Preparing Emails in a Law Firm Office - Key Concepts

Flashcards cover key decisions, safeguards, tone, structure, and etiquette for professional email communication in a law firm context as described in the lecture notes.

Before you start composing an email in a law firm, what is the first decision you should make?

Whether email is the right communication method for the information, and what alternatives (phone, letter, face-to-face, Zoom) might be better.

What are the alternative communication methods mentioned besides email?

Telephone call, letter, face-to-face meeting, or Zoom.

What is a big way to protect the content of an email?

Using a disclaimer (often in the signature block).

What is one major advantage of email related to time and cost in a law firm?

It is quick and can reduce billable minutes; email is often free.

What is another major advantage of email, related to record keeping?

It creates a permanent record of the communication.

What is a key risk of email that relates to content sharing?

Recipients may forward emails, potentially waiving attorney-client privilege or exposing confidential information.

What should you do before sending an email to limit privilege risk?

Assume the client may forward it and remove any sensitive or privilege-protected information if necessary.

What can happen if you mistype the recipient due to auto-fill?

The email could be sent to the wrong person, possibly opposing counsel, risking privilege waiver.

Whose perspective should influence your choice of using email?

Your boss's preferences and the firm's norms.

Which communications are generally safer for sensitive information, email or other methods?

Telephone calls or letters are generally safer than email for sensitive information.

When is email not ideal due to complexity?

For complex, nuanced, or highly sensitive matters that require back-and-forth, not suitable as the sole method.

What should you do if email back-and-forth does not resolve an issue?

Pick up the phone and have a direct human conversation.

Why can email cause misunderstandings about tone?

Tone is hard to read in text; lack of vocal cues leads to misinterpretation.

What is a guideline for email length?

If an email would be longer than about three paragraphs, consider a different method.

What kind of questions are well-suited for email?

Closed-ended questions with yes/no or a simple choice.

What kind of questions are ill-suited for email?

Why/how/explain-type questions that require nuance and back-and-forth.

What should you ensure about information provided in an email?

That you include all information the recipient needs and anticipate what they will need to know.

What drafting practice can improve clarity before you send?

Draft in a word processor with grammar checks, then paste into email; read from the recipient’s perspective.

What tone and etiquette rules are recommended for professional emails?

Err on formality and politeness; use please/thank you; keep sentences short; avoid LOL and exclamation points.

What font and size are standard in the class?

Times New Roman, 12-point.

What formatting guideline is given for emails in this course?

Keep content on the left margin; avoid unnecessary indentation or fancy formatting.

What is the difference between CC and BCC in an email?

CC are visible recipients who are copied; BCC are blind copies that are not visible to other recipients.

What is the final organizational tip for emails mentioned?

File the email in the appropriate case or class folder as part of permanent records.

What writing tool is recommended for drafting to catch typos?

Draft in a word processor with grammar checks, then paste into the email system.

What is a practical sign-off consideration when deciding to use email?

Consider the recipient's preferences and responsiveness; if they respond quickly, email may be appropriate; if not, use another method.