Facilitator Guide

Writing a Professional Email

Facilitator Guide

Writing a Professional Email

Topic: Professionalism & Communication

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.

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.
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.

About Hotshot

Hotshot helps lawyers develop their legal, business, and technology skills through short videos, quizzes, and summaries, and we help law firms and law schools plan and deliver engaging training programs. Our customers include Am Law 200 firms, top law schools, and regional and international firms.