Introduction to Effective Legal Writing
Writing is an essential skill for paralegals, who must articulate complex legal concepts clearly and persuasively. Effective legal writing can make a significant difference in case outcomes and client satisfaction. This article outlines nine steps to better writing for paralegals, providing practical tips and techniques to enhance your legal communication skills. For further reading, check out our articles on resolving issues before and in court and the essential reasons to conduct a deposition in litigation.
Be Unique
In a sea of written words, standing out is essential. Avoid clichés and aim to express your ideas in fresh, original ways. Instead of overused phrases like “think outside the box,” try something more vivid like “explore uncharted territory.” Your writing should reflect your unique voice and perspective. For example, when drafting a client letter, personalize your message by incorporating specific details about the client’s case or situation, making your communication more engaging and memorable.
Think Before You Write
Before you start typing, ensure you have a clear idea of what you want to convey. Vocalize your objective out loud to clarify your thoughts. For instance, you might say, “I want this client to understand the implications of the decision.” The clearer your objective, the more effective your writing will be. For example, if you’re drafting a memo about a recent court decision, state your goal clearly: “This memo will explain how the court’s ruling impacts our client’s case and outline the next steps.”
Write Freely
With your objective in mind, start writing. Focus on getting your thoughts down without worrying about perfection. It’s easier to revise and improve existing text than to create something perfect on the first try. Let your ideas flow freely onto the page. For instance, if you’re drafting an initial brief, write down all relevant arguments and facts without worrying about structure or grammar. This raw draft will serve as a foundation that you can refine later.
Make a Plan
Outline your key points and supporting arguments. If your objective is clear, you should be able to identify reasons that support it. For example, if you’re writing to persuade a client, outline the benefits and evidence that support your argument. Create a roadmap for your document, such as, “Introduction, Background, Key Arguments, Supporting Evidence, Conclusion.” This structure will guide your writing and ensure all necessary points are covered.
Craft a Strong Beginning and Ending
The beginning of your document should grab the reader’s attention, while the ending should leave a lasting impression. Start with a clear statement of your objective, and conclude with a powerful summary that reinforces your main points. For instance, begin a demand letter with a strong statement like, “We are seeking full compensation for the damages sustained,” and end with a firm call to action, “We expect your prompt response within 14 days to avoid further legal action.”
Review for Content
Revisit your initial objective and read through your draft. Ensure your writing aligns with your goals and that all necessary points are covered. Focus on content rather than style at this stage, ensuring your ideas are clearly and logically presented. For example, after drafting a legal memo, check that all key issues are addressed and that the arguments are logically structured. Make sure each section flows naturally into the next, and that all supporting evidence is included.
Avoid Repetition
Scan your writing for repeated words or phrases and find alternatives. While some repetition can be necessary, excessive repetition can be distracting. Use a thesaurus to find synonyms and vary your language to keep the reader engaged. For instance, instead of repeatedly using “important,” alternate with “crucial,” “vital,” or “essential.” This variety keeps your writing fresh and engaging.
Read the Document Aloud
Reading your work aloud can help you catch mistakes and awkward phrasing. Listening to your writing allows you to identify issues like sentence fragments and run-ons that you might miss when reading silently. Ensure each sentence sounds complete and clear. For example, if you stumble over a sentence while reading it aloud, it’s likely too complex or awkwardly phrased. Simplify and clarify such sentences to improve readability.
Read It Backwards
Reading your document backwards can help you spot spelling errors and typos. This technique removes the context, making individual words stand out. Use spell check as well, but don’t rely on it entirely—manual proofreading is crucial for catching all errors. For example, starting with the last sentence and moving to the first, you might catch a typo that was previously overlooked, ensuring your document is polished and professional.
