7 Essential Guidelines for Writing Effective Legal Contract Letters
Good writing can be achieved only if it is adequately planned and follows the basic rules of general correspondence, using simple, concise, and accurate plain English.
When writing a letter, you have to double-check everything yourself. Though it is hard to check your work, and you believe that your draft is well structured already, it is still a must to reread it so that you can eliminate unnecessary words and phrases, remove basic errors in letters, and confirm if the message delivers clarity, practicality, and ease of understanding for the recipient or reader.
Here are the guidelines for writing contractual letters;
1) A Company is not a Person.
The parties to a Contract are singular entities but not people. When referring to Company ABC, the Client, or another party to the Contract, use either the official company name or the terms stated in the Contract (e.g., Contractor, subcontractor, client, customer, etc.).
Do not use I, He, She, Me, We, You, Etc. to describe either the sender or the recipient.
2. Abbreviations.
If you intend to use abbreviations about anything, it must be as described or defined in the Contract. i.e., BEST – Business Engineering Solutions & Technologies, or equipment, i.e., ACU, etc.. Don’t forget that in its first use, the full wording must accompany it.
Example: Best Engineering Solutions & Technologies (“BEST”), Air Condensing Unit (“ACU”)
3. Don’t be emotional.
Contractual letters should be impersonal, neutral, and rational. They should not use emotional language to reduce the risk of the respondent’s response or act emotionally.
Suppose you are considering starting a business for the above reasons. In that case, your business will close or go bankrupt a few months later, and even your invested capital can no longer be recovered.
4. Keep it simple.
In conceptualizing and planning your letter, it must directly and concisely address the pertinent issues. Keep your statements short, clear, and direct. Lengthy sentences are complex to read and understand, and it may lead to wrong interpretation because it’s too complex.
By the way, it is unnecessary to write a long letter because you receive it.
5. Use the Words in the Contract.
When referencing the Contract, follow the language and terminologies in the Contract. However, quoting clauses in full is not always necessary; using a direct quote is more effective.
Remember, when using a direct quote, use quotation marks such as “ ..” and ideally put the quote in italics.
i.e., Under Clause 2.14.1, “the Contractor shall be entitled, from time to time, to give the Subcontractor the following instruction…”
6. Be firm but not aggressive.
Contractual letters affirm and reserve our rights under the contract. Firm language projects confidence and professionalism. However, do not be aggressive, make inflammatory statements, or use personal slights.
7. Use proper punctuation.
Lack of proper punctuation may lead to confusion, misunderstanding, and meaning because it will be difficult to read. i.e., you’re saying something you didn’t mean. Inaccurate punctuation can be costly because the judge in court may probably decide that ignorance in the use of punctuation excuses no one and/or invalidates claims.
Don’t overcomplicate the wording or statement in your letter. Don’t use statements that the respondent couldn’t fully understand. Simple, concise statements are often more effective than long, complicated ones that people find difficult to understand.
In summary, to be direct, straightforward, concise, and accurate, you must just;
1. Be brief; do not use words that do not add value.
2. Keep sentences short so they are more easily read and understood.
3. stick to the facts of the issue and do not complicate the letter with unrelated issues.
4. Make sure that statements made are founded on facts or supported by the clauses/conditions of the Contract.
5. Use clear and specific language to avoid ambiguity or misinterpretation.
6. Format the letter professionally, using proper headings, paragraphs, and bullet points when necessary.
7. Proofread the letter before sending it to ensure no grammatical or spelling errors.
8. Use a professional and respectful tone throughout the letter.
9. Include all relevant details, such as dates, names, and specific contract clauses, to clarify and avoid confusion.
10. Consider seeking legal advice or consulting a professional for complex or essential contracts to ensure accuracy and compliance with applicable laws and regulations.
Remember that effective communication is vital in legal contracts, and following these tips will help you create clear, concise, and professional letters.
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