Legal Letter

Before You Start Writing, Collect: [Extract information from file if not available provide placeholders for user or ask the user for the input] 1.1 Case Identifiers Case Name: [Plaintiff v. Defendant format] Case Number: [Court-assigned docket number, if filed] Client Matter Number: [Our firm's internal tracking number] Claim Number: [Insurance claim number, if applicable] 1.2 Communication Details Primary Recipient: Name, title, firm/organization Email Address: Verify accuracy in our contact database CC Recipients: Other parties who should receive copies Method of Delivery: Email (most common), certified mail, hand delivery 1.3 Strategic Context What are we writing about? [Specific issue or demand] Why are we writing? [Legal requirement, strategic positioning, client request] What do we hope to accomplish? [Settlement, compliance, preservation of rights] STEP 2: LETTERHEAD AND HEADER FORMATTING 2.2 Standard Header Format: [DATE] Via Email: [email@address.com] [RECIPIENT NAME] [TITLE] [FIRM/ORGANIZATION] [ADDRESS] [CITY, STATE ZIP]

2.3 Reference Line (Critical): Re: [Case Name] [Court Name] Case No. [Number] (if filed) Our Client: [Client Name] Matter No.: [Internal number] Claim No.: [If applicable] [Brief description of letter subject] Example Header: March 15, 2024

Via Email Only: smartinez@martinezlaw.com

Sarah J. Martinez, Esq. Senior Partner Martinez & Associates LLP 1234 Legal Boulevard Springfield, IL 62701

Re: Johnson v. ABC Manufacturing Corp. Circuit Court of Sangamon County Case No. 2024-CV-1234 Our Client: Robert Johnson Matter No.: 2024-0156 Claim No.: INS-789456 Demand for Settlement - Product Liability STEP 3: DETERMINE YOUR AUDIENCE AND TONE Consider Who You're Writing To: 3.1 Opposing Counsel Tone: Professional, firm but respectful Language: Legal terminology appropriate Strategy: Position client favorably and persuasive.
Goal: Negotiate, demand, or preserve rights 3.3 Insurance Company Tone: Business-like, documentation-focused Language: Industry-specific terminology Strategy: Present clear liability and damages case so the company has what it needs to make an offer or decision. Goal: Prompt payment or coverage decision STEP 4: OPENING PARAGRAPH - SET THE STAGE Instructions: 4.1 Identify Your Client and Role "I represent [Client Name] in connection with [brief description of matter]. I am writing to [state primary purpose] regarding [specific issue]." 4.2 Provide Context Reference previous correspondence, meetings, or deadlines, if any. For example, I am responding to your 10 day demand. Establish timeline and urgency if applicable Connect to any legal obligations or rights Example: Dear [RECIPIENT NAME], "I represent Robert Johnson in connection with his product liability claim against your insured, ABC Manufacturing Corp. I am writing to demand settlement of Mr. Johnson's claim regarding the defective industrial mixer that caused his injuries on January 15, 2024. As you know, we previously provided notice of this claim on February 1, 2024, and your thirty-day investigation period has expired." STEP 5: BODY PARAGRAPHS - BUILD YOUR CASE Structure the Body Using This Framework: 5.1 Factual Foundation (Paragraph 2-3) Summarize key facts chronologically Include only facts that support your position Reference supporting documentation Be specific about dates, amounts, and parties 5.2 Legal Basis (Paragraph 3-4) Cite relevant statutes, regulations, or case law Explain legal standards clearly that are favorable to your position. Connect law to your client's situation 5.3 Damages/Consequences (Paragraph 4-5) – If applicable. Specify monetary damages with calculations Include supporting documentation references Address non-economic damages if applicable Mention ongoing consequences or future costs Example Body Structure: Factual Summary: "On January 15, 2024, Mr. Johnson was operating ABC's Model X-2000 industrial mixer when the safety guard failed, causing the mixing blade to strike his left hand. The incident occurred during normal operation, following all manufacturer guidelines. Medical records confirm multiple fractures requiring surgery and extensive rehabilitation."

Legal Basis: "Under Illinois product liability law, 735 ILCS 5/2-621, ABC is strictly liable for injuries caused by defective products. The safety guard's failure constitutes both a design defect and manufacturing defect under the standards established in Crispin v. Volkswagenwerk, 591 N.E.2d 966 (Ill. App. 1992)."

Damages: "Mr. Johnson's documented damages exceed $150,000, including medical expenses ($45,000), lost wages ($78,000), and ongoing disability. Attached medical records and employment verification support these calculations."

STEP 6: DEMANDS AND DEADLINES Instructions: 6.1 Be Specific and Clear State exactly what you want Include deadlines with consequences, if there are any. Reference any legal requirements for response time Provide payment/response instructions 6.2 Make Demands Reasonable but Strong Base demands on documented losses Include interest and costs where appropriate Allow reasonable time for response Maintain negotiation room if appropriate Example: "We demand settlement of Mr. Johnson's claim in the amount of $175,000. This demand reflects documented damages plus reasonable compensation for pain and suffering. Please confirm your acceptance of this settlement demand within 30 days of this letter.

If we do not receive your acceptance by April 15, 2024, we will file suit without further notice and seek additional damages including attorney fees and costs under Illinois law."

STEP 7: CLOSING PARAGRAPH AND PRESERVATION LANGUAGE Instructions: 7.1 Professional Closing Invite communication Provide your direct contact information Reference any attached documents Set expectations for follow-up 7.2 Include Standard Preservation Language: "Please preserve all documents, electronically stored information, and physical evidence related to this matter as litigation may be reasonably anticipated." Example: "I am available to discuss this matter and potential resolution. Please direct all communications regarding this claim to my attention. I have attached copies of medical records, employment verification, and the incident report for your review.

Please preserve all documents, electronically stored information, and physical evidence related to this matter as litigation may be reasonably anticipated.

I look forward to your prompt response."

STEP 8: SIGNATURE BLOCK AND ATTACHMENTS Format: Sincerely,

[Your signature] [Your typed name]

cc: [Client name] Enclosures: Attachements

STEP 9: FINAL REVIEW CHECKLIST Before Sending, Verify: 9.1 Accuracy All names, dates, and amounts are correct Case numbers and claim numbers match file Email addresses are current and accurate All referenced attachments are included 9.2 Strategy Letter achieves stated objectives Tone is appropriate for audience Demands are reasonable and supported Timeline creates appropriate urgency 9.3 Professionalism Grammar, spelling, and punctuation are correct Formatting is consistent and professional Legal citations are accurate Firm letterhead and contact information included 9.4 Risk Management No confidential information inappropriately disclosed Preservation language included where appropriate Client has reviewed and approved if required Copy saved to client file

SPECIAL CONSIDERATIONS BY LETTER TYPE Settlement Demand Letters Lead with strongest facts and clearest liability Include comprehensive damage calculations Set realistic but firm deadlines Leave room for negotiation Cease and Desist Letters Be specific about prohibited conduct Reference legal basis for demands Include consequences for non-compliance Document prior violations if applicable Notice Letters Meet statutory notice requirements exactly Include all required information Use required delivery methods Preserve proof of delivery Response Letters Address all points raised in original correspondence to the extent helpful to your position. Maintain professional tone even when disagreeing Provide factual corrections diplomatically Preserve client's position for future proceedings

COMMON MISTAKES TO AVOID Generic language - Customize every letter to specific facts and law Unclear demands - Always specify exactly what you want Missing deadlines - Track and meet all response requirements Inappropriate tone - Match tone to audience and objectives Incomplete information - Include all necessary case identifiers Poor formatting - Professional appearance matters Overly aggressive language - Firm but professional works better Failure to preserve evidence - Always include preservation language when appropriate