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美国资深律师经验：如何撰写发给非专业人士的律师函(中英文对照) 

作者：James Martin   译者：胡清平

Note: This article is for background purposes only and is not intended as legal advice.

作者注：本文仅供参考，并不旨在提供法律意见。

译者注：翻译本文并未得到原作者同意，故译文仅供学习和研究使用，未经允许，不得转载。

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Why do people hate to get letters from lawyers? They carry bad news. They mean serious business. They're hard to understand. They use strange words. They carry the inherent threat of suit.
人们为什么讨厌收到律师的来信呢？因为它们不是带来坏消息，就意味着生意上出现了问题。而且，这些信让人理解起来有些难度,因为其中有一些生僻的专业术语，还有,在收到律师的来信之后，往往随之而来的是诉讼的威胁。

Why do lawyers send such letters? They mean serious business, and they intend to sue.
那为什么律师们还要发出这些信件呢？因为交易出现了问题，也因为他们想提起诉讼。

But must they use those ancient, strange words and be so hard to understand, or can lawyers express serious business and imminent suit using words everyone knows?
是不是在律师函中一定要用一些生僻古怪的术语而让人费解呢？换句话说，律师能不能用大家都熟悉的词语来表述生意上的问题或即将来临的诉讼呢？

Whether writing a demand letter to a contract breacher, an advice letter to a client, or a cover letter to a court clerk, the letter fails if the person receiving it cannot understand what it says.
其实，不管是给违约者的正式请求书、给客户的意见书，还是给法院书记员的说明书，只要收信人不能理解其说了些什么，那这样的律师函是不合格的。

All of these letters have one thing in common: They are not great literature. They will not be read in a hundred years and analyzed for their wit, charm or flowery words. With any luck they will be read just once by a few people, followed quickly by their intended result, whether that be compliance, understanding or agreement.
所有的律师函都有一个共同的特点：它们不需要有太强的文学色彩，它们在若干年以后也不可能再被阅读，而且人们也不会对它们所包含的智慧、对它们的吸引力、对其中的华丽词语而给予关注。实际上，不论这些律师函上载明的是默许、意向，还是协议，再幸运的话也只会被少数人为了特定的目的而阅读一次。

Lawyers are Letter Factories
律师是"信函工厂"

Lawyers write many, many letters. An average for me might be five letters a day. This includes advice letters, cover letters, demand letters, all sorts of letters. Some days have more, some have less, but five is a fairly conservative average, I would think. Five letters a day for five days a week for fifty weeks a year is 1,250 letters a year. This is my 25th year in practice, so it is quite conceivable that I have written 31,250 letters so far.
律师会撰写很多很多的信函。拿我来说，平均每天要写5封信函（包括意见书，说明书，正式请求书以及其他各式各样的信函），有时候一天书写得多些，有时候一天书写得少些，不过，我认为每天5封还是一个保守的数字。每天5封，每周5天，每年50周，累计起来，每年就有1250封，不可想象，在我25年的执业生涯中，我撰写的信函达31250封之多。

Why do lawyers write so many letters? A primary reason lies within the ethics of our profession. Florida Bar Rules of Professional Conduct Rule 4-1.4 says:
"A lawyer shall keep a client reasonably informed about the status of a matter and promptly comply with reasonable requests for information."
"A lawyer shall explain a matter to the extent reasonably necessary to permit the client to make informed decisions regarding the representation."
律师们为什么要写这么多的信函呢？答案在我们的职业规范和职业道德中。美国佛罗里达州的律师条例之职业行为规则中第4-1.4款说道：
"一个律师应向客户报告事件的现状并负有根据客户的合理要求而给予通知的义务。"
"一个律师应在适当的范围之内向客户解释事由，以便客户对代理事项做出决定。"

While clients can be kept informed and given explanations orally, lawyers certainly know the value of the printed word over the spoken word: it is not as easily forgotten or misunderstood. Letters also create a record of advice given, which is useful to both the lawyer and the client. That is why letters are the preferred method of keeping clients informed and giving clients explanations.
既然客户们都知道要保存那些口头上的报告和解释，那律师们就更明白书面文字比口头话语更可靠：它们不容易被忘记或被误解.信函能够保存法律意见的记录，这对律师和其客户都是有利的。所以，我们说信函是保存对客户的报告和向客户解释事由的最好工具。

Some Things To Do Before Writing
撰写信函之前需要做的事情

Before you start writing the letter it makes sense to do some preliminary background work.
在动笔起草信函之前要注意做好一些基础性的准备工作。

Find a letter form. Find a similar letter you have sent in the past, or see the Appendix to this article for sample engagement, cover, demand, contract negotiation, contract advice, and fax letters.
查找信函范本。您可以在以前起草的信函中寻找类似的范本，也可以参考一下此文附录中所列的范本（包括预约书，说明书，正式请求书，合同谈判备忘录，合同意见书及传真函等）。

Review prior letters to this recipient. In a busy world, it is easy to forget. Review prior letters to remind yourself where you are in the work process, what has already been said, and what remains to be said. This will give your letter direction and purpose.
参考一下那些以前发给该收信人的信函。在这个繁忙的世界上，好多事情容易忘记。回顾以前的信函可以提醒您在工作流程中走到了哪一步，写了些什么，还需要说些什么，所以说，这样做可以让您把握信函的方向和要旨。

Do not send a letter to another lawyer's client without that lawyer's consent. Before sending the letter, find out if the nonlawyer is represented by someone else. Start by asking your client. Florida Bar Rules of Professional Conduct Rule 4-4.2 says:
"In representing a client, a lawyer shall not communicate about the subject of the representation with a person the lawyer knows to be represented by another lawyer in the matter, unless the lawyer has the consent of the other lawyer."
未经允许，不要发函给另一个律师的客户。在发送之前，要确认收信人是否已经有代理律师了。所以，在这之前，最好问一问您的客户。佛罗里达州的律师条例之职业行为规则的第4-4.2款有这样的规定：
"在为客户进行代理活动中，如果一位律师知道当事人已经有另一位律师在为其代理，除非得到该代理律师的同意，他就不得再同该当事人交流有关代理之事项。"

Outline your thoughts in a checklist. Before turning on your computer or dictating machine, pull out a yellow pad and jot down the main points for your letter. List what you want the letter to say. Write the points in any order; write them as they come into your mind. You can rearrange them when you write the letter. Right now you're just making a checklist for writing the letter.
列出您的构思提纲。在打开电脑或录音机前，拿出一个黄色的小便笺簿略记下信函的大纲并列出您将在信函中要写此什么，记录这些要点时不要考虑什么顺序，想到什么就写什么，因为你可以在真正撰写信函时重新安排顺序，而现在，您要做的仅仅是为信函准备提纲。

Keep the legal pad close at hand. When you run out of ideas for the checklist, put the pad at the side of your desk. New ideas always spring forth when writing. Jot these down on the pad as you write the letter; they are easily forgotten.
随时将上述小便笺簿放在手边。当您不需要所构思提纲清单时，也要将小便笺簿放在桌上。因为在写作过程中随时可能涌现出新思路，要及时记下这些新的思路，稍不注意，它们就会被忘了。

Simple Stuff That Will Make You Look Dumb If It's Wrong
一些错误的小细节常常会欺骗您的眼睛

Letters begin with boring things like the date and recipient's name and address, but if any of these are missing or wrong the letter writer will look pretty careless, to say the least. So be careful when starting the letter, and you can even include some extra things that will make the letter even better than the regular letters the recipient receives.
信函的页首常常要注明时间、收信人姓名、住址等繁琐事项。如果这些事项有错误或是被疏漏，说得严重一点，会让人觉得书写者有些粗心大意。所以，从一开始起草信函时就要小心谨慎，注意那些特别事项，让收信人觉得律师函比一般信函确实要好。

Date your letter. Date your letter the day you write it, and send it the same day. Undated letters are difficult to reply to. I usually reply to them by saying, "This is in reply to your undated letter that I received in the mail on 24 June 1999."
注明日期. 在信函上注明撰写的日期，并在当日发出信函。未注明日期的信函回复起来有些困难，遇到这样的难题，我常常是这样写的，"兹对1999年6月24日收到之未注明日期函做出答复。"

Consider using the international dating convention of day-month-year rather than the U.S. convention of month-day-year. As reported in the 1 June 1999 Wall Street Journal:
"The quirky U.S. style of date-writing is giving way to the day-first standard used by most of the world.
... Both the MLA style guide and the Chicago Manual of Style support the day-first format. 'You get rid of the comma that way,' says Joseph Gibaldi, director of book acquisition for the MLA in New York."
在注明日期时，最好用国际通用的格式：日-月-年（day-month-year），而不是美国通用的格式：月-日-年（month-day-year）.正如华尔街日报在1999年6月1日中所报道的那样：
"有点古怪的美国时间格式正在让位于世界通用的日期在先的时间格式......现代语言学会（MLA）文体和芝加哥手册文体都支持这种日期在先的时间格式，美国纽约州现代语言学会（MLA）的图书采购部主任Joseph.Gibaldi也说'你们必须抛弃那些使用了逗号的时间格式'。"

If you are sending a fax or email, then type the time next to the date. While letters "cross in the mail" in days, faxes and emails "cross in the wires" in hours and minutes.
如果您是以传真或电子邮件的形式发送信函，在签署时间时要往后顺延一天。传统邮件在邮路上的传输时间以日表示，而传真和电子邮件在电线上的传输时间以时、分表示。

Remind your client to preserve attorney-client confidentiality. Sometimes clients show your letters to others without realizing they can lose the attorney-client privilege of that communication. Add this phrase at the top of the letter to remind them not to do this:
CONFIDENTIAL ATTORNEY-CLIENT COMMUNICATION
DO NOT COPY OR DISCLOSE TO ANYONE ELSE
If the letter is written during or in anticipation of litigation, the following phrase can be used:
CONFIDENTIAL ATTORNEY-CLIENT COMMUNICATION
AND WORK PRODUCT
DO NOT COPY OR DISCLOSE TO ANYONE ELSE

提醒客户对其与律师之间的交流沟通负有保密义务。有时候，客户们将收到的律师函拿给第三方阅读，因为他们不知道他们不能将其与律师之间沟通的内容披露给他方，所以，应该在信函的首部写上一些话来提醒客户：
"律师与客户之间的沟通交流为秘密信息，未经允许，不得复制或披露给第三方"
如果信函是发生在诉讼之中或是诉讼的准备阶段，那最好用下面这段话：
"律师与客户之间的沟通交流和律师的工作成果为秘密信息，未经允许，不得复制或披露给第三方"

Be sure to use the recipient's correct legal name and address. Your letter may be relied upon for its accuracy, so be accurate. Verification of names can be obtained from the public records, the phone book, or the webstes. And when it comes to middle initials, never rely on your memory or guess at it because most of the time you'll be wrong.
写清收信人的法定名称和住址。只有信函的内容准确，才能让人觉得它是可以信赖的。您可以利用公共档案、电话本、互联网等工具来核对这些名称的准确性，特别是，如果这些名称中出现了中间名字(middle initials)，千万不要凭想象和猜测，因为想来的和猜来的东西常常都不可靠。

Indicate the method of delivery if other than mail. If being faxed, include the fax number and telephone number. If being sent by FedEx, state whether it is by overnight or second day. If being sent by email, state the email address. This will make it easy for your staff person to send it to the correct place, and it will document for your file how it was sent.
不使用传统邮件送交信函，就要特别说明送交的方式。如果是用传真发送，就要注明传真号码和电话号码;如果是用联邦快递送交，就要说明送交的时间是否会超过一天;如果是以电子邮件的形式发送，就要注明电子邮件的地址;如果是让您的同事送交到某个地点，那只需在信函上注明送交的方式即可。

Include a fax notice. When sending by fax, include a notice in case it is sent to the wrong number. Here is the notice I use at the top of my letterhead when sending a fax:

NOTICE: This is privileged and confidential and intended only for the person named below. If you are not that person, then any use, dissemination, distribution or copying of this is strictly prohibited, and you are requested to notify us immediately by calling or faxing us collect at the numbers above.
Date Sent ________ Time Sent ________ Number of Pages ________
Person Who Conf'd Receipt _________

传真通知。在发传真的时候，最好附一个传真通知以防发错了号码。这里有一个我经常放在传真信函抬头的通知样本：
注意：本传真欲发送给下述之收件人，该接收人享有专用权并负有保密义务。若您非下文所述之收件人，请不要使用、分发、发送、复制本传真件，并应尽快通过电话或传真通知我们更改上文所述之号码。
发送日期_______ 发送时间________ 页数_______
特定收件人_____________

After sending a fax, call the recipient to confirm receipt and write that person's name in the space provided. Never rely on the fax machine itself to confirm a fax transmission; fax machines do not yet have the credibility of a human witness.
发完传真后，要打电话给收件人确认其已经收到传真，并在有空余的地方记下收件人的名字。千万不要相信传真机显示的发送成功的信息,因为传真机终究是机器，不具有类似人类智慧的可信度。

The Corpus of the Litterae
信函格式

The body of the letter is why you are writing it. You succeed by leaving the reader with full knowledge of why you wrote the letter and what it means. You fail by leaving the reader dumbfound and clueless as to why you sent such a letter. While most letters fall somewhere in between these two extremes, following these suggestions will keep your letters on the successful end of the scale.
信函的主体是书写信函的目的之所在。您必须让读者清楚地知道您想要表达的意思和目的。如果您的信函让读者一头雾水，让他们不知道您要说些什么的话，那这样的信函是不合格的。大多数的信函常常会在某些地方步入这两个极端，但遵从下述建议却可以让您的信函走上成功之路。

Identify your client. It is important to let others know who is your client at the earliest opportunity. This accomplishes a great deal. First, it tells the reader that your client has a lawyer. This makes your client happy because most clients want the world to know they have a lawyer. Second, it tells the reader that you are not the reader's lawyer. This makes your malpractice carrier happy because it's one less person who's going to sue you claiming they thought you were representing them when, in fact, you were not.

Identifying your client is an ethical concern, as well. Florida Bar Rules of Professional Conduct Rule 4-4.3 says:

"In dealing on behalf of a client with a person who is not represented by counsel, a lawyer shall not state or imply that the lawyer is disinterested."

Therefore, the first time you write someone a letter, the letter should open with the following sentence: "I represent _________." After that, every time you write another letter reconfirm who you represent by referring to your client by name and as "my client."

明确你和客户之间的关系.让其他人尽快地了解到谁是您的客户，这样做很重要，也会带来意想不到的效果。首先，这会告诉读者您的客户有律师。其实，大多数的客户都希望满世界的人知道他们是有律师的，所以这会令您的客户感到高兴和自豪。其次，这还让读者知道您不是他的律师。如果不这样做，会让那些实际上和你没有代理关系而自认为和你有代理关系的人起诉你，所以这样做，也会让那些不负责任的送交者感到有些轻松。
明确你和客户之间的关系真的很重要。佛罗里达州律师条例之职业行为规则中的第4-4.3款也规定：
"在处理自己代理的客户和一个没有代理人的当事人之间的事务时，一个律师不得声称或者暗示自己的处理是公正无私的。"
因此，您在起草信函的第一时间、第一部分应该写道:"我代表____。"自此以后每次撰写信函，您都应该再次证实您所代理的客户并称之为"我的客户"。

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 _________."
陈述信函的要旨。为什么要让读者自己猜测呢？您应该直截了当地说出您为什么要写这封信。这里有一些此种表达法的例句：
"本文旨在______。"
"本文通知您_______。"
"我的客户指示我____。"
"本文确认___________。"
"本文证实我们今天在电话中交流的内容为_____。"

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)"
如果有随信附件，首先要列出他们的清单。附件清单应该放在信函的首部，这既可以让您的工作人员轻松地收集这些附件，也可以让读者确认这些附件是否已经全部收到。另外，这样做，读者就不需要到信函的全文中去寻找哪些是随信附件了，特别是信函过长时，这样做就更省事了。
为了避免将来引起关于附件的争议，对这些随信附件需进行详细地说明，至少，这些附件的名称和时间应该被列出。如果某附件已经被登记存档，那存档记录信息也要被列出。另外，不管附件文档是正本还是副本，都应该被说明。具体做法请参考下面这个例子：
"下列附件来源于您在1999年__月___日的交易，在该交易日中，你从____处购买了一座住宅，该住宅位于_____,彼得斯堡大街，佛罗里达州：
房产担保契约,订立于1999年__月___日，于1999年__月___日登记存档在佛罗里达州___县的公共档案中第__卷第___页上(正本)
产权保险单,由_____于1999年__月___日在_______签发,单号为____(正本)
住房和城市发展部第1号授与声明，发布于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.
用一些相互独立的段落来描绘出信函的轮廓。信函的每个段落最好只表达一个独立的意思、意见、观点或概念。每个段落最多也只用四个或五个短句组成。如果某个段落过长，则应分成几个小分段。段落之间应该按逻辑顺序有条理地组织起来。当然，不需要一下子把它们都写出来，可以边想边写。另外，要力图在一个段落或在邻近的几个段落中将相关的概念解释清楚。本文的附录中有几个这样的例子可供参考。

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.
给每个段落加上一个标题并在该标题的下面划上下划线，这就像给一篇新闻注上标题一样，作用是既可以让读者轻易地浏览信函全文并决定怎样继续精读和消化信函的内容，还可以让您以后在文件中很容易地查找信函的内容并回想起当时为什么要这么写。

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.
每个段落只能围绕一个中心来展开论述。这个道理很简单，您在小学的时候就应该学过。根据这个道理，您应集中笔墨论述您在提纲中安排的概念或观点。

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."
如果该信函是发给客户的，那么在书写过程涌现的一些想法也要写上。是的，在书写过程中，常常会有很多好的想法浮现在你的脑海里，比如：交易中可能出现的一些障碍，将来可能会发生的一些事情，过去已经发生了的一些事情，让事情往好的方向发展的方法，等等。尽管这些想法从严格意义上讲算不上法律意见，但最好还是写在信函中。佛罗里达州律师条例之职业行为规则中的第4-2.1款也有这样的要求：
"在为客户提供意见时，一个律师不能仅仅只提供法律层面上的意见，而且还根据客户的现实情况考虑到道德、经济、社会以及政治等相关因素。"

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."
如果该信函是寄给非客户的，那就不要提供任何意见。该类信函只需达到提供信息、提出要求等目的即可。换句说，不要给收信者提供任何法律上的意见。佛罗里达州律师条例之职业行为规则第4-2.1款的评述中说：
"在为客户代理的过程中，一个律师不得向非客户方提供任何意见，但建议其聘请律师的意见除外。"

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.

陈述您的设想和依据。不管是意见书还是非意见书，都要详细说明有事实根据的设想并给出相关意见和建议所依据的法律。对意见书来说，常规是要详细陈述意见所依据的事实以及相关的成文法和判例法。为了避免将来引起误解，所以每封信函在提供意见或建议时都会提供相关的依据。陈述假设的事实或相应的准据法不仅可以使读者知道作者是如何得出这些正确结论的，而且还能让读者在发现这些假设事实不正确之后通知作者改正。

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.
给客户的指示要用粗体字母。这样做可以让客户容易地理解您的信函并按您的建议去做。

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个结束段落。下面有一些结束段落的样本：
总结意见的："总之，我建议您......"
采取措施的："因此，请采取下列措施......"
提出要求的："于是，我的客户要求您立即停止并终止......"
一般性结尾："如有任何问题，请给我来电。"

Playing with the Words
玩点文字游戏

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.

为什么律师们经常要花很长的时间来书写信函呢？答案是我们总是喜欢玩点文字游戏。我们一而再，再而三地书写、重写，推敲、删除、剪贴文字，直到我们满意为止，这也许就是法律写作的艺术，也有点像画家毕家索，在一块油画布上一遍又一遍地画着相同的油画，然后到另一块油画布上画这幅画，再到第三块油画布上画这幅画...直到他满意为止，当然，不可能总是百分之百地满意，只要作品好得能够向外公布即可。所以说，写作也是一门艺术。说回来，这也就是为什么那文字处理软件在律师行里要比其他行业里卖得好的原因。下面我们来谈一谈一些文字处理技巧。

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.
用短句子撰写。短句子比长句子更让人容易理解。"那些简短的、干净利落的句子更容易让非专业人士接受。"这是已故阿尔弗高德·汤普森·丹宁爵士在为美联社描述写作方式时所说的一句话。阿尔弗高德·汤普森·丹宁爵士在1999年3月去逝，享年100岁，是英国在位时间最长的上诉法官之一。当然，阿尔弗高德·汤普森·丹宁爵士在撰写上诉意见时用的文字规则同样也适用于律师们发给非专业人士的律师函。

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.

在信函中可以使用专业术语，但要对其进行解释。我们总是听到律师们说太多的专业术语，有时候他们也是没有办法，因为说明某些概念需要用专业术语。比如：nunc pro tunc(意思是事后补做，令人兴奋的是这个术语可以用来准确地描述出法院拥有的一种专有的权力，即法院可以在事后补发一个有效的命令)和per stirpes(意思是指代表继承，也指一种从被继承人那里接受遗产的方式).
每个行业都有它的专业术语，这并不是一件坏事情。专业术语不仅是我们身份的象征，而且还是一种速记简写的工具。其实，专业人士使用专业术语是再正常不过了，比如，我的医生如果不用专业术语来描述我的身体状况，我甚至会怀疑我是否找到了一个好的医学专家。一个好的专业人士不但要会使用专业术语，还应该将这些专业术语解释给非专业人士。因此，要显示您的专业技能，就要在需要的时候使用专业术语并解释它们。

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.
除非是为了进一步说清或是强调某个要点，否则就不要重复陈述相同的内容。将一件事情重复地说多次反而会让人觉得模棱两可；所以在多数情况下，如果不想弄得含糊不请，就不要将一件事情重复地再说一次。

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.
要解释一个比较难的概念，尝试着从三个方面下手。对解释一个比较难的概念来说，重复一次还是有帮助的。当然，如果您每次解释都从不同的角度、用不同的方法、提出不同的观点，那会让人对这个概念理解得越来越清晰。

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.
用主动语态而不用被动语态。主动语态招人喜欢，被动语态惹人讨厌。主动语态的句子精练、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.
使用修饰语时要小心。当您将一个修饰语（如"活动的"）放在一组名语（如"白蚁和有机体"）之前时，一定要弄请这个修饰语是修饰两个名词还是仅仅修饰第一个名词。如果修饰两个名词，那就用排比结构，即在两个名词前都放上该修饰语；如果只修饰一个名词，那就在该名词的前面加上修饰语并将它们一起放的这组名词的最后。

Write numbers as both words and numerals: ten (10). This will reduce the chance for errors. The Associated Press reported on 18 June 1999, that a comma in the wrong place of a sales contract cost Lockheed Martin Corp. $70 million: "An international contract for the U.S.-based aerospace group's C-130J Hercules had the comma misplaced by one decimal point in the equation that adjusted the sales price for changes to the inflation rate." Perhaps writing out the number would have saved the day.
写数字时要大小写并用，比如：十(10)。这样做能减少出错的机会。据美联社1999年6月18日的报道，一个逗号放错了地方让洛克希德马丁(Lockheed Martin)公司损失了七千万美元："在一个标的为美国宇航集团的"大力神"C-130J型军用运输机的国际合同中，有一个针对通货膨胀而调整销售价格的方程式，但不幸的是，一个逗号被弄成了小数点......"其实，如果当初写数字时能大小写并用，这个不幸就可以避免了。

When you write "including" consider adding "but not limited to." Unless you intend the list to be all-inclusive, you had better clarify your intent that it is merely an example.
使用"包括"（including）时就要考虑在后面加上"但不限于"（but not limited to）。除非您想列出所有的包括项，否则您最好让人知道您仅仅是举个例子。

Don't be creative with words. Legal letter writing is not creative writing and is not meant to provoke reflective thoughts or controversies about nuances of meaning. Legal writing is clear, direct and precise. Therefore, use common words and common meanings.
不要自己造词。法律信函的写作不是创造性的写作，它的目的既不是为了分析一个意思的细微差别，也不是为了引起读者的沉思或争论。法律写作就是要清晰、直接、简洁。所以，还是使用常用的词语、常用的表达法为妙。

Be consistent in using words. If you refer to the subject matter of a sales contract as "goods" use that term throughout the letter; do not alternately call them "goods" and "items." Maintaining consistency is more important than avoiding repetition.
用词一致。如果您在信函中说明一个销售合同的标的时用"货物"，那么在整个信函中都应该用这个词来表达这个意思，千万不要一会儿用"货物"，一会又用"产品"。是的，保持用词的一致性比避免重复更重要。

Be consistent in grammar and punctuation. Don't rely on the rules of grammar. The rules of grammar that you learned in school are not universal. The readers of your letter may have learned different rules. Write the letter so that no matter what rules they learned the letter is clear and unambiguous.
保持文法和标点符号的一致性。不要过份依赖文法。您在学校学的那些文法规则并不是放之四海而皆准的。信函的读者们学到的文法规则可能和您学到的不同，但不管他们学到的是什么文法规则，只要信函清晰明了，他们就能理解。

Be consistent in your use of grammar. Be aware of such things as where you put ending quote marks, whether you place commas after years and states, and similar variations in style. Many rules of grammar are a matter of choice, but your choice should be internally consistent within the letter.
保持文法一致。要特别注意下面这些情况：在哪里放后缀的双引号，在年份，州名之后是否应该加上逗号，等等类似的细节。有好多文法规则可以供选择，原则是应在信函的全文中保持文法的一致性。

Define a word by capitalizing it and putting it in quotes. Capitalizing a word indicates that you intend it to have a special meaning. The following is a sample clause for defining a term:

"Wherever used in this letter, the word "Goods" shall mean the goods that _________ agreed to purchase from _________ under the Contract."
定义一个词语时要用大写字母并用引号引用起来。带大写字母的词语意味着它在文中有特别的意思。下面有一个定义概念的样本条款：
"在本文中，"货物"是指根据合同______同意向_____购买的货物。"

Define words when first used. Instead of writing a section of definitions at the beginning or end of a long letter, consider defining terms and concepts as they appear in the letter. This will make it easier for the reader to follow.
第一次使用特定的词语时就要定义它。如果在信函的开头或在长信的末尾没有专门的一部分来解释这些概念，那在第一次使用特定的词语时就要定义它。这样做能让读者更容易理解信函。

Avoid needless and flowery words. Think of elementary school when you had to reduce fractions to the "lowest common denominator." That's what good writing is all about. A letter written for the lowest common denominator is understood by every reader. Eliminate needless words. Avoid flowery words.
不要用那些垃圾词语和华丽的词藻。您应该还记得在小学简化分数时用到的"最小公分母"定律吧。好的写作定律也和这类似。将最小公分母定律用在写作上，就能让每个读者理解起来非常容易。还是去掉那些垃圾词语、删除那些华丽的词藻吧。

Be direct and frank. There is no sense beating around the bush in legal letter writing. Just say what you mean. If you leave the reader wondering what you mean, your letter will only stir the imagination instead of prompting some action.
要坦诚，要直接。在法律信函的写作中拐弯抹角是没有意义的。想说就直说，如果您的读者疑惑您究竟说了些什么，那么信函发出后随之而来的不是讯速的行动而是无尽的想象。

Study The Elements of Style. The full text of the 1918 classic by William Strunk is now available on Columbia's Internet site at http://www.columbia.edu/acis/bartleby/strunk. This means that even if you left your copy on your bedstand at home, you can quickly go online and search the full text of The Elements of Style, where you will find these simple rules among others (as you can see, I am a old student of this text):

"Make the paragraph the unit of composition: one paragraph to each topic."
"As a rule, begin each paragraph with a topic sentence; end it in conformity with the beginning."
"Use the active voice."
"Put statements in positive form."
"Omit needless words."
"Avoid a succession of loose sentences."
"Express co-ordinate ideas in similar form."
"Keep related words together."
"In summaries, keep to one tense."
"Place the emphatic words of a sentence at the end."
学习《文体入门》（Elements of Style）。威廉·斯特伦克在1918年创作的经典著作（Elements of Style）的全文已经放在哥伦比亚大学的互联网站上了，网址是：http://www.columbia.edu/acis/bartleby/strunk.这就是说，您即使将这个经典著作忘在家里的床头上，也可以上网查看到这个经典著作的全文了，而且，您还可以在文中搜索到这些比较简单的规则了（让您见笑，我也是这个著作的老学生了）：
"将一个段落看成是一个书写单元:即一个段落一个主题。"
"有一条规则为：以一个中心句来开始一个段落，结尾的时候再和这个中心句呼应。"
"使用主动语态。"
"用肯定语气陈述。"
"去掉那些垃圾文字。"
"不要将那些松散的句子连为一体。"
"用类似的格式表达并列的意思。"
"将有关联的文字放在一起."
"在总结中，只用一种时态陈述。"
"将一个句子中的重点文字放在句末。"

Cleaning Up
修改润色

Now that you have the letter written, it's time to do some cleanup work before you hit the send button.
既然信函的初稿已经完成，那在发出之前还要花些时间对其进行修改润色。

Let your secretary or paralegal read it. Not only will your staff frequently find spelling and grammar errors missed by your word processor's spell checker, but they will find inconsistencies and confusing areas that you missed when drafting.
让您的秘书或助手阅读信函。您的同事不但能找到那些文字处理器无法找到的拼写和语法错误，而且他们还能发现您起草时没有察觉到的矛盾和混淆之处。

Number every page of the letter, and staple the letter. If the letter is more than one page long, then it is important to number the pages because they will invariably get out of order. Place the following at the top left corner of each page after the first:

Recipient's name _________
Date _________
Page _________

在信函的每页标上序号并将它们按顺序装订起来。如果信函的页数超过一页，那就应该将信函稿按顺序标号并装订起来，因为他们的顺序常常被弄乱了。您可以在除第一页外的每页稿纸的左上角写上下面这些：
收信人姓名_____
日期_______
页数_______

Sign the letter in blue ink, not black ink. This will make it easier to differentiate the signed original letter from photocopies, and it will make it more difficult for someone to change your letter after you send it.
用蓝墨水而不是用黑墨水签名，因为蓝墨水很容易地让人区别出哪个是正本，哪个是影印副本。另外，这样做还让那些在信函发出后企图更改其内容的人无法下手。

Computerized Letter Writing Tips
利用电脑撰写信函的一些小技巧

My wife Cathy said I have to put this way at the end here because this article is about letter writing and not computers. She thinks I love wrestling with computers as much as I love playing with words. She's right. In my first three drafts this section was on page one.
我的妻子凯茜建议我将这些小技巧放在文末，因为本文是关于信函写作的，而不是关于电脑使用的。她甚至还认为我对用电脑和玩文字游戏一样有兴趣，她是对的。透露一点小秘密，在本文的前三稿中，本章整整花费了我一页纸的笔墨。