For some, writing is fun and easy. For others, it is a struggle. Whatever your attitude is towards writing, I want to do whatever I can to help make you a better writer.
Let’s start by exploring what you might write in a law office, what you might help others to write, and what specific steps you can take to improve your writing style. As amazing as it sounds, you can improve your writing style instantly by following some of the suggestions I’m going to outline for you.
Suppose you are asked by your supervising attorney to draft a memorandum and a cover letter. Even if you lack confidence in your writing style, you can structure the memo and letter logically and use words which clearly express your thoughts.
Use an entire piece of paper to list the features or topics you will include in the memo. Below each feature, write one sentence describing the contents of that feature. Decide how many separate, narrower topics will be contained within each feature. List them near the sentences you just wrote. You have just outlined the structure of your memo.
Next, begin writing feature-by-feature. As you write, work with the substance of each sentence or paragraph. Don't expect your choice of words to be perfect the very first time. When time permits, edit your writing and have someone whose opinion you value edit your writing as well. Finally, fine-tune the words to be certain you have expressed your points clearly. Use the cover letter to explain what you would tell the readers if you were speaking directly to them.
Legal writing can be difficult to get used to. This is especially true if you’re used to writing for English or literature courses, or for any course where creativity and flowery language is welcomed. It is a difficult transition to go from colorful language to language that is concise and to the point. However, it is a transition that you must make. The practice of law involves endless numbers of documents. Attorneys, judges, and others have no time to read long, unnecessary explanations. Legal professionals want to quickly get the information they need from documents, and often skim documents to identify the desired information.
One of the most important documents that you will draft is simply a letter. I’m not saying this is the only type of document that you will compose. Paralegals today assist in drafting all sorts of documents, some of which can be highly sophisticated. But a letter is so significant because through this ordinary device you will communicate with individuals outside of your office. Letters usually inform someone that you need them to do something or inform someone of what you are doing. Well-written letters will reflect positively on your law office. Poorly written letters will reflect poorly on your employer and on you!
At one law firm where a friend worked, they had a set of “golden rules,” one of which I will never forget. The rule read “No document that is short of perfect shall leave the walls of this office.” If one of the partners were ever informed of any document (including a letter) that was sent with a misspelled word, punctuation error, or other similar error, the guilty party would be in serious trouble. Lawyers were not too fond of that rule, but I greatly respected that rule. Throughout my work as an attorney and as a paralegal educator, I have been baffled by the number of poorly written documents I have received from all different types of individuals. Establish a rule for yourself against writing mistakes. It won’t prevent every error, but in the long run, attention to your writing will definitely help you get ahead.
Dan Mitchell
Paralegal Studies Advisor
Ashworth College