明確你和客戶(hù)之間的關(guān)系.讓其他人盡快地了解到誰(shuí)是您的客戶(hù)，這樣做很重要，也會(huì)帶來(lái)意想不到的效果。首先，這會(huì)告訴讀者您的客戶(hù)有律師。其實(shí)，大多數(shù)的客戶(hù)都希望滿世界的人知道他們是有律師的，所以這會(huì)令您的客戶(hù)感到高興和自豪。其次，這還讓讀者知道您不是他的律師。如果不這樣做，會(huì)讓那些實(shí)際上和你沒(méi)有代理關(guān)系而自認(rèn)為和你有代理關(guān)系的人起訴你，所以這樣做，也會(huì)讓那些不負(fù)責(zé)任的送交者感到有些輕松。
明確你和客戶(hù)之間的關(guān)系真的很重要。佛羅里達(dá)州律師條例之職業(yè)行為規(guī)則中的第4-4.3款也規(guī)定："在處理自己代理的客戶(hù)和一個(gè)沒(méi)有代理人的當(dāng)事人之間的事務(wù)時(shí)，一個(gè)律師不得聲稱(chēng)或者暗示自己的處理是公正無(wú)私的。"因此，您在起草信函的第一時(shí)間、第一部分應(yīng)該寫(xiě)道:"我代表____."自此以后每次撰寫(xiě)信函，您都應(yīng)該再次證實(shí)您所代理的客戶(hù)并稱(chēng)之為"我的客戶(hù)".
State the purpose of the letter. Why leave the reader guessing? Go ahead and say right up front why you are writing the letter. Here are some opening sentences: "The purpose of this letter is to _________." "This letter is to inform you that _________." "My client has instructed me to _________." "This is to confirm that _________." "This confirms our phone conversation today in which _________."陳述信函的要旨。為什么要讓讀者自己猜測(cè)呢？您應(yīng)該直截了當(dāng)?shù)卣f(shuō)出您為什么要寫(xiě)這封信。這里有一些此種表達(dá)法的例句："本文旨在______." "本文通知您_______." "我的客戶(hù)指示我____." "本文確認(rèn)___________." "本文證實(shí)我們今天在電話中交流的內(nèi)容為_(kāi)____."
If there are any enclosures, list them first. Listing enclosures at the beginning of the letter will make it easier for your staff to assemble them and for the reader to check to be sure all was received. This is much easier than having to read an entire, perhaps lengthy, letter to ascertain what are the enclosures.
The enclosures should be described with specificity so that there is later no question as to what was enclosed. At a minimum, the title and date of each document should be listed. If the document was recorded, then the recording information should be included. Whether the document is an original or a copy should also be specified. The following is an example:
"Enclosed are the following documents from your closing held on ___/___/1999 in which you purchased the home at _________, St. Petersburg, Florida, from _________:
Warranty Deed dated ___/___/1999 and recorded on ___/___/1999 at O.R. Book ____, Page ____, _________, County, Florida （original）
Title Insurance Policy issued on ___/___/1999 by _________ on _________ as policy number _________ （original）
HUD-1 Settlement Statement dated ___/___/1999 （original）"如果有隨信附件，首先要列出他們的清單。附件清單應(yīng)該放在信函的首部，這既可以讓您的工作人員輕松地收集這些附件，也可以讓讀者確認(rèn)這些附件是否已經(jīng)全部收到。另外，這樣做，讀者就不需要到信函的全文中去尋找哪些是隨信附件了，特別是信函過(guò)長(zhǎng)時(shí)，這樣做就更省事了。
為了避免將來(lái)引起關(guān)于附件的爭(zhēng)議，對(duì)這些隨信附件需進(jìn)行詳細(xì)地說(shuō)明，至少，這些附件的名稱(chēng)和時(shí)間應(yīng)該被列出。如果某附件已經(jīng)被登記存檔，那存檔記錄信息也要被列出。另外，不管附件文檔是正本還是副本，都應(yīng)該被說(shuō)明。具體做法請(qǐng)參考下面這個(gè)例子："下列附件來(lái)源于您在1999年__月___日的交易，在該交易日中，你從____處購(gòu)買(mǎi)了一座住宅，該住宅位于_____,彼得斯堡大街，佛羅里達(dá)州：房產(chǎn)擔(dān)保契約,訂立于1999年__月___日，于1999年__月___日登記存檔在佛羅里達(dá)州___縣的公共檔案中第__卷第___頁(yè)上（正本）
產(chǎn)權(quán)保險(xiǎn)單,由_____于1999年__月___日在_______簽發(fā),單號(hào)為_(kāi)___（正本）
住房和城市發(fā)展部第1號(hào)授與聲明，發(fā)布于1999年__月___日（正本）"
Outline the letter as separately numbered paragraphs. Each paragraph of the letter should state a separate thought, comment, point or concept. No paragraph should be longer than four or five short sentences. If the paragraph is longer, then separate it into subparagraphs. The paragraphs should flow in logical, organized fashion. It is not necessary to write them all at once; you can write them as you think of them. Try to group related concepts in the same paragraphs or in adjacent paragraphs. See the Appendix for sample letters.用一些相互獨(dú)立的段落來(lái)描繪出信函的輪廓。信函的每個(gè)段落只表達(dá)一個(gè)獨(dú)立的意思、意見(jiàn)、觀點(diǎn)或概念。每個(gè)段落最多也只用四個(gè)或五個(gè)短句組成。如果某個(gè)段落過(guò)長(zhǎng)，則應(yīng)分成幾個(gè)小分段。段落之間應(yīng)該按邏輯順序有條理地組織起來(lái)。當(dāng)然，不需要一下子把它們都寫(xiě)出來(lái)，可以邊想邊寫(xiě)。另外，要力圖在一個(gè)段落或在鄰近的幾個(gè)段落中將相關(guān)的概念解釋清楚。本文的附錄中有幾個(gè)這樣的例子可供參考。
Give each paragraph a title and underline that title. Think of this as the headline for a newspaper article. This makes it easy for the reader to scan the letter and choose how to more fully read and digest its contents. This also makes it easier for you later when you see the letter in your file and try to remember why you wrote it.給每個(gè)段落加上一個(gè)標(biāo)題并在該標(biāo)題的下面劃上下劃線，這就像給一篇新聞注上標(biāo)題一樣，作用是既可以讓讀者輕易地瀏覽信函全文并決定怎樣繼續(xù)精讀和消化信函的內(nèi)容，還可以讓您以后在文件中很容易地查找信函的內(nèi)容并回想起當(dāng)時(shí)為什么要這么寫(xiě)。
Complete each paragraph by writing what applies to that paragraph. This is simple. You learned this in elementary school. Just explain in words what you want to say about each concept or comment you placed in your outline.每個(gè)段落只能?chē)@一個(gè)中心來(lái)展開(kāi)論述。這個(gè)道理很簡(jiǎn)單，您在小學(xué)的時(shí)候就應(yīng)該學(xué)過(guò)。根據(jù)這個(gè)道理，您應(yīng)集中筆墨論述您在提綱中安排的概念或觀點(diǎn)。
If this is a letter to your client, include ideas that occur to you as you write. Many ideas will occur to you as you write: things that could go wrong with a business deal, things that might happen in the future, things that happened in the past, ways to structure things better. Write these in your letter even if they are not strictly legal advice. Florida Bar Rules of Professional Conduct Rule 4-2.1 says:
"In rendering advice, a lawyer may refer not only to law but to other considerations such as moral, economic, social, and political factors that may be relevant to the client's situation."如果該信函是發(fā)給客戶(hù)的，那么在書(shū)寫(xiě)過(guò)程涌現(xiàn)的一些想法也要寫(xiě)上。是的，在書(shū)寫(xiě)過(guò)程中，常常會(huì)有很多好的想法浮現(xiàn)在你的腦海里，比如：交易中可能出現(xiàn)的一些障礙，將來(lái)可能會(huì)發(fā)生的一些事情，過(guò)去已經(jīng)發(fā)生了的一些事情，讓事情往好的方向發(fā)展的方法，等等。盡管這些想法從嚴(yán)格意義上講算不上法律意見(jiàn)，但還是寫(xiě)在信函中。佛羅里達(dá)州律師條例之職業(yè)行為規(guī)則中的第4-2.1款也有這樣的要求："在為客戶(hù)提供意見(jiàn)時(shí)，一個(gè)律師不能僅僅只提供法律層面上的意見(jiàn)，而且還根據(jù)客戶(hù)的現(xiàn)實(shí)情況考慮到道德、經(jīng)濟(jì)、社會(huì)以及政治等相關(guān)因素。"
If this is a letter to a nonclient, do not offer any advice. The letter should accomplish its purpose of providing information, making a demand, etc., without giving legal advice to the recipient. The comment to Florida Bar Rules of Professional Conduct Rule 4-4.3 says: "During the course of a lawyer's representation of a client, the lawyer should not give advice to an unrepresented person other than the advice to obtain counsel."如果該信函是寄給非客戶(hù)的，那就不要提供任何意見(jiàn)。該類(lèi)信函只需達(dá)到提供信息、提出要求等目的即可。換句說(shuō)，不要給收信者提供任何法律上的意見(jiàn)。佛羅里達(dá)州律師條例之職業(yè)行為規(guī)則第4-2.1款的評(píng)述中說(shuō)："在為客戶(hù)代理的過(guò)程中，一個(gè)律師不得向非客戶(hù)方提供任何意見(jiàn)，但建議其聘請(qǐng)律師的意見(jiàn)除外。"
State your assumptions. Whether or not this is an opinion letter, set forth the factual assumptions and statutes you rely upon in giving your opinion or advice. It is customary for opinion letters to recite the facts upon which the opinion is based and the statutes and case law, as well. This is something that every letter providing advice or opinion can include in order to avoid future misunderstanding. Every opinion and all advice is predicated upon facts and law. Stating the assumed facts and applicable law in the letter merely makes known to the reader what the writer understands to be true. This then places an obligation on the reader to inform the writer if any of the assumed facts is not accurate, which might change the opinion or advice.
陳述您的設(shè)想和依據(jù)。不管是意見(jiàn)書(shū)還是非意見(jiàn)書(shū)，都要詳細(xì)說(shuō)明有事實(shí)根據(jù)的設(shè)想并給出相關(guān)意見(jiàn)和建議所依據(jù)的法律。對(duì)意見(jiàn)書(shū)來(lái)說(shuō)，常規(guī)是要詳細(xì)陳述意見(jiàn)所依據(jù)的事實(shí)以及相關(guān)的成文法和判例法。為了避免將來(lái)引起誤解，所以每封信函在提供意見(jiàn)或建議時(shí)都會(huì)提供相關(guān)的依據(jù)。陳述假設(shè)的事實(shí)或相應(yīng)的準(zhǔn)據(jù)法不僅可以使讀者知道作者是如何得出這些正確結(jié)論的，而且還能讓讀者在發(fā)現(xiàn)這些假設(shè)事實(shí)不正確之后通知作者改正。
Place instructions to clients in bold type. This will make it easier for the client to follow up on your letter and do as advised.給客戶(hù)的指示要用粗體字母。這樣做可以讓客戶(hù)容易地理解您的信函并按您的建議去做。
Close the letter with a final paragraph. The last paragraph will be one of the following: Summary of advice: "To summarize, I advise that you……" To do list: "Therefore, please do the following:……" Demand: "Therefore, my client demands that you immediately cease and desist……" Simple close: "If you have any questions, please call me."在信函的末尾加上一個(gè)結(jié)束段落。下面有一些結(jié)束段落的樣本：總結(jié)意見(jiàn)的："總之，我建議您……"采取措施的："因此，請(qǐng)采取下列措施……"提出要求的："于是，我的客戶(hù)要求您立即停止并終止……"一般性結(jié)尾："如有任何問(wèn)題，請(qǐng)給我來(lái)電。"
Playing with the Words玩點(diǎn)文字游戲
Why does it take lawyers so long to write letters? Because we play with the words. We write, rewrite, move around, delete, cut and paste the words over and over and over again until we are happy with the way it sounds. That's the art of legal writing. It's like Picasso painting over the same canvas again and again, transforming it from one painting to another and then to another until finally he is satisfied with the result. Not always 100% satisfied, but good enough for it to go out the door and into the world. That's why writing is an art. And that's also why more copies of WordPerfect were sold to lawyers than any other industry. So here are some things to play with.
為什么律師們經(jīng)常要花很長(zhǎng)的時(shí)間來(lái)書(shū)寫(xiě)信函呢？答案是我們總是喜歡玩點(diǎn)文字游戲。我們一而再，再而三地書(shū)寫(xiě)、重寫(xiě)，推敲、刪除、剪貼文字，直到我們滿意為止，這也許就是法律寫(xiě)作的藝術(shù)，也有點(diǎn)像畫(huà)家畢家索，在一塊油畫(huà)布上一遍又一遍地畫(huà)著相同的油畫(huà)，然后到另一塊油畫(huà)布上畫(huà)這幅畫(huà)，再到第三塊油畫(huà)布上畫(huà)這幅畫(huà)……直到他滿意為止，當(dāng)然，不可能總是地滿意，只要作品好得能夠向外公布即可。所以說(shuō)，寫(xiě)作也是一門(mén)藝術(shù)。說(shuō)回來(lái)，這也就是為什么那文字處理軟件在律師行里要比其他行業(yè)里賣(mài)得好的原因。下面我們來(lái)談一談一些文字處理技巧。
Write in short sentences. Short sentences are easier to understand than long ones. "Short, crisp sentences in a language accessible to lay people." This is the Associated Press's description of the writing style of the late Lord Alfred Thompson Denning, who was one of Britain's longest-serving appeals judges when he died at the age of 100 in March 1999. The same style Lord Denning used in writing appellate opinions should be used in writing letters to nonlawyers.用短句子撰寫(xiě)。短句子比長(zhǎng)句子更讓人容易理解。"那些簡(jiǎn)短的、干凈利落的句子更容易讓非專(zhuān)業(yè)人士接受。"這是已故阿爾弗高德·湯普森·丹寧爵士在為美聯(lián)社描述寫(xiě)作方式時(shí)所說(shuō)的一句話。阿爾弗高德·湯普森·丹寧爵士在1999年3月去逝，享年100歲，是英國(guó)在位時(shí)間最長(zhǎng)的上訴法官之一。當(dāng)然，阿爾弗高德·湯普森·丹寧爵士在撰寫(xiě)上訴意見(jiàn)時(shí)用的文字規(guī)則同樣也適用于律師們發(fā)給非專(zhuān)業(yè)人士的律師函。
It's okay to use jargon; just explain it. We hear all the time that lawyers use too much jargon. But some concepts need the jargon. Like nunc pro tunc （which means now for then and is a wonderful concept that recognizes the inherent power of a court to correct its records by entering an order effective as of a prior date） and per stirpes （which means through representation and indicates a manner of taking title from a decedent）.
Every profession has its jargon. That's not bad. It's part of our identity. It's a form of shorthand. It's a form of common knowledge among professionals. If my physician failed to use jargon in describing a medical condition, I would probably wonder if I had the right expert. A good professional not only knows the jargon, but can also explain it to a layman. Therefore, show your expertise. Use the jargon when necessary, but explain it when you use it.
在信函中可以使用專(zhuān)業(yè)術(shù)語(yǔ)，但要對(duì)其進(jìn)行解釋。我們總是聽(tīng)到律師們說(shuō)太多的專(zhuān)業(yè)術(shù)語(yǔ)，有時(shí)候他們也是沒(méi)有辦法，因?yàn)檎f(shuō)明某些概念需要用專(zhuān)業(yè)術(shù)語(yǔ)。比如：nunc pro tunc（意思是事后補(bǔ)做，令人興奮的是這個(gè)術(shù)語(yǔ)可以用來(lái)準(zhǔn)確地描述出法院擁有的一種專(zhuān)有的權(quán)力，即法院可以在事后補(bǔ)發(fā)一個(gè)有效的命令）和per stirpes（意思是指代表繼承，也指一種從被繼承人那里接受遺產(chǎn)的方式）.每個(gè)行業(yè)都有它的專(zhuān)業(yè)術(shù)語(yǔ)，這并不是一件壞事情。專(zhuān)業(yè)術(shù)語(yǔ)不僅是我們身份的象征，而且還是一種速記簡(jiǎn)寫(xiě)的工具。其實(shí)，專(zhuān)業(yè)人士使用專(zhuān)業(yè)術(shù)語(yǔ)是再正常不過(guò)了，比如，我的醫(yī)生如果不用專(zhuān)業(yè)術(shù)語(yǔ)來(lái)描述我的身體狀況，我甚至?xí)岩晌沂欠裾业搅艘粋€(gè)好的醫(yī)學(xué)專(zhuān)家。一個(gè)好的專(zhuān)業(yè)人士不但要會(huì)使用專(zhuān)業(yè)術(shù)語(yǔ)，還應(yīng)該將這些專(zhuān)業(yè)術(shù)語(yǔ)解釋給非專(zhuān)業(yè)人士。因此，要顯示您的專(zhuān)業(yè)技能，就要在需要的時(shí)候使用專(zhuān)業(yè)術(shù)語(yǔ)并解釋它們。
Repeat yourself only when repetition is necessary to improve clarity or to emphasize a point. Ambiguity can created by saying the same thing more than once; it is almost impossible to say it twice without creating ambiguity.除非是為了進(jìn)一步說(shuō)清或是強(qiáng)調(diào)某個(gè)要點(diǎn)，否則就不要重復(fù)陳述相同的內(nèi)容。將一件事情重復(fù)地說(shuō)多次反而會(huì)讓人覺(jué)得模棱兩可；所以在多數(shù)情況下，如果不想弄得含糊不請(qǐng)，就不要將一件事情重復(fù)地再說(shuō)一次。
When explaining a difficult concept, describe it from three directions. The only time repetition is helpful is when explaining a difficult concept. Each time you explain it you can make it a little more clear if you describe it from a different direction, perspective or point of view.要解釋一個(gè)比較難的概念，嘗試著從三個(gè)方面下手。對(duì)解釋一個(gè)比較難的概念來(lái)說(shuō)，重復(fù)一次還是有幫助的。當(dāng)然，如果您每次解釋都從不同的角度、用不同的方法、提出不同的觀點(diǎn)，那會(huì)讓人對(duì)這個(gè)概念理解得越來(lái)越清晰。
Write in active tense, rather than passive. Active tense is interesting; passive is boring. Active tense sentences are shorter and use words more efficiently, and their meaning is more apparent.用主動(dòng)語(yǔ)態(tài)而不用被動(dòng)語(yǔ)態(tài)。主動(dòng)語(yǔ)態(tài)招人喜歡，被動(dòng)語(yǔ)態(tài)惹人討厭。主動(dòng)語(yǔ)態(tài)的句子精練、有效，意思也更明了。
Watch where you place modifiers. When adding a modifier like "active" before a compound of nouns like "termites and organisms," be sure to clarify whether you intend the modifier to apply to both nouns or just the first one. If you intend it to apply to both, use parallel construction and write the modifier in front of each noun. If you intend it to apply to just one noun, place that one noun at the end of the list and the modifier directly in front of it.使用修飾語(yǔ)時(shí)要小心。當(dāng)您將一個(gè)修飾語(yǔ)（如"活動(dòng)的"）放在一組名語(yǔ)（如"白蟻和有機(jī)體"）之前時(shí)，一定要弄請(qǐng)這個(gè)修飾語(yǔ)是修飾兩個(gè)名詞還是僅僅修飾第一個(gè)名詞。如果修飾兩個(gè)名詞，那就用排比結(jié)構(gòu)，即在兩個(gè)名詞前都放上該修飾語(yǔ)；如果只修飾一個(gè)名詞，那就在該名詞的前面加上修飾語(yǔ)并將它們一起放的這組名詞的最后。
明確你和客戶(hù)之間的關(guān)系真的很重要。佛羅里達(dá)州律師條例之職業(yè)行為規(guī)則中的第4-4.3款也規(guī)定："在處理自己代理的客戶(hù)和一個(gè)沒(méi)有代理人的當(dāng)事人之間的事務(wù)時(shí)，一個(gè)律師不得聲稱(chēng)或者暗示自己的處理是公正無(wú)私的。"因此，您在起草信函的第一時(shí)間、第一部分應(yīng)該寫(xiě)道:"我代表____."自此以后每次撰寫(xiě)信函，您都應(yīng)該再次證實(shí)您所代理的客戶(hù)并稱(chēng)之為"我的客戶(hù)".
State the purpose of the letter. Why leave the reader guessing? Go ahead and say right up front why you are writing the letter. Here are some opening sentences: "The purpose of this letter is to _________." "This letter is to inform you that _________." "My client has instructed me to _________." "This is to confirm that _________." "This confirms our phone conversation today in which _________."陳述信函的要旨。為什么要讓讀者自己猜測(cè)呢？您應(yīng)該直截了當(dāng)?shù)卣f(shuō)出您為什么要寫(xiě)這封信。這里有一些此種表達(dá)法的例句："本文旨在______." "本文通知您_______." "我的客戶(hù)指示我____." "本文確認(rèn)___________." "本文證實(shí)我們今天在電話中交流的內(nèi)容為_(kāi)____."
If there are any enclosures, list them first. Listing enclosures at the beginning of the letter will make it easier for your staff to assemble them and for the reader to check to be sure all was received. This is much easier than having to read an entire, perhaps lengthy, letter to ascertain what are the enclosures.
The enclosures should be described with specificity so that there is later no question as to what was enclosed. At a minimum, the title and date of each document should be listed. If the document was recorded, then the recording information should be included. Whether the document is an original or a copy should also be specified. The following is an example:
"Enclosed are the following documents from your closing held on ___/___/1999 in which you purchased the home at _________, St. Petersburg, Florida, from _________:
Warranty Deed dated ___/___/1999 and recorded on ___/___/1999 at O.R. Book ____, Page ____, _________, County, Florida （original）
Title Insurance Policy issued on ___/___/1999 by _________ on _________ as policy number _________ （original）
HUD-1 Settlement Statement dated ___/___/1999 （original）"如果有隨信附件，首先要列出他們的清單。附件清單應(yīng)該放在信函的首部，這既可以讓您的工作人員輕松地收集這些附件，也可以讓讀者確認(rèn)這些附件是否已經(jīng)全部收到。另外，這樣做，讀者就不需要到信函的全文中去尋找哪些是隨信附件了，特別是信函過(guò)長(zhǎng)時(shí)，這樣做就更省事了。
為了避免將來(lái)引起關(guān)于附件的爭(zhēng)議，對(duì)這些隨信附件需進(jìn)行詳細(xì)地說(shuō)明，至少，這些附件的名稱(chēng)和時(shí)間應(yīng)該被列出。如果某附件已經(jīng)被登記存檔，那存檔記錄信息也要被列出。另外，不管附件文檔是正本還是副本，都應(yīng)該被說(shuō)明。具體做法請(qǐng)參考下面這個(gè)例子："下列附件來(lái)源于您在1999年__月___日的交易，在該交易日中，你從____處購(gòu)買(mǎi)了一座住宅，該住宅位于_____,彼得斯堡大街，佛羅里達(dá)州：房產(chǎn)擔(dān)保契約,訂立于1999年__月___日，于1999年__月___日登記存檔在佛羅里達(dá)州___縣的公共檔案中第__卷第___頁(yè)上（正本）
產(chǎn)權(quán)保險(xiǎn)單,由_____于1999年__月___日在_______簽發(fā),單號(hào)為_(kāi)___（正本）
住房和城市發(fā)展部第1號(hào)授與聲明，發(fā)布于1999年__月___日（正本）"
Outline the letter as separately numbered paragraphs. Each paragraph of the letter should state a separate thought, comment, point or concept. No paragraph should be longer than four or five short sentences. If the paragraph is longer, then separate it into subparagraphs. The paragraphs should flow in logical, organized fashion. It is not necessary to write them all at once; you can write them as you think of them. Try to group related concepts in the same paragraphs or in adjacent paragraphs. See the Appendix for sample letters.用一些相互獨(dú)立的段落來(lái)描繪出信函的輪廓。信函的每個(gè)段落只表達(dá)一個(gè)獨(dú)立的意思、意見(jiàn)、觀點(diǎn)或概念。每個(gè)段落最多也只用四個(gè)或五個(gè)短句組成。如果某個(gè)段落過(guò)長(zhǎng)，則應(yīng)分成幾個(gè)小分段。段落之間應(yīng)該按邏輯順序有條理地組織起來(lái)。當(dāng)然，不需要一下子把它們都寫(xiě)出來(lái)，可以邊想邊寫(xiě)。另外，要力圖在一個(gè)段落或在鄰近的幾個(gè)段落中將相關(guān)的概念解釋清楚。本文的附錄中有幾個(gè)這樣的例子可供參考。
Give each paragraph a title and underline that title. Think of this as the headline for a newspaper article. This makes it easy for the reader to scan the letter and choose how to more fully read and digest its contents. This also makes it easier for you later when you see the letter in your file and try to remember why you wrote it.給每個(gè)段落加上一個(gè)標(biāo)題并在該標(biāo)題的下面劃上下劃線，這就像給一篇新聞注上標(biāo)題一樣，作用是既可以讓讀者輕易地瀏覽信函全文并決定怎樣繼續(xù)精讀和消化信函的內(nèi)容，還可以讓您以后在文件中很容易地查找信函的內(nèi)容并回想起當(dāng)時(shí)為什么要這么寫(xiě)。
Complete each paragraph by writing what applies to that paragraph. This is simple. You learned this in elementary school. Just explain in words what you want to say about each concept or comment you placed in your outline.每個(gè)段落只能?chē)@一個(gè)中心來(lái)展開(kāi)論述。這個(gè)道理很簡(jiǎn)單，您在小學(xué)的時(shí)候就應(yīng)該學(xué)過(guò)。根據(jù)這個(gè)道理，您應(yīng)集中筆墨論述您在提綱中安排的概念或觀點(diǎn)。
If this is a letter to your client, include ideas that occur to you as you write. Many ideas will occur to you as you write: things that could go wrong with a business deal, things that might happen in the future, things that happened in the past, ways to structure things better. Write these in your letter even if they are not strictly legal advice. Florida Bar Rules of Professional Conduct Rule 4-2.1 says:
"In rendering advice, a lawyer may refer not only to law but to other considerations such as moral, economic, social, and political factors that may be relevant to the client's situation."如果該信函是發(fā)給客戶(hù)的，那么在書(shū)寫(xiě)過(guò)程涌現(xiàn)的一些想法也要寫(xiě)上。是的，在書(shū)寫(xiě)過(guò)程中，常常會(huì)有很多好的想法浮現(xiàn)在你的腦海里，比如：交易中可能出現(xiàn)的一些障礙，將來(lái)可能會(huì)發(fā)生的一些事情，過(guò)去已經(jīng)發(fā)生了的一些事情，讓事情往好的方向發(fā)展的方法，等等。盡管這些想法從嚴(yán)格意義上講算不上法律意見(jiàn)，但還是寫(xiě)在信函中。佛羅里達(dá)州律師條例之職業(yè)行為規(guī)則中的第4-2.1款也有這樣的要求："在為客戶(hù)提供意見(jiàn)時(shí)，一個(gè)律師不能僅僅只提供法律層面上的意見(jiàn)，而且還根據(jù)客戶(hù)的現(xiàn)實(shí)情況考慮到道德、經(jīng)濟(jì)、社會(huì)以及政治等相關(guān)因素。"
If this is a letter to a nonclient, do not offer any advice. The letter should accomplish its purpose of providing information, making a demand, etc., without giving legal advice to the recipient. The comment to Florida Bar Rules of Professional Conduct Rule 4-4.3 says: "During the course of a lawyer's representation of a client, the lawyer should not give advice to an unrepresented person other than the advice to obtain counsel."如果該信函是寄給非客戶(hù)的，那就不要提供任何意見(jiàn)。該類(lèi)信函只需達(dá)到提供信息、提出要求等目的即可。換句說(shuō)，不要給收信者提供任何法律上的意見(jiàn)。佛羅里達(dá)州律師條例之職業(yè)行為規(guī)則第4-2.1款的評(píng)述中說(shuō)："在為客戶(hù)代理的過(guò)程中，一個(gè)律師不得向非客戶(hù)方提供任何意見(jiàn)，但建議其聘請(qǐng)律師的意見(jiàn)除外。"
State your assumptions. Whether or not this is an opinion letter, set forth the factual assumptions and statutes you rely upon in giving your opinion or advice. It is customary for opinion letters to recite the facts upon which the opinion is based and the statutes and case law, as well. This is something that every letter providing advice or opinion can include in order to avoid future misunderstanding. Every opinion and all advice is predicated upon facts and law. Stating the assumed facts and applicable law in the letter merely makes known to the reader what the writer understands to be true. This then places an obligation on the reader to inform the writer if any of the assumed facts is not accurate, which might change the opinion or advice.
陳述您的設(shè)想和依據(jù)。不管是意見(jiàn)書(shū)還是非意見(jiàn)書(shū)，都要詳細(xì)說(shuō)明有事實(shí)根據(jù)的設(shè)想并給出相關(guān)意見(jiàn)和建議所依據(jù)的法律。對(duì)意見(jiàn)書(shū)來(lái)說(shuō)，常規(guī)是要詳細(xì)陳述意見(jiàn)所依據(jù)的事實(shí)以及相關(guān)的成文法和判例法。為了避免將來(lái)引起誤解，所以每封信函在提供意見(jiàn)或建議時(shí)都會(huì)提供相關(guān)的依據(jù)。陳述假設(shè)的事實(shí)或相應(yīng)的準(zhǔn)據(jù)法不僅可以使讀者知道作者是如何得出這些正確結(jié)論的，而且還能讓讀者在發(fā)現(xiàn)這些假設(shè)事實(shí)不正確之后通知作者改正。
Place instructions to clients in bold type. This will make it easier for the client to follow up on your letter and do as advised.給客戶(hù)的指示要用粗體字母。這樣做可以讓客戶(hù)容易地理解您的信函并按您的建議去做。
Close the letter with a final paragraph. The last paragraph will be one of the following: Summary of advice: "To summarize, I advise that you……" To do list: "Therefore, please do the following:……" Demand: "Therefore, my client demands that you immediately cease and desist……" Simple close: "If you have any questions, please call me."在信函的末尾加上一個(gè)結(jié)束段落。下面有一些結(jié)束段落的樣本：總結(jié)意見(jiàn)的："總之，我建議您……"采取措施的："因此，請(qǐng)采取下列措施……"提出要求的："于是，我的客戶(hù)要求您立即停止并終止……"一般性結(jié)尾："如有任何問(wèn)題，請(qǐng)給我來(lái)電。"
Playing with the Words玩點(diǎn)文字游戲
Why does it take lawyers so long to write letters? Because we play with the words. We write, rewrite, move around, delete, cut and paste the words over and over and over again until we are happy with the way it sounds. That's the art of legal writing. It's like Picasso painting over the same canvas again and again, transforming it from one painting to another and then to another until finally he is satisfied with the result. Not always 100% satisfied, but good enough for it to go out the door and into the world. That's why writing is an art. And that's also why more copies of WordPerfect were sold to lawyers than any other industry. So here are some things to play with.
為什么律師們經(jīng)常要花很長(zhǎng)的時(shí)間來(lái)書(shū)寫(xiě)信函呢？答案是我們總是喜歡玩點(diǎn)文字游戲。我們一而再，再而三地書(shū)寫(xiě)、重寫(xiě)，推敲、刪除、剪貼文字，直到我們滿意為止，這也許就是法律寫(xiě)作的藝術(shù)，也有點(diǎn)像畫(huà)家畢家索，在一塊油畫(huà)布上一遍又一遍地畫(huà)著相同的油畫(huà)，然后到另一塊油畫(huà)布上畫(huà)這幅畫(huà)，再到第三塊油畫(huà)布上畫(huà)這幅畫(huà)……直到他滿意為止，當(dāng)然，不可能總是地滿意，只要作品好得能夠向外公布即可。所以說(shuō)，寫(xiě)作也是一門(mén)藝術(shù)。說(shuō)回來(lái)，這也就是為什么那文字處理軟件在律師行里要比其他行業(yè)里賣(mài)得好的原因。下面我們來(lái)談一談一些文字處理技巧。
Write in short sentences. Short sentences are easier to understand than long ones. "Short, crisp sentences in a language accessible to lay people." This is the Associated Press's description of the writing style of the late Lord Alfred Thompson Denning, who was one of Britain's longest-serving appeals judges when he died at the age of 100 in March 1999. The same style Lord Denning used in writing appellate opinions should be used in writing letters to nonlawyers.用短句子撰寫(xiě)。短句子比長(zhǎng)句子更讓人容易理解。"那些簡(jiǎn)短的、干凈利落的句子更容易讓非專(zhuān)業(yè)人士接受。"這是已故阿爾弗高德·湯普森·丹寧爵士在為美聯(lián)社描述寫(xiě)作方式時(shí)所說(shuō)的一句話。阿爾弗高德·湯普森·丹寧爵士在1999年3月去逝，享年100歲，是英國(guó)在位時(shí)間最長(zhǎng)的上訴法官之一。當(dāng)然，阿爾弗高德·湯普森·丹寧爵士在撰寫(xiě)上訴意見(jiàn)時(shí)用的文字規(guī)則同樣也適用于律師們發(fā)給非專(zhuān)業(yè)人士的律師函。
It's okay to use jargon; just explain it. We hear all the time that lawyers use too much jargon. But some concepts need the jargon. Like nunc pro tunc （which means now for then and is a wonderful concept that recognizes the inherent power of a court to correct its records by entering an order effective as of a prior date） and per stirpes （which means through representation and indicates a manner of taking title from a decedent）.
Every profession has its jargon. That's not bad. It's part of our identity. It's a form of shorthand. It's a form of common knowledge among professionals. If my physician failed to use jargon in describing a medical condition, I would probably wonder if I had the right expert. A good professional not only knows the jargon, but can also explain it to a layman. Therefore, show your expertise. Use the jargon when necessary, but explain it when you use it.
在信函中可以使用專(zhuān)業(yè)術(shù)語(yǔ)，但要對(duì)其進(jìn)行解釋。我們總是聽(tīng)到律師們說(shuō)太多的專(zhuān)業(yè)術(shù)語(yǔ)，有時(shí)候他們也是沒(méi)有辦法，因?yàn)檎f(shuō)明某些概念需要用專(zhuān)業(yè)術(shù)語(yǔ)。比如：nunc pro tunc（意思是事后補(bǔ)做，令人興奮的是這個(gè)術(shù)語(yǔ)可以用來(lái)準(zhǔn)確地描述出法院擁有的一種專(zhuān)有的權(quán)力，即法院可以在事后補(bǔ)發(fā)一個(gè)有效的命令）和per stirpes（意思是指代表繼承，也指一種從被繼承人那里接受遺產(chǎn)的方式）.每個(gè)行業(yè)都有它的專(zhuān)業(yè)術(shù)語(yǔ)，這并不是一件壞事情。專(zhuān)業(yè)術(shù)語(yǔ)不僅是我們身份的象征，而且還是一種速記簡(jiǎn)寫(xiě)的工具。其實(shí)，專(zhuān)業(yè)人士使用專(zhuān)業(yè)術(shù)語(yǔ)是再正常不過(guò)了，比如，我的醫(yī)生如果不用專(zhuān)業(yè)術(shù)語(yǔ)來(lái)描述我的身體狀況，我甚至?xí)岩晌沂欠裾业搅艘粋€(gè)好的醫(yī)學(xué)專(zhuān)家。一個(gè)好的專(zhuān)業(yè)人士不但要會(huì)使用專(zhuān)業(yè)術(shù)語(yǔ)，還應(yīng)該將這些專(zhuān)業(yè)術(shù)語(yǔ)解釋給非專(zhuān)業(yè)人士。因此，要顯示您的專(zhuān)業(yè)技能，就要在需要的時(shí)候使用專(zhuān)業(yè)術(shù)語(yǔ)并解釋它們。
Repeat yourself only when repetition is necessary to improve clarity or to emphasize a point. Ambiguity can created by saying the same thing more than once; it is almost impossible to say it twice without creating ambiguity.除非是為了進(jìn)一步說(shuō)清或是強(qiáng)調(diào)某個(gè)要點(diǎn)，否則就不要重復(fù)陳述相同的內(nèi)容。將一件事情重復(fù)地說(shuō)多次反而會(huì)讓人覺(jué)得模棱兩可；所以在多數(shù)情況下，如果不想弄得含糊不請(qǐng)，就不要將一件事情重復(fù)地再說(shuō)一次。
When explaining a difficult concept, describe it from three directions. The only time repetition is helpful is when explaining a difficult concept. Each time you explain it you can make it a little more clear if you describe it from a different direction, perspective or point of view.要解釋一個(gè)比較難的概念，嘗試著從三個(gè)方面下手。對(duì)解釋一個(gè)比較難的概念來(lái)說(shuō)，重復(fù)一次還是有幫助的。當(dāng)然，如果您每次解釋都從不同的角度、用不同的方法、提出不同的觀點(diǎn)，那會(huì)讓人對(duì)這個(gè)概念理解得越來(lái)越清晰。
Write in active tense, rather than passive. Active tense is interesting; passive is boring. Active tense sentences are shorter and use words more efficiently, and their meaning is more apparent.用主動(dòng)語(yǔ)態(tài)而不用被動(dòng)語(yǔ)態(tài)。主動(dòng)語(yǔ)態(tài)招人喜歡，被動(dòng)語(yǔ)態(tài)惹人討厭。主動(dòng)語(yǔ)態(tài)的句子精練、有效，意思也更明了。
Watch where you place modifiers. When adding a modifier like "active" before a compound of nouns like "termites and organisms," be sure to clarify whether you intend the modifier to apply to both nouns or just the first one. If you intend it to apply to both, use parallel construction and write the modifier in front of each noun. If you intend it to apply to just one noun, place that one noun at the end of the list and the modifier directly in front of it.使用修飾語(yǔ)時(shí)要小心。當(dāng)您將一個(gè)修飾語(yǔ)（如"活動(dòng)的"）放在一組名語(yǔ)（如"白蟻和有機(jī)體"）之前時(shí)，一定要弄請(qǐng)這個(gè)修飾語(yǔ)是修飾兩個(gè)名詞還是僅僅修飾第一個(gè)名詞。如果修飾兩個(gè)名詞，那就用排比結(jié)構(gòu)，即在兩個(gè)名詞前都放上該修飾語(yǔ)；如果只修飾一個(gè)名詞，那就在該名詞的前面加上修飾語(yǔ)并將它們一起放的這組名詞的最后。