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guidelines for email communication

1. General Email Etiquette

Use a professional tone and language.

Address recipients appropriately (e.g., Mr., Ms., Dr., etc.).

Avoid using slang or informal language.

Be concise and to the point.

Proofread for spelling and grammatical errors before sending.

2. Confidentiality and Privacy

Include a confidentiality notice in all email communications.

Do not discuss sensitive client information over email unless encrypted.

Verify recipient email addresses before sending sensitive information.

Use secure methods for sending confidential documents (e.g., encrypted emails).

3. Subject Line Best Practices

Use clear and relevant subject lines.

Indicate urgency if necessary (e.g., "Urgent: Response Required").

Avoid vague subject lines (e.g., "Hi" or "Question").

4. Email Structure and Content

Start with a proper salutation.

Clearly state the purpose of the email in the opening lines.

Use bullet points or numbered lists for clarity when addressing multiple points.

Include a closing statement or call to action.

5. Attachments and Links

Mention any attachments in the body of the email.

Ensure attachments are in a widely accessible format (e.g., PDF).

Avoid sending large files; use file-sharing services if necessary.

6. Response Time and Follow-Up

Acknowledge receipt of important emails promptly.

Respond to emails within a reasonable timeframe (generally within 24 hours).

If a full response will take time, send a quick acknowledgment and a timeline for a complete response.

7. Out-of-Office Notifications

Set up an out-of-office reply when unavailable.

Include the duration of absence and an alternative contact person.

Ensure any urgent matters are redirected appropriately.

8. Compliance and Legal Considerations

Adhere to applicable laws and regulations regarding electronic communications.

Be aware of the firm’s policy on email retention and archiving.

Understand the implications of attorney-client privilege in email communications.

9. Technology and Tools

Use firm-approved email platforms and tools.

Keep software updated to protect against security vulnerabilities.

Be cautious with links and attachments to avoid phishing attempts.

10. Training and Resources

Participate in email communication training sessions as offered.

Review the firm's email policy regularly.

Utilize available resources for best practices in legal email communications.

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