CPD · Legal

Drafting a clear client letter

Plain-language letters. Skills only: no legal advice.

about this course

What you will be able to do

L4 PractitionerAbout 3 hours (180 minutes) of CPDSelf-study plus role-playLegal

Plain-language letters. Skills only: no legal advice.

Structure a letter, given a brief, with purpose first, then facts, then next step.
Replace legal jargon, given a sample, with plain words, keeping the meaning.
Check accuracy, given source documents, with every date and figure matching.
Edit a letter, given a checklist, to under one page.

Task, condition and standard

Task

Draft a plain-language client letter that puts the purpose first, then the facts, then the next step and its date, and edit it to under one page.

Condition

Given a short client brief, source documents, a sample letter with jargon and an editing checklist, working in a three-hour supervised session with no legal advice given.

Standard

Produce a letter that is plain, under one page, matches every date and figure in the sources, and ends with the next step and date, passing all checklist items.

These courses teach process, communication and recording. They give no clinical, legal, tax, financial or engineering sign-off. A named subject expert must review every line, and you must check your own professional body's current CPD rules, before you rely on a certificate.

sessions

8 modules

Module 1 Who reads it and what they need 15 min

A letter has one reader and one job
Ask what the reader needs to know and do
State the purpose first in one sentence

Worked example. Brief: a client asked what happens next on a form. The reader needs what, by when and what the client must do. Purpose in one sentence of 20 words: "This letter explains the next step: you sign the form by 8 Nov and we file it by 10 Nov."

Practise: Practise with a case card or template for "who reads it and what they need": structure a letter, given a brief, with purpose first, then facts, then next step.

Standard to meet. Identify, from a short client brief, who will read the letter and what that reader needs to know, and state the letter's purpose first in one sentence.

Module 2 Plain words under one page 30 min

Swap jargon for everyday words that keep the meaning
Short sentences, one idea each
A reader stops after one page
Say what you cannot advise on.

Worked example. Draft line: "We shall endeavour to effect filing of the instrument prior to the 10th day of November" has 16 words. Plain version: "We will file the form by 10 Nov." has 8 words, half the length. Also "heretofore" becomes "until now" and "pursuant to" becomes "under".

Practise: Practise with a case card or template for "plain words under one page": replace legal jargon, given a sample, with plain words, keeping the meaning.

Standard to meet. Rewrite a sample letter in plain words, replacing legal jargon with everyday terms that keep the meaning, and fit it onto one page.

Module 3 Readability test 20 min

Average sentence length = words / sentences
Mark any sentence over 20 words and split it
A colleague's read-through finds what a test misses
A second person reviews it, per firm policy.

Worked example. Sample letter: 120 words in 8 sentences gives 120 / 8 = 15 words per sentence, under the target of 20. One sentence of 34 words is split into two of 17. A colleague reads it and names the next step in one breath.

Practise: Practise with a case card or template for "readability test": check accuracy, given source documents, with every date and figure matching.

Standard to meet. Apply a simple readability test to a drafted letter, then ask a colleague to read it, and adjust any hard sentences the test or reader finds.

Module 4 Next step and date 20 min

End every letter with the next step and its date
Check each date and figure against the source
Say what you cannot advise on

Worked example. Source form: sign by 8 Nov, file by 10 Nov, 4 pages. The letter says "sign by 8 Nov, we file by 10 Nov, 4 pages", so all three match. If it said 12 Nov it would be 2 days after the source date, an error to fix.

Practise: Practise with a case card or template for "next step and date": edit a letter, given a checklist, to under one page.

Standard to meet. Add to a letter the next step and its date, and check that every date and figure matches the source documents given.

Module 5 Practice 10 min

Use the order: purpose, facts, next step and date
Write for the reader named in the brief
Keep to one page

Worked example. Case card: explain a filing step. Letter of 5 sentences, about 90 words: purpose (1 sentence), facts (3 sentences), next step and date (1 sentence): "Please sign by 8 Nov, and we will file the form by 10 Nov and tell you the same day."

Practise: Run one full practice round for "drafting a clear client letter" on a case card or template: work through each outcome in turn (structure a letter; replace legal jargon; check accuracy; edit a letter).

Standard to meet. Draft a full client letter from a case card, with purpose first, then facts, then next step and date, in plain words and under one page.

Module 6 Check 5 min

Edit against the checklist item by item
Plain, accurate, under one page, ends with step and date
A second person reviews per firm policy

Worked example. Check: a sample letter of 420 words is edited to 280 words, 140 fewer or one third cut. Checklist result: 3 jargon terms replaced, wrong date 12 Nov corrected to 10 Nov, next step added: 4 of 4 checklist items met.

Practise: Take the end check for "drafting a clear client letter": show that you can edit a letter, given a checklist, to under one page, and meet every outcome standard above.

Standard to meet. Apply the checklist to a sample letter by editing it so it is plain, accurate, under one page and ends with the next step and date.

Module 7 Second case: a moved hearing 45 min

Same structure, new facts
Work out the new date before writing
Say what the client must bring

Worked example. Case card 2: a hearing moves two weeks later, from 14 Mar to 28 Mar (14 + 14 = 28). Letter: "Your hearing has moved from 14 Mar to 28 Mar, two weeks later. Please bring the signed form and photo ID. Call us if 28 Mar is a problem." 3 sentences, 29 words.

Practise: Practise with a case card or template for "second case: a moved hearing": edit a letter, given a checklist, to under one page. Use a new case this time (round 2).

Standard to meet. Draft a second letter from a new case card, calculating the new date correctly and listing what the client must bring, in plain words and under one page.

Module 8 Teach-back and portfolio 35 min

Partner says back the next step and date
Fix any point the partner misses
Keep both letters as portfolio evidence

Worked example. Partner reads the moved-hearing letter and says back: "Bring the form and ID on 28 Mar." Both facts correct. Portfolio: 2 letters, about 120 words in 8 sentences = 15 words per sentence, and 3 improvements noted in a short reflection.

Practise: Practise with a case card or template for "teach-back and portfolio": edit a letter, given a checklist, to under one page. Use a new case this time (round 2).

Standard to meet. Evaluate your own letters by a partner teach-back and a readability count, then reflect in writing on three changes you would make next time.

practice

Worked example and case cards

Worked example

"Dear client, You asked what happens next. We will file the form by 10 Nov, and we will tell you the same day if anything changes. Please call us if you have questions. Next step: please sign the form by 8 Nov." Under one page, ending with the next step and date.

Case card

explain a filing step.

Case card 2

Explain that a hearing is moved by two weeks and what the client must bring. Learners write the letter.

checks

10 check questions with model answers

Replace "heretofore".

Model answer: "until now" or remove. (Covered in module 2: Plain words under one page. To pass that module: Rewrite a sample letter in plain words, replacing legal jargon with everyday terms that keep the meaning, and fit it onto one page.)

What must a letter include?

Model answer: Next step and date. (Covered in module 4: Next step and date. To pass that module: Add to a letter the next step and its date, and check that every date and figure matches the source documents given.)

Check readability how?

Model answer: A simple readability test and a colleague read. (Covered in module 3: Readability test. To pass that module: Apply a simple readability test to a drafted letter, then ask a colleague to read it, and adjust any hard sentences the test or reader finds.)

Advice limits?

Model answer: Say what you cannot advise on. (Covered in module 2: Plain words under one page. To pass that module: Rewrite a sample letter in plain words, replacing legal jargon with everyday terms that keep the meaning, and fit it onto one page.)

Why one page?

Model answer: Readers stop after a page. (Covered in module 2: Plain words under one page. To pass that module: Rewrite a sample letter in plain words, replacing legal jargon with everyday terms that keep the meaning, and fit it onto one page.)

Replace "pursuant to".

Model answer: "Under". (Covered in module 2: Plain words under one page. To pass that module: Rewrite a sample letter in plain words, replacing legal jargon with everyday terms that keep the meaning, and fit it onto one page.)

What always ends the letter?

Do you include legal Latin?

Model answer: Avoid it; if you must, explain it in plain words. (Covered in module 2: Plain words under one page. To pass that module: Rewrite a sample letter in plain words, replacing legal jargon with everyday terms that keep the meaning, and fit it onto one page.)

Who reviews?

Model answer: A second person per firm policy. (Covered in module 3: Readability test. To pass that module: Apply a simple readability test to a drafted letter, then ask a colleague to read it, and adjust any hard sentences the test or reader finds.)

A letter has 120 words in 8 sentences. What is the average sentence length, and is it within a target of 20?

Model answer: 120 / 8 = 15 words per sentence, so it is within the target. (Covered in module 3: Readability test. To pass that module: Apply a simple readability test to a drafted letter, then ask a colleague to read it, and adjust any hard sentences the test or reader finds.)

glossary

Words used in this course

plain words, readability, next step, deadline, review.

marking

How the practice and assessment are marked

Level	Meaning	Marks of 4
Secure	Meets the standard in the outcome every time, no prompts	4
Meeting	Meets the standard with one small slip, corrected when prompted	3
Developing	Meets part of the standard; needs a re-attempt	2
Not yet	Standard not met	1

Pass = average 3 or more, and no outcome at 1. You may re-attempt after feedback. The subject expert sets any stricter pass mark.

where next

Ladder L1 to L7, slide by slide with notes

Slide 1: L1 Basic: What is a client letter. Speaker note: A client letter tells one reader what is happening and what to do next. Say it in one sentence. At this level the learner only knows that plain words and a date make a letter useful.
Slide 2: L2 Awareness: Who is reading it. Speaker note: Show a brief and ask who will read the letter. The learner at this level can name the reader, say what that person needs to know, and spot a letter that starts with background instead of purpose.
Slide 3: L3 Foundation: Plain words with help. Speaker note: Learners swap jargon such as pursuant to for under, using a prepared list, and follow a model letter with purpose, facts, then next step and date. They need a checklist beside them.
Slide 4: L4 Practitioner: Draft and edit to one page. Speaker note: This course sits here. The learner drafts a full client letter alone from a brief, replaces jargon, tests readability, checks every date against the sources, and ends with the next step and date under one page.
Slide 5: L5 Specialist: Hard letters and tone. Speaker note: The specialist writes letters for upset or confused readers, such as a moved hearing, and judges tone and order. They coach others, and know when a point needs a qualified lawyer, so they refer it on.
Slide 6: L6 Advanced: Templates and review. Speaker note: The advanced worker designs letter templates, sets readability targets such as 20 words per sentence, and reviews teams' letters for patterns like missing dates. Talk about why the same errors repeat.
Slide 7: L7 Super expert: A plain-language standard. Speaker note: The super expert sets the firm's writing standard: templates, review steps, training and measures such as complaints about unclear letters. They decide what good looks like and prove it with sampled letters.

This course sits at L4 Practitioner. Credits stack; aligned with, not accredited by, any framework.

jobs this leads to

Where this takes you

Legal secretary
Paralegal assistant
Legal administrator
Client services officer
Case support assistant

assessment and certificate

How you are checked

Each outcome is checked against its standard with a checklist or a short test. A digital CPD record shows the hours. Keep evidence in My page. Aligned with common CPD practice; not accredited. Learners check their own body's rules.

ten locations and global

Your place

Use your own body's forms, units and currency. Local professional bodies set the rules for CPD hours; check them first.

India (Bengaluru)

Language: English, Hindi, Kannada. Personal data: Digital Personal Data Protection Act 2023. Credit and levels: National Skills Qualifications Framework (NSQF) and the national credit framework.

Netherlands (Eindhoven area)

Language: Dutch, English. Personal data: EU GDPR (Dutch: AVG), supervised by the Autoriteit Persoonsgegevens. Credit and levels: the Dutch qualification framework (NLQF) linked to the European Qualifications Framework.

UAE (Dubai and Abu Dhabi)

Language: Arabic, English. Personal data: Federal Decree-Law No. 45 of 2021 (personal data protection). Credit and levels: the emirate education and training regulators (for example KHDA in Dubai) and the national qualifications framework.

Brazil (Sao Paulo)

Language: Portuguese (Spanish and English support). Personal data: LGPD (Lei Geral de Protecao de Dados). Credit and levels: the national technical-education catalogue and the national S-system training bodies.

Canada (Toronto)

Language: English, French. Personal data: PIPEDA, with provincial rules where they apply. Credit and levels: the provincial colleges framework and the national credential-recognition guidance.

United States

Language: English, Spanish. Personal data: state privacy laws (for example California), and COPPA for children under 13. Credit and levels: state and community-college credit systems.

Singapore

Language: English, Mandarin, Malay, Tamil. Personal data: Personal Data Protection Act (PDPA). Credit and levels: the Singapore national skills frameworks and the national credit system.

Australia

Language: English. Personal data: the Privacy Act 1988 and the Australian Privacy Principles. Credit and levels: the Australian Qualifications Framework (AQF) levels.

Hong Kong (Eastern Asia)

Language: Chinese (Cantonese, Mandarin), English. Personal data: the Personal Data (Privacy) Ordinance. Credit and levels: the Hong Kong Qualifications Framework.

Georgia and Israel (Western Asia)

Language: Georgian, Hebrew, Arabic, English. Personal data: the personal data law of the country where the learner lives. Credit and levels: the national qualifications framework of that country.

Cayman Islands (Caribbean)

Language: English. Personal data: the Data Protection Act. Credit and levels: the local education and training framework.

Mexico

Language: Spanish, English. Personal data: the federal law on personal data held by private parties. Credit and levels: the national competency certification system and the education ministry levels.

Draft

Draft CPD course. It opens only after final checks. No fee is shown.

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