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Facilitator Guide

Writing a Professional Email

What’s covered

  • Core email components
  • Length and formality
  • Tone and clarity
  • Formatting and presentation
  • Using discretion

Before the session

Prepare the Attendees

Send the attendees an invitation for the session. Include this link, which has the videos and exercise they’ll need to prepare.

https://www.hotshotlegal.com/discussions/writing-a-professional-email/attendee

Prepare Yourself

Watch the videos and read the exercise so you’re familiar with the Hotshot material.

  • still frame from Writing a Professional Email

    Course

    Writing a Professional Email

    Guidance on how to write clear, concise, and purpose-driven emails. Covers tone, structure, formatting, subject lines, and best practices for internal and client-facing emails.

  • Icon of a document

    Exercise

    PDF

During the session

Part 1: Knowledge Check
 
Ask attendees these questions to ensure they understand the topic: 
  • What are the key components of a well-written professional email? 
  • How can you adapt tone and formality depending on the audience and context?
  • Why is clarity especially important in written communication between lawyers?
  • What are some common mistakes that can undermine an otherwise effective email?
 
Part 2: Group Exercise
 
Lead a group discussion based on the exercise. To encourage collaboration, divide the attendees into groups to discuss the exercise, then have a representative from each group summarize their views to the larger group. Call on people to share their thoughts and ask others to respond.
 
Tip for remote sessions: use your web conferencing system’s breakout room feature to divide people into groups.
 
Part 3: War Stories and Firm Specifics
 
Share your own experiences and guidance, including:
  • Anecdotes 
  • General practice tips (dos and don’ts)
  • Firm-specific guidance and practices

After the session

To continue learning, attendees can check out related courses in Hotshot’s Professionalism & Communication topic.