Learning Outcomes
After reading this article, you will understand the essential principles and practical requirements for structuring formal letters, emails, and internal memos in legal practice. You will be able to apply clear headings, concise paragraphs, and appropriate tone for each document type, identify common pitfalls, and write in a way that addresses both the client's and the organisation's needs, all of which are tested in SQE2.
SQE2 Syllabus
For SQE2, you are required to understand the drafting and structuring of different types of written communication. Pay close attention to:
- the requirements and best practices for formal advice letters, professional emails, and internal office memoranda
- the ways to tailor content, format, and tone to the intended audience and purpose
- how to ensure legal accuracy while remaining clear and concise
- the need to meet client care duties and professional standards in written communications
- how to use headings, structure paragraphs, and include summaries and action points in practical drafting tasks
Test Your Knowledge
Attempt these questions before reading this article. If you find some difficult or cannot remember the answers, remember to look more closely at that area during your revision.
- What are three features that distinguish a formal letter of advice from an internal memo?
- Which section of a professional email is most important for summarising the main action required, and why?
- Which key terms should always be defined in the first few lines of a letter or memo?
- When is it acceptable (or required) to use legal jargon or technical terms in letters to clients?
Introduction
Professional communication in legal practice takes various written forms, including letters, emails, and internal memoranda. Each has different conventions regarding structure, tone, and legal content. For SQE2, you are expected to demonstrate proficiency in drafting these documents efficiently, matching the expectations of the recipient and the needs of the matter.
Key Term: letter of advice
A formal written document sent to a client, usually addressing a specific legal issue and including advice, assessment, and next steps.Key Term: internal memo
A document used within a law firm or organisation, typically sent to colleagues, to summarise research, actions, or advice for internal reference.Key Term: professional email
Written electronic communication, usually briefer and less formal than a letter, used for quick but precise exchanges between lawyers, clients, or colleagues.
Letter Structure
A formal client letter should always be clear, concise, and logically organised. The opening lines should set out the subject, background, and the purpose of writing.
- Use the firm’s letterhead with full contact details.
- Include the date, client name, and address.
- Use a clear subject heading (e.g. “Re: Your Purchase of 101 North Lane”).
Begin with an introductory summary, explaining the letter’s purpose and key points. The body of the letter should be divided into short, clearly numbered paragraphs (one issue or action per paragraph). Legal advice is set out in straightforward language, with technical terms defined when essential.
End with a summary of conclusions, action points, and your direct contact information. Sign off with an appropriate closing, such as “Yours sincerely,” and your name and job title.
Key Term: subject heading
A line near the start of a letter or memo, making the letter’s main topic immediately clear to the reader.
Worked Example 1.1
You are instructed to draft a letter to a client explaining the implications of a completed property transaction and the client’s next steps.
Answer:
Start with a clear heading and opening summary (purpose of letter). Use separate paragraphs for each key issue (e.g. date of completion, legal effect, outstanding payments). End with a short summary of advice and set out any actions the client must take, followed by your contact details.
Email Structure
Professional emails from solicitors must be efficient, accurate, and tailored for quick reading. Use a precise subject line (identifying client/matter and purpose). If the message requires urgent action or a response, indicate this clearly in the subject.
Emails are usually less formal than letters, but should still fully identify the sender and recipient. Begin with a polite greeting that reflects your relationship with the recipient (“Dear Ms Jones,” or “Hello Kevin,”).
The opening paragraph should state clearly the reason for your message. Address only one main subject per email. For more complex matters, consider using short, numbered points or bullet points.
Where legal advice or explanation is required, keep it as concise as possible. Avoid legal jargon unless the recipient is a lawyer or has asked for detailed legal analysis.
End with a simple closing (“Kind regards,” “Best regards,”) and your full name and contact details.
Worked Example 1.2
Draft an email to a client confirming completion of a contract and outlining their next steps for payment. The client, Ms Patel, is not legally trained.
Answer:
Use the subject: “Contract Completion – Immediate Actions Required”. Greet the client by name. In the first line, confirm that the contract is complete. List the steps required next (e.g. payment of funds, sending signed documents). Ask the client to contact you with any questions. Use a friendly but professional sign-off and include your direct contact details.
Internal Memo Structure
Internal memos (or research notes) are usually for colleagues and record research, advice, or action points. They should be concise and formatted for rapid reference.
Start with a heading that includes “Memo” or “Research Note”, the date, recipient, sender, subject, and client/matter reference if needed. The opening line states the memo’s main issue or objective.
Split the main content into short sections, using clear subheadings for each issue (e.g. “1. Question”, “2. Summary of Law”, “3. Advice/Action Required”). Use bullet points for clarity where appropriate.
Define specialist terms the first time they are used, especially if the recipient is a trainee or from a non-legal department. Ensure your advice is provided without ambiguity and, if actions need to be taken, list them at the end.
Key Term: action point
A clearly identified task or next step for the recipient, usually listed at the end of the document.
Worked Example 1.3
You are asked by a supervisor to circulate a memo summarising the requirements for anti-money laundering checks on a new client.
Answer:
Use the heading “Memo: Anti-Money Laundering Checks – Requirements for New Clients”. Set out, in short numbered points, the checks needed for new clients. State the supporting regulations and explain any technical terms. End with a list of any outstanding actions and who is responsible for each. Include your name and position.
Fundamental Principles for All Formats
- Tailor the formality of language and use of technical terms to your reader.
- Always define essential terms and abbreviations if the recipient is not a lawyer.
- Organise content with clear sections, headings, and paragraphs.
- State the purpose and main message upfront in all documents.
- Summarise advice and actions in a clear, direct conclusion.
- Use short sentences and avoid unnecessary words or phrases.
- Proofread carefully for spelling, grammar, and legal accuracy.
Exam Warning
For SQE2, a common mistake is failing to distinguish the structure and audience needs of letters, emails, and internal notes. Always start by identifying the addressee and purpose before drafting.
Revision Tip
Before the exam, practise drafting at least one example each of a formal client letter, a concise internal memo, and an email to a client. Focus on headings, layout, salutations, and clarity of action points.
Key Point Checklist
This article has covered the following key knowledge points:
- Differences in layout, tone, and content between letters, emails, and memoranda.
- Importance of headings, paragraphs, numbering, and defined terms.
- Addressing legal and client care duties in written correspondence.
- Using clear conclusions and action points for all document types.
- Adapting language and content to the audience and their knowledge.
Key Terms and Concepts
- letter of advice
- internal memo
- professional email
- subject heading
- action point