Untitled Quiz

Handling Dictation and Transcription

• Essential skills include excellent typing speed and accuracy.
• Many law firms require strong keyboarding and computer skills for employment.
• Candidates must demonstrate proficiency in typing, spell commonly used words correctly, and have a good vocabulary and grammar.
• Ability to take shorthand quickly and accurately transcribe neatly is also needed.
• Strong keyboarding and English skills facilitate accurate transcription from machine dictation.
• Knowledge of legal terminology is crucial for understanding legal documents.
• Legal documents include traditional phrases with special meaning in courts.
• Familiarity with the lawyer's individual dictation style helps.
• The ability to correctly spell common phrases and avoid errors is important.
• Lawyers may prefer short documents and simple language, while others may prefer traditional phrases.
• Understanding the preference of the lawyer you work for is key to success.
• Accurate spelling and utilization of Latin expressions are important.
• Correct and appropriate use of shorthand is needed.
• Correct usage and potential need for underlining of Latin expressions frequently used needs to be understood.
• Legal dictation may be recorded and transcribed using tape recorder or a computer.
• Typing and transcription skills are essential in a legal setting, especially considering the legal secretary has an important role to play in the process.
• Proper format and correct grammar will ensure successful dictation and transcription, thus ensuring the quality and accuracy of legal documents that are being transcribed.
• Understanding lawyer's dictation styles and responding accurately to those styles is essential to success in the workplace.
• Be familiar with typical lawyer's dictation style.
• Assess the lawyer's attitude towards interruptions.
• Learn to listen carefully and only ask questions at the end of the dictation.

Techniques when taking legal dictation

• Use knowledge of stenography for dictation.
• Some lawyers prefer tape recorders.
• Many lawyers consider transcription the most important skill.
• Legal secretaries may still be good without shorthand skills given that all firms use machines.

Be familiar with lawyers' dictation styles

• Lawyers have different habits in dictating.
• Some dictate punctuation and instructions, others leave these to the secretary.
• Determine the lawyer's style to correctly capture all desired instructions.
• Be aware of when and how to ask questions regarding ambiguities or errors in the content.

The need for correcting prior to final copies

• Errors can occur in any written document output, whether typed or encoded.
• Correcting methods include using correction fluids, correction ribbons, and changes on the computer.

The need for multiple copies

• There must be at least a file copy.
• Additional copies are prepared for other people involved with the document, different from the recipients.
• Make extra copies just in case.
• When the number of carbon copies is specified, it's indicated as "one and three" to indicate an original copy and three carbon copies or "one and two" for an original and two carbon copies.

Duplicating procedures

• Photocopying is a common method for duplicating legal documents in many firms.
• Mimeograph machines may be needed for other types of reproduction.
• Modern methods using scanning machines create exact replicas of the original document.

The importance of saving all original documents

• Retain the original copy of the document for future use.
• If a copy is made, you will need the original copy.
• Important legal documents should be stored in labeled folders in respective case files.

Concepts and Questions

• Understand lawyer dictation styles, appropriate forms of dictation, and the process of editing documents.
• Understand Latin expressions.
• Understand the importance of correct legal terminology, and properly executed paperwork.
• Be prepared to handle legal documents and other forms of paperwork.
• Practice asking questions in a timely and appropriate manner.
• Be aware of the importance of saving all original legal documents to prevent issues with legal documents and data that must be upheld.

Legal Correspondence

• Legal correspondence follows similar rules to business letters.
• Ensure attractive formatting on the page.
• Place the date line appropriately based on letterhead.

Address style

• Address letters to specific individuals by name rather than the firm with the name of the recipient attached.
• Address judges as "The Honorable" followed by their title.

Subject lines

• Subject lines are used more often in legal practice.
• Lines are typed after the salutation.
• They frequently start with "Re:" or "In Re".
• Short subject lines can be capitalized.

Signature lines

• Firms have typical format preferences for signature lines.
• Incorporate the firm's name, the word "by," and space for the authorized person to sign and type their name.

Postal Services

• Many postal services are available.
• Legal documents are often time-sensitive, requiring urgent services.

Airmail

• Airmail is a faster option for sending documents over long distances.
• Airmail is more expensive than regular mail depending on weight.

Classes of Mails

• First-class mail is for sealed letters and postcards, and other original materials.
• Second-class mail covers newspapers and periodicals.
• Third-class mail includes books, circulars, or printed materials weighing up to 16 ounces.
• Fourth-class mail handles parcels and printed items weighing more than 26 ounces.

Special Handling

• Some documents require special handling services for urgency.
• Special delivery ensures faster delivery of the documents.

Composing Letters

• Written communication clarity, conciseness, and a friendly tone are expected.
• Avoid any misunderstandings.
• Letters should be written directly and clearly.

Sending mail using the fax machine

• Fax machines can be used to transmit messages.
• Keep all confirmation slips as proof of successful transmission.
• Attach the slip to both the original and filed copy.

E-mail Etiquette

• Be specific in forming e-mail subjects.
• Clean up documents when responding to emails, copying only the pertinent part of the previous email, and responding in a structured manner.
• Provide contact information such as signature lines for ease of reach.
• Use a conversational style, rather than all caps, as it can appear as shouting.

Elements of Legal Style

• Excellent background in grammar and English usage is required. Sentence structure understanding is key to handling difficult and complex legal sentences.
• Focus on accuracy, proper punctuation, and paragraphs.
• Clarity in a legal context is essential.

Use of Punctuation in Legal Documents

• Improper punctuation can alter the meaning of a sentence.
• Specific guidelines exist for using punctuation in related paragraphs.

Paragraphing

• Paragraphs of reasonable length benefit the clarity and comprehension of the reader.

Use of Numbers in Legal Documents

• Numbers under ten are usually spelled out, exceeding ten are written in numbers.
• Numbers at the start of a statement should also be spelled out.
• Sum of money should preferably be written in words, followed by figures in parentheses.

Elements of Business or Legal Correspondence

• List the standard elements of business correspondence or legal communication.
• Summarize the parts commonly used in letters and presentations, including headings, dates, and addressees, body of the letter, salutation, subject matter, and concluding thoughts.

Different Formats of Business or Legal Correspondence

• Discuss formats for legal correspondence, such as the full block, modified block, and semi-block formats.

Dictate a Legal Correspondence

• This is an activity for practicing dictating and accurately recording legal communication.

Video Presentation Requirement

• Presentation requirements for Module 5 are included.

End of Module 5

• The end of Module 5 is indicated.

Handling Legal Documents

• The beginning of Module 6 is indicated.

Classification of Documents

• Documents are classified into non-court and court-related categories.
• Non-court documents may not always require court action.
• Court-related documents require submission to a court.

Agreements as one example of Noncourt documents

• Agreements between parties are noncourt documents; these are also called contracts.
• A contract is a legally enforceable agreement.
• Contracts conform to laws and regulations per the respective country.
• Legal staff frequently utilize templates for contracts; lawyers generally finalize the contract.

Kind of agreements or contracts

• Agreements cover buying/selling, property rental/lease, employment, and stock ownership.

Parties involved to an agreement or contract

• The parties are those agreeing to the contract terms.
• Parties in contracts can be referred to by their roles as party one, part two, and part three.
• Alternatives for addressing the parties involve their roles in the relationship.

Content of an agreement

• The first paragraph of an agreement defines the title, parties, and date.
• Subsequent paragraphs outline the specific agreement terms.

The number of copies needed for reproduction

• Prepare one copy for each party in an agreement and also for the office files.
• One copy for personal forms file
• Include margin settings and other instructions.

Preparing draft of the documents for proofreading

• Draft documents before the final version to ensure accuracy.

How to execute and seal legal documents

• To be legally binding, the document must be signed by all parties.
• Signatures should be on the last page or on the left side of all pages.
• When the agreement is ready to be considered executed, the documents should be reviewed to ensure it is complete.

Testimonium Clause

• The document concludes with the testimonium clause, containing information about date and execution.
• Some lawyers prefer "IN TESTIMONY WHEREOF."

Signature lines

• Signature lines are typically centered or slightly to the right.
• Specify the roles of the signing parties.

Unsealed agreement between individuals

• Provides a template for an unsealed agreement between individuals.

How to seal the agreement

• The presence of "hand and seal" phrase implies use of a stamp/seal.
• An old method for proving signatures involved imprinting using a signer's ring.

Concepts & questions

• Clarifies or differentiates between legal concepts like Jurat from Acknowledgement, and the different aspects of an Opinion Letter.
• Addresses examples in crafting an Affidavit for Loss, and documents' use for certification.

Notary Public

• Notary public positions and their importance are explored.
• Procedures for notaries are identified.
• Notary public requirements and functions are described, including legal qualifications, fees, and seals.

Jurats

• Explains the use of jurats related to sworn statements and notary administration of oaths.

Acknowledgements

• Information relating to signatures verification and document confirmation using the notary's authority.

Deeds

• Deed documents are presented.
• Deeds provide proof of ownership.
• Commonly used sections of deeds include grantor/grantee names, the terms and conditions relating to the property conveyance, the financial agreement involved, and the description of the property.

Kinds of deeds

• Deed of gift is based on special relationship, affection, and personal bonds.
• Grant deed is established with monetary payment conditions.
• Quitclaim deed gives rights to the buyer, specific to whatever's owned by the seller.
• Full covenant and warranty guarantee defects in the property title.

Recording legal documents

• Recording requirements and locations for legal documents relating to title transfer are included.

Opinion Letters

• Opinion letters have greater significance, unlike standard correspondence.
• They offer specific legal opinions with carefully worded paragraphs, potentially being rather long, depending on the nature of the inquiry and complexity of the topic involved.

Affidavit of Loss

• An affidavit of loss is a legal statement of lost property information, including a venue, heading, introductory paragraph of the affiant, the item lost or missing, reasons for losing the item, and effort(s) in searching for a missing item, reasons for loss, and a declaration that the item or property is lost beyond recovery and can no longer be found despite best efforts to locate it.
• Documents should clearly state the fact that all efforts to locate the item have been exhausted.

Special Power of Attorney

• This document allows a person to empower another to make legal decisions on their behalf, specifically detailing instances where such documents are necessary.

Concepts & questions

• Explains legal concepts like jurats, acknowledgements, and opinion letters.
• Also covers specific examples regarding the use of affidavits and court-related documents.

Legal Writing

• Legal writing, including its types, elements, style considerations, and a format for inter-office memos are included.

What is legal writing?

• Legal writing includes different types, such as persuasive or informative.

Two broad categories of legal writing

• Includes predictive and persuasive analysis and legal drafting.

Types of legal documents

• Memos, pleadings, motions, briefs, and appellate briefs are types categorized.

Elements of legal writing

• Simplicity and clarity, avoiding complex legal terminology.
• Focus on clarity, using specific and concise language. Avoid unnecessary details and focus on the pertinent facts and information.

Persuasiveness

• Techniques for creating persuasive arguments for a specific standpoint, and reasoning modes in influencing decision-making.

Legalese

• Understanding the limitations of legalese and other legal jargon.

Inter-office memorandum

• The key components of an inter-office memorandum are explained, with specific instructions regarding the format.

The legal process and career advancement procedures

• The structure of a lawsuit, including consultation with a lawyer, filing documents, presenting evidence, making judgments, and appealing judgements and the enforcement of such judgments, are described.

Resume

• Essential information for a resume, focusing on educational background, skills, and experiences is detailed.
• Dos and don'ts for crafting a resume include specific characteristics to be maintained to ensure effective communication and presentation of materials.

The application letter

• Purpose of an effective application letter in obtaining an interview and how such letter summarizes skills and experiences for effective communication and presentation.
• Basic considerations for the appearance of an application letter are provided.

Procedure for career advancement

• Procedures for career advancements are outlined, covering obtaining a first job role in the field, and the procedures to take for professional success and career advancement, outlining essential qualities within the legal field.