Drafting Clearer and More Professional Emails
For new attorneys, crafting professional client emails is a vital skill. While it seems like a simple task, many new attorneys find the process nerve-wracking and spend excessive time drafting short client emails and ensuring they are as polished as possible before pressing send. AI-powered tools can help you refine emails by addressing grammar, brevity, and tone. This ensures that you maintain professionalism while fostering better client relationships.
Example AI Prompt
Draft an email to a client requesting a call to discuss an important update in a case.
Potential AI-Generated Response
Dear [Client’s Name],
I hope you’re doing well. I wanted to reach out regarding an important update in your car [accident/insurance claim/legal matter] case. Given the nature of this development, I believe it would be best to discuss the details over a call.
Please let me know a convenient time for you to speak today or within the next few days. I want to ensure you have all the necessary information and answer any questions you may have.
Looking forward to your response.
Best regards,
[Your Name]
[Law Firm Name]
[Contact Information]
Streamlining Routine Client Updates
As a newer attorney, you may need to update clients on cases, which can be difficult when you are managing multiple cases. AI can simplify the process.
For example, you can use AI to draft periodic check-in or status emails, which saves time, ensures that your clients are informed, and reduces the risk of clients feeling ignored, even when your schedule gets busy.
Translating Legal Language into Client-Friendly Terms
Legal concepts can be dense and difficult for clients to grasp. Additionally, newer attorneys —who have spent less time explaining these concepts to clients—may struggle to find the right balance between precision and clarity.
AI-powered tools, such as ChatGPT or similar platforms, can suggest simplified explanations of legal terms and concepts. For an intellectual property lawyer, AI may be useful in explaining complicated processes for completing patent applications or trademark registrations. Ensuring that this information is accessible to clients reduces confusion and builds client trust.
Example Prompt to Simplify Complex Legal Language
Simplify the following language to be more client-accessible, excluding legal jargon.
The Licensee acknowledges and agrees that the Licensor retains all rights, title, and interest in and to the Patent, including but not limited to all derivative works, modifications, continuations, continuations-in-part, divisionals, and reissues thereof. The Licensee shall not, directly or indirectly, challenge, contest, or otherwise impair the validity or enforceability of the Patent, nor shall the Licensee engage in any activity that may result in the unauthorized use, disclosure, or misappropriation of the Patent. Any improvements, enhancements, or modifications made by the Licensee that are derived from or incorporate the Patent shall be deemed to be owned by the Licensor, and the Licensee agrees to execute any necessary documents to effectuate such ownership transfer.
Potential AI-Generated Response
You are allowed to use this patent, but we continue to own all rights to it, including any updates or future versions. You cannot claim ownership, challenge our rights, or do anything that could weaken our control over it. If you make any changes or improvements based on this patent, those will also belong to us, and you will need to sign any necessary paperwork to confirm that transfer.
Organizing and Managing Communication Workflows
Another challenge is managing numerous emails while managing your other substantive responsibilities. AI-powered email management tools can help you stay organized and responsive. For example, Microsoft Outlook’s AI assistant can help sort emails based on urgency or relevance, which helps you focus on the most pressing communications. AI can also remind you to respond to unanswered emails or send follow-up emails to clients. Such tools ensure that you remain responsive and maintain client trust.
Do Not Rely Exclusively on AI
While AI can streamline communication, it is your responsibility to ensure that your work product is appropriate and professional. Use AI to manage repetitive tasks, but always review and personalize your messages to reflect the specific nuances of your client’s situation. While AI can generate a draft email, you know your client.
Effective Client Communication Is a Challenge and an Opportunity
Effective client communication is both a challenge and an opportunity for new attorneys. AI offers tools to help you draft better emails, stay organized, and build stronger client relationships. Integrating AI into your workflow without over-relying on the technology can enhance your communication skills, save time, and establish yourself as a reliable and professional advocate for your clients.
