Creating a Rock-Solid Legal Email Template: Essential Tips for Businesses

Are you tired of drafting the same legal emails over and over again? Do you find yourself struggling to get the wording just right to avoid any legal mishaps? Look no further because we have the solution you need – a legal email template!
With our pre-written templates, you can save time and ensure that all necessary legal language is included. Whether it’s a contract offer, a non-disclosure agreement, or a termination notice, we have templates for all your legal email needs.
Not only do we provide the templates, but we also give you the flexibility to edit them as needed to fit your specific situation. No need to stress over drafting that perfect email anymore – let our legal email templates do the heavy lifting for you.

The Best Legal Email Template Structure

When it comes to sending emails in a legal setting, it’s important to have a clear and concise structure in place to ensure that your message is received and understood by the recipient. The best legal email template structure should include the following elements.


Start your email with a professional greeting, including the recipient’s name and title if possible. This sets the tone for the rest of the email and shows respect for the recipient.


In the introduction section, briefly explain the purpose of your email and why you are writing to the recipient. This section should be clear and to-the-point, so the recipient understands why they are receiving your email.

Background Information:

If necessary, provide some background information on the issue you are addressing. This section should be concise and only include relevant details to provide context for the recipient.

Main Points:

In the main points section, outline the specific information or requests that you need to communicate to the recipient. Use bullet points or numbered lists to make it easier for the recipient to follow and understand the content of your message.


In the conclusion section, summarize the main points of your email and express gratitude or appreciation for the recipient’s time and attention. This section can also include next steps or any necessary follow-up action on your part or that of the recipient.


End your email with a polite closing, such as “Regards” or “Best regards,” followed by your name and contact information. This makes it easy for the recipient to identify you and reach out to you if necessary.

In conclusion, the best legal email template structure should follow a clear and concise format that includes an opening, introduction, background information, main points, conclusion, and closing. By utilizing this structure in your legal emails, you can ensure that your message is received and understood by the recipient.

Legal Email Templates

Legal Email Template for Business Inquiry


Our company is interested in doing business with your organization. We would like to request more information about your products and services. Our team has conducted extensive research on your business and believes that our partnership will be mutually beneficial.

Please provide us with the following information:

  • Product or service catalogue
  • Pricing information
  • Delivery and shipment details
  • Terms and conditions of sale

We look forward to hearing from you soon so that we may begin to build a strong working relationship.

Best regards,

Legal Email Template for Invoice Dispute

Dear Sir/Madam,

I am writing in regards to the attached invoice that I have received from your company. I have identified a discrepancy in the amount charged, and I am requesting for it to be corrected.

I would appreciate it if you could provide me with an explanation as to why the amount is higher than what was agreed upon and what steps will be taken to rectify the situation. Please note that I will not be able to make any payment until this matter has been resolved.

Thank you for your prompt attention to this matter. I look forward to your response.


Legal Email Template for Resignation Letter

Dear [Manager’s Name],

I am writing to formally submit my resignation from [position held] at [company name]. After much consideration and careful thought, it is with regret that I have decided to move on from my current role.

My last day of work will be [date]. I will do everything to ensure that the transition to a new employee is smooth and seamless. Please let me know if there are any additional steps that I need to complete before my departure.

It has been a pleasure working with you and the rest of the team during my time here. Thank you for the opportunity to learn and grow within the company.

Best regards,

Legal Email Template for Termination Letter

Dear [Employee’s Name],

It is with sincere regret that I must inform you that your employment with [company name] has been terminated, effective immediately. This decision was not made lightly and was made after careful consideration of all available options.

The reason for your termination is [provide clear and specific reason]. Despite our efforts to address this issue, the situation has not improved, and we believe that it is in the best interest of the organization to end your employment.

Please return all company property, including keys, equipment, and documents, before you leave the premises. Your final paycheck will be processed and mailed to you within [timeframe].

Please be aware that you are bound by any non-disclosure agreements or non-compete clauses that you signed during your employment with the company.

Thank you for the contributions you made during your time at the company and we wish you all the best for your future endeavors.


Legal Email Template for Requesting Extension of Deadline

Dear [Recipient’s Name],

I am writing to request an extension of the deadline for [project name]. Due to unforeseen circumstances, I have fallen behind schedule and will not be able to meet the original deadline. I would like to request an extension of [number of days] days to complete the project.

I understand that this delay may cause some inconvenience to you and your team. However, I am committed to completing the project to the best of my ability and ensure that it meets all the requirements outlined in the project brief.

Please let me know if an extension is possible and if there are specific conditions or requirements that I need to meet to have the extension granted.

Thank you for your consideration and understanding in this matter.


Legal Email Template for Settlement Offer

Dear [Opposing Party],

I am writing in response to [case name/number]. I would like to offer a settlement proposal in hopes of resolving the matter out of court.

I propose that the parties enter into [terms or offer] to settle all claims and disputes arising from this matter. The details of the offer are as follows:

  • [Provide specific details and terms of the offer]
  • [Provide timeline and actions required by both parties]

This proposal is being offered in good faith, in hopes of avoiding further legal proceedings and expenses. Please let me know if this proposal is acceptable and if you require any further information or clarification.

Thank you for your time and consideration in this matter.


Legal Email Template for Requesting Approval of Legal Document

Dear [Recipient’s Name],

I hereby submit the attached legal document, which requires your approval and signature. The document pertains to [provide brief explanation of what the document is about and its significance.]

I would appreciate it if you could review the document and provide any feedback or changes that need to be made. Once the document has been approved, please sign it and return it to me via email or mail.

Please let me know if you have any questions or concerns regarding the document.


Tips for Creating a Legal Email Template

Whether you are a lawyer, paralegal or in-house counsel, creating a legal email template is an essential part of your job. Not only does it save time, but it also ensures that every email is consistent, professional and compliant with legal requirements. Here are some tips to help you create an effective legal email template that can be used in a variety of contexts.

1. Start with a clear subject line

The subject line is the most important part of any email. It should be concise, specific and informative. In legal emails, it is important to include the case name, the issue being discussed and any relevant dates or deadlines. This helps to ensure that the recipient understands the purpose of the email and can quickly identify its importance.

2. Use a professional tone

In legal emails, it is important to maintain a professional and respectful tone. Avoid using slang or informal language and always use proper spelling and grammar. The tone of your email should be polite and courteous, even if you are dealing with a difficult or sensitive issue. Remember, your email is a reflection of your professionalism and reputation as a legal professional.

3. Include all relevant information

When creating a legal email template, be sure to include all relevant information. This may include case numbers, client information, relevant statutes and regulations, deadlines, and any other pertinent information. By including all the necessary information in your template, you can avoid having to go back and forth with the recipient to clarify any missing or unclear information.

4. Use a standardized format

A standardized format can make your legal email template easier to read and understand. This may include using bullet points to illustrate key points or organizing information under headings. By using a standardized format, you can ensure that your emails are consistent, clear and easily understood by all parties.

5. Be mindful of confidentiality and privacy

Legal emails can contain sensitive information that should be kept confidential. Be sure to include a confidentiality notice in your email template to remind the recipient of their obligations to maintain the confidentiality of the information contained in the email. Additionally, be mindful of any privacy laws that may limit the information that can be shared through email.


Creating a legal email template can be a great way to save time and ensure consistency in your communication with clients, colleagues and other parties. By following these tips, you can create an effective legal email template that is professional, clear and meets all legal requirements.

Legal Email Template FAQs

What should I include in a legal email?

In a legal email, you should include a clear subject line, address the recipient appropriately, begin with a professional greeting, state the purpose of your email, provide any necessary context, and conclude with a professional signature.

Can I send a legal notice via email?

Yes, you can send a legal notice via email, as long as the recipient has consented to receive such notices electronically. However, it is important to ensure that the email is written in a professional and legally sufficient manner.

How do I address a legal email to a judge?

When addressing a legal email to a judge, it is important to use formal language and address them as “Judge [Last Name]”. Be sure to also include the court and case number in the subject line.

What is the purpose of a legal disclaimers in emails?

The purpose of a legal disclaimer in an email is to protect the sender from any liability that may arise from emails containing confidential or legally sensitive information. It also serves to set the terms and conditions of the communication and to indicate the legal status of the email.

Can I use a legal email template for personal or non-legal matters?

Yes, you can use a legal email template for personal or non-legal matters, but it is important to modify the content to reflect the specific context of your email. Be sure to remove any legal jargon and use simple language that is appropriate for your audience.

Do I need a confidentiality statement in my legal email?

It is recommended to include a confidentiality statement in a legal email if it contains sensitive legal information. The confidentiality statement should be clearly stated at the beginning of the email to set the expectations of the recipient.

What is the difference between a legal memo and a legal email?

A legal memo is a formal document that is used to communicate legal information within an organization or to clients, while a legal email is used to communicate legal information in a more informal and immediate manner. Legal memos are generally longer and more detailed than legal emails.

How do I ensure that my legal email is compliant with data protection laws?

To ensure that your legal email is compliant with data protection laws, you should always obtain consent from the recipient to process their personal information, only collect the data that is necessary for the purpose of the email, and ensure that the data is securely stored and protected.

Should I include my qualifications and bar number in a legal email?

It is recommended to include your qualifications and bar number in a legal email, especially if it contains legal advice or information. This helps to establish your credentials and expertise in the legal field.

Can I use a legal email template for international communication?

Yes, you can use a legal email template for international communication, but it is important to take into account cultural differences and ensure that the language used is appropriate for the audience. Be sure to also comply with any applicable international data protection laws.

Stay On Top of Your Legal Game with a Legal Email Template

And there you have it – everything you need to know about crafting a professional yet engaging legal email. Remember, always keep your wording clear and concise, include all necessary components like the subject line and disclaimers, and don’t be afraid to inject a little personality into your message. Thanks for taking the time to read this article and I hope you found it helpful. Be sure to bookmark this site for more tips and tricks on navigating the world of business and law. Until next time!