Forming a Method to the Madness of Legal Document Attachments

How to Become a Guru of Emails & Legal Correspondence

DISCLAIMER: While we are not lawyers or legal experts, we know a thing or two about legal document formatting and structure.

The proper development and editing of legal writing and proper formatting includes much more than just the actual content itself. It should also govern the way that you create and manage file attachments and other types of legal correspondence sent via email.

Here are several pointers on which you should educate yourself and your staff to ensure everyone knows how to properly address and attach files to your legal emails.

Verify File Compatibility, Revise if Necessary

File compatibility is essential, but frequently overlooked when handling email attachments. Just because you can access the file on your mobile device or computer without any difficulty does not mean your recipient will experience the same level of ease. File extensions vary from program to program and operating system to operating system. If possible, make sure that you only use compatible formats that everyone will be able to open, view and edit accordingly.

However, in cases where this is not possible, brief the recipient either within the subject line or the body of the email to identify the program needed to open the attachment.

Identify the Name and Purpose of Each File

Never assume that your recipient does not need an explanation or at least a brief description of the files attached. It is highly unprofessional to send an email with a simple statement such as “Files attached” in the body of the email. Keep in mind that an email message is one of the biggest targets of cyber criminalize, according to Symantec, with a steadily increasing presence of email malware and viruses spread through hyperlinks and file attachments.

Due to the nature of the legal industry, recipients are already going to be highly skeptical to access emails and open attachments sent from courthouses and law firms. Vaguely describing your file attachments (if at all) within your emails will lead to4 a higher number of blocked, unread and unopened correspondences.

Related Article: When sending email correspondence over email devices, there are some simple rules that tend to be thrown to the wayside. Here are 5 things lawyers need to remember when sending legal correspondence using their smart devices.

Describe Attachment in Subject Line and Body

It is not proper to send an attachment with any professional email without identifying the files in the subject line. With legal documents and files, remain mindful of the sensitivity and confidentiality of the information sent. However, you should still be able to find a simple way to identify most attachments in 10 words or less within the subject line. Doing so will properly introduce the content of your message to your recipient and make it easier for you to manage and organize the increasing number of files and attachments saved in your “Sent” folder.

You should also describe the content of each attachment within the body of the email. The beauty of professional emails – especially with legal documents attached – is brevity. Therefore, you simply want to relay enough information to properly introduce the attachments to the recipient(s) – not imitate them. According to the Houston Chronicle, a brief description of the attachment along with the corresponding file name will increase the chances of the recipient opening and reading it.

Follow Email Etiquette with Delay Messages

There will be times when you need to send an attachment that you simply do not have yet. Perhaps it is a settlement agreement that has not been finalized yet, a pending legal memo that has not been revised or another key document that is simply not ready for submission. Do not delay correspondence completely.

It is true that you never want to send an unfinished draft of any type of legal writing. However, according to the Bar Association of San Francisco, you should also not leave a received email without a response for more than 24 hours. Let the sender know when the attachment will be sent either by sending them an email or giving them a call. Timeliness is a vital quality of all respectable law firms, which is why you should always send and respond to emails in a timely fashion.

Related article: We spend roughly over 6 hours a day navigating through our email inbox and writing replies. Read about how you can increase your email efficiency by reading our “Top 5 Time-Saving Keyboard Shortcuts For Lawyers”.

Review, Proofread and Revise Each Attachment Thoroughly

Before clicking “Send” with any legal document or email message, take the time to proofread and revise it thoroughly. As recommended by the American Bar Association (ABA) Journal, you should eliminate every unnecessary sentence and then review it more carefully to remove unnecessary words and phrases. The same principle applies to your thorough review of each file attachment. Opening the files will allow you to double-check and ensure you attach the appropriate documents in the first place. In addition, you will be able to double-check and proofread the content of each file to ensure that everything is in order.

Depending on the type of file being sent, check the following in addition to revising and proofreading the content itself:

• Documents: Check grammar, spelling and overall formatting.

• Spreadsheets: Check all cell entries, calculations and applicable formulas

• PDFs: Check file compatibility, page order and formatting.

• Audio/Video: Check file compatibility, duration and file size

Remember, all legal documents, correspondence and files should be viewed as admissible in a court of law. The quality, formatting, content and compatibility of all files should reflect the quality and precision of your law firm.

Related article: Even the most established legal professionals have bad habits and make mistakes from time to time. When the stakes get high, however, we can’t allow these mistakes to get in the way of our ability to perform. Review our “4 Common Mistakes Made In Legal Documents & How to Correct Them”.

Use Tabs and Dividers for Easy Navigation

In cases where you must send lengthy documents (i.e. case files, multi-page references, case research, etc.) it is imperative to find effective ways to ease the navigation process. The last thing that you want is for your recipient to scroll and flip through lengthy documents trying to find the necessary information that was outlined and highlighted in your summary. You can use highlights and page tabs within PDF files to create a navigation tab filled with clickable bookmarks. When this is not a feasible solution, you should identify the specific pages and paragraphs that you want your recipient to view within the body of your email.

Use a Template for Consistent Legal Correspondence

A well-developed template can come in handy with most types of legal correspondence – including emails and file attachments. Each of the associates within your law firm has their own way of expressing themselves and driving a point home. While this quality may work well during a court case, it can actually backfire when creating and sending legal correspondence. Your clients, courtroom officials and community members need to receive quality correspondence from your firm – regardless of the associate or staff member sending it.

The best way to keep everyone on the same page is to require everyone to use the same templates as standard protocol. This will not only save a considerable amount of time with composition, but it will also allow your firm to have a consistent procedure for legal correspondence and emails that anyone can follow – whether he or she is partner, associate, paralegal or intern.

Has your firm given much thought to how your practice is represented through your emails, faxes, and other legal documents? Implementing Legal template software will save time, increase efficiency, lead to better quality documents, and maintain a consistent professional touch to all of your correspondence, firm-wide. Read more about why “Why Legal Templates and Legal Document Software are a Must For Law Firms”.

Learn more about Infoware’s legal document automation, and request a free demo today.