Handling Mail in a Law Firm

Flashcards based on lecture notes about handling different types of mail in a law firm setting.

You receive a letter with an enclosure notation, but no enclosures are present. What should you do?

Inform the senior paralegal immediately and ask for instructions. Do not send the letter back without guidance, as you may need to contact the sender.

You receive an important legal document, but the certificate of mailing is dated five days earlier than the postmark. What's the appropriate action?

Notify the attorney or senior paralegal right away due to the date discrepancy, which may cause a legal issue. Do not attempt to correct it yourself.

A letter arrives marked PERSONAL AND CONFIDENTIAL. How should it be handled?

Do not open it. Ensure it is given directly to the addressee or a supervisor, respecting privacy.

What should you do with a business letter addressed to Kay Colvin, who is on a three-week vacation?

Send Kay a quick email about the letter and wait for her instructions on how to proceed. Keep the letter secure in the meantime.

A personal letter arrives for Kay Colvin. What is the correct procedure?

Do not open it. Inform Kay about the letter and ask if she wants to pick it up or have it held until her return. Keep it safe for her.

A letter arrives for an assistant who left the firm six months ago, and you have no forwarding address. What should you do?

Give the letter to a supervisor or ask the front office for guidance. Do not open it or forward it independently. Follow the firm's policy.

A letter arrives with a business card enclosed. How should you ensure the card doesn't get separated?

Make a copy of the business card and paperclip the original to the letter to maintain a record and prevent loss. File according to firm procedures.

A handwritten letter from a client arrives without a return address on the letter itself, but there is one on the envelope. How should you proceed?

Do not contact the name or address on the envelope unless you are certain it belongs to the client. Consult with the supervising attorney or paralegal.

A letter contains a check, but the check is not signed. What actions should you take?

Immediately inform the bookkeeper or attorney about the unsigned check. Do not attempt to handle it yourself. Keep the check with the letter until they address it.