been utilized by university professors to enhance their instructional materials, which has sharpened my analytical skills. Finally, I have worked in several different environments and I am comfortable working both independently as well as in groups.

I would appreciate the opportunity to meet with you personally. You may reach me at (202) 123-4567 or jpmoore@law.gwu.edu. Thank you for your time and consideration.

Sincerely,

Joseph P. Moore

JANE SMITH

800 Smith Drive · Washington, DC 20002 · (202) 555-5555

August 30, 2004

John Doe

Smith & Smith

1000 New York Avenue, Suite 100

New York, NY 11101

Dear Mr. Doe:

I am a second-year student at The George Washington University Law School, and I am interested in a summer associate position with Smith & Smith in New York City. Having spent this past summer as a judicial intern in the Southern District of New York, I plan to practice law in New York City upon my graduation in June 2006. I am particularly interested in your firm because of its growing international practice and strong corporate practice.

My analytical, research, and writing skills would permit me to make a valuable contribution. Working as a judicial intern for Judge Jack Black, I drafted opinions and performed legal research on topics ranging from RICO to the adequacy of state court rulings in federal court. One of the opinions I worked on was picked up for publication by the New York Law Journal. This experience, in addition to my first-year legal writing course, further developed my writing and research skills. Additionally, my academic and work experience abroad gives me a set of skills that are useful for the increasingly international character of legal issues. I am eager to put these skills to work at your firm.

I have enclosed my resume, and I look forward to an opportunity to discuss my candidacy in person. My contact information where I can be reached is above.

Thank you in advance for your time and consideration.

Sincerely,

Jane Smith