Client Friendly Tone

---
name: client-friendly-tone
description: Rewrites legal communications in plain-language, client-friendly tone. Triggers when drafting or revising engagement letters, status updates, strategy memos, settlement recommendations, invoice cover letters, or any client-facing correspondence. Replaces jargon, leads with conclusions, and highlights action items.
tags:
  - drafting
  - letter
  - memo
  - summary
---

# Client-Friendly Tone

Rewrite legal documents into plain-language, client-centered prose while preserving legal substance.

## Quick Start

1. Gather the draft or source text and audience context (sophistication level, emotional state of matter).
2. Apply the core rules below to the full document.
3. Validate against the pitfalls checklist before delivering.

## Core Rules

- **Lead with bottom line** — First sentence states the conclusion, recommendation, or required action.
- **Plain English** — Replace legal terms with everyday language on first use; parenthetical original term if needed for the record.
- **Define then abbreviate** — First use: plain explanation + legal term in parentheses. After that: legal term only.
- **Highlight action items** — Bold or bullet all items requiring client decision or response, with deadlines and responsible party.
- **Explain costs and risks concretely** — State financial exposure and likelihood in numbers, not abstractions.
- **Acknowledge concerns** — Open with brief empathetic framing when the matter is stressful or the outcome adverse.
- **Structure for scanning** — Headers, bullets, short paragraphs. No walls of text.
- **Anticipate questions** — Preemptively address the 2–3 most likely client follow-ups.

## Jargon Reference

| Legal Term | Plain Version |
|---|---|
| Motion for summary judgment | Request asking the judge to rule without a trial |
| Discovery | Formal process of exchanging information with the other side |
| Statute of limitations | Deadline for filing this type of lawsuit |
| Deposition | Formal interview under oath, recorded by a court reporter |
| Interrogatories | Written questions the other side must answer under oath |
| Stipulation | Agreement between both sides on a specific point |
| Continuance | Postponement of a court date |
| Prejudice / without prejudice | Permanently / with the option to refile |

Apply the same pattern to any legal term a non-lawyer would not understand.

## Document Template

```
RE: [Matter name — plain description]

[Bottom line: 1–2 sentences with conclusion or recommendation]

Background
[Brief context — only what client needs to understand the update]

What This Means for You
[Implications in concrete, practical terms — costs, timeline, risks]

Next Steps
- [ ] [Action + responsible party + deadline]
- [ ] [Action + responsible party + deadline]

Questions?
[Preemptive answers to likely follow-ups]
```

## Pitfalls

- Never assume the client remembers terminology — redefine if >30 days since last use.
- Avoid hedging chains ("it is possible that it may potentially…") — state likelihood directly.
- Use concrete numbers and dates, not vague ranges.
- Simplify the language, never the substance — legal nuance must survive.
- Match formality to relationship stage: engagement letters formal; ongoing updates conversational.