A poem about legal writing

This poem was written by one of my students; I found it entertaining.

What should legal writing be?
Clear as the water in the sea,
Understood by you and me.
That’s what Schiess said.

Legal writing shouldn’t be too long,
But brevity alone is wrong;
Concise but with its meaning strong.
That’s what Schiess said

Should we fill our drafts with legalese,
Inserting big words as we please?
No, plain language is the key.
That’s what Schiess said.

The readers should see the flow.
The headings tell them where it goes,
And what is coming they should know.
That’s what Schiess said.

The author should cite authority,
Always used accurately
To back up what he believes.
That’s what Schiess said.

And writing should be free of errors;
Bad grammar is a reader’s terror.
Good English is always fairer.
That’s what Schiess said.

Student essay: legal writing is kinda hard

In my summer-term Advanced Legal Writing course, I ask students to write an essay about legal writing. Here is one of my favorites from this summer.

_____

“Wow. You’re surrounded by a lot of positive support.”

So says Mike Myers’s character to Nicole Kidman’s conceited child alter-ego when she boasts about how everyone tells her she has a “voice like an angel” in the 1993 Saturday Night Live skit “Philip the Hyper-Hypo.” In much the same way, I’ve been praised for my writing ability all my life. I made top scores in English classes throughout my grade school career and aced every standardized test placed in front of me (including a perfect score on the English portion of the ACT). In high school I fancied myself a budding novelist and churned out countless pages of unfinished fantasy stories, much to the delight and encouragement of my bibliophile mother. Imagine my surprise, then, when I got my first couple of writing assignments back in my first year legal writing class and made a startling discovery: I suck at this.

The problem, as I slowly came to realize, was largely that my overconfidence had caused me to become embarrassingly lazy. I bridled when others tried to critique my work, and I typically churned out writing, whether it be a story for my own amusement or a paper for a college course, in one sitting, with little editing or reviewing. I may have been an adequate writer, but I was an abysmal editor, and my apathy in this area was particularly damaging when it came to a technical, detail-driven field like law. I considered citations in particular to be the bane of my existence; nothing could possibly be so aggravatingly dull as checking the correct form of a citation.

Besides, I wanted to get my point out and move on, not spend time considering if what I’d written was the best way to get that point across or whether it was properly supported. As such, my work in that first-year writing course was consistently poor, and my frustration grew each time I got back another abysmal assignment. Despite studying the comments my professor had scratched out in angry ink, I simply could not get the hang of it. When time came to take my writing seminar, I found that my confidence in my writing had departed.

I now believe that lawyers and judges who say that there is no such thing as legal writing—that anyone who is a good writer will be good at legal writing—are somewhat like wealthy people who say money isn’t important. They have been steeped in the field for so long that they are blind to their own privilege and forget that to the average person, legal writing is something of a foreign language. It generally requires special knowledge to be able to digest it, and it takes considerable skill and effort to be able to produce it. Those lawyers take their ability to read and write legalese for granted and forget that they were not able to craft a perfect brief on their first try. Legal writing is a specialized form of the craft that requires special training and relies on skills beyond those required by less technical styles of writing. Stephen King may be able to produce a best-seller in his sleep, but that does not mean that he would excel at legal writing. Being a strong writer certainly is a good starting point and is necessary for good legal writing, but it is not sufficient. You must also possess an array of other skills: you must be able to edit your own work, be detail-oriented, master the fine art of being concise, and always be mindful of your audience.

This last one, I think, is one of the most difficult for someone used to writing fiction. In writing research papers and other academic works, it is important to consider the readers and try to grab and maintain their interest. However, generally speaking, you are not tailoring the paper to one specific audience. In fiction-writing, consideration of the reader is even farther removed; you strive to paint a picture that will be as vivid to the readers as it is to you, but you do not generally have to convince them of anything. You focus on what you deem important. Yet in legal writing, the focus is almost always on what the reader will find important (and as such can shift depending on the intended audience). It can be very difficult restraining yourself from adding comments that are of little value to the discussion, and likewise it can be quite tedious focusing on issues that are of little interest to you but of great interest to your superior or client.

Now, part of me wishes someone had given my younger self the warning Myers gave the bragging Kidman: “I gotta tell you, when you get older, people aren’t gonna support you so much.”  Positive support is great and necessary for encouraging a child to excel, but so is constructive criticism, and as an adult lacking the discipline required to master legal writing, I wish I had been subjected to slightly more of the latter.

Plain English and modern legal drafting: Part 6

If you want to draft a document in standard English, what can you do?

If you are a transactional lawyer, and you now believe you have room to improve the language of the forms you use, here are my recommendations:

1. Get Adams’s Manual of Style for Contract Drafting.
Although it might be a while before you have the time to read Adams’s book straight through, you can immediately begin using it as a reference. You’ll learn a lot that way, plus it will help settle language disputes.

You’ll also found the following reference valuable:

It will help you master the subtleties of legal language.

2. Turn off autopilot.
Your standard forms can sometimes foster haste and laziness. Never rely too heavily on the form or assume all you need to do is change the names and change the dates. Get to know every provision in your document. Proofread carefully. Triple-check.

3. Stay current.
You and others at your office have used this form document as a starting place for years, so what could be wrong? Plenty. Laws change, and so do contracting practices. Know what you need and what you don’t need in the document. No matter the source of the form, there’s no substitute for learning, on your own, what the law requires for the transaction you’re documenting.

Plain English and modern legal drafting: Part 5

If not in plain English, then what?

So if plain English is not right or cost effective for every document—especially large transactions with competent lawyers—what is the proper style for modern transactional drafting? According to Kenneth Adams, the leading expert on the subject, it’s called “standard English,” and he details that standard in his book, the only comprehensive style guide for transactional drafting:

Adams is careful not to use the phrase “plain English.” His Manual is not directed at those who write consumer-credit disclosures, website disclaimers, and the “limitation of liability” on the back of a baseball ticket. He is speaking to lawyers who prepare complex contracts for business clients.

What is “standard English”?

Adams says standard English is “English as used by educated native speakers.” Adams, A Manual of Style for Contract Drafting at xxvi. He’s in full agreement with me that the content of complex contracts need not be conveyed in plain English: “Using standard English has nothing to do with dumbing-down contract prose to make it accessible to the nonlawyer.” Id. For Adams, and for me, plain English applies to “the simplified language of consumer contracts.” Id. at xxvii.

But Adams also insists that the language of modern contracts is dysfunctional. It abounds with “deficient usages . . . flagrant archaisms, meaningless boilerplate, redundant synonyms . . . inefficient layout, and so forth.” Id. at xxv. He aims to motivate you to improve your drafting—make it standard English—and then he tells you how.

Plain English and modern legal drafting: Part 4

If you need to draft in plain English, what can you do?

There will be times you’ll need to draft in plain English. A corporate client needs a revised employee manual. Your supervisor asks you to draft a disclaimer for the firm’s website. A nonprofit organization you represent needs a basic contract. Or you need to write the “forepart” of an SEC registration statement, which, since 1998, must be in plain English.

So here are three recommendations for getting up to speed on plain English:

1. Read up on it.
Get familiar with the literature in the field. Yes, I’m going to plug my own book here:

But here are two other excellent sources for expert guidance on plain-English writing:

These books will take you beyond simple mantras like “dumb it down” and “write it so your mother could understand it.” They’ll give you concrete, reliable guidance on revising traditional legal language into plain English.

2. Assess yourself.
You can use your word processor to assess the plainness of your text. It will measure the average sentence length—aim for 20 or below. It will tell you the Flesch Reading Ease Score, which ranges from 0 to 100; the higher the score, the easier the text is to read. And it will tell you the Flesch-Kincaid grade level: the numbers of years of schooling a reader would need to understand the text; a passage with a higher score is harder to read.

To do this in Word 2007, find the “Office” button—on the top left with the multicolored logo—then:

  • select Word Options > Proofing
  • find the section called “When correcting spelling and grammar in Word”
  • check the box for “Check grammar with spelling”
  • check the box for “Show readability statistics”

While you’re there, consider clicking “Settings” and unchecking all (or most of) the grammar and punctuation items. This will prevent you from having to go through a grammar-check every time you run a spell-check. The grammar check is not a useful tool. Now, each time you spell-check, you’ll get a statistical analysis of your text.

The analysis will show your average sentence length and the numerical Flesch scores. Remember, these scores come from a computer algorithm that measures words and sentences and has no human insights; it can’t tell sense from nonsense.

But if you’ve written a document intended for nonlawyers that has a Flesch-Kincaid Grade Level of 19 (that’s college plus three years), you should probably work on simplifying the text. Likewise, since a Flesch Reading Ease score of 60 is “plain,” if your Flesch Reading Ease Score is in the 20s or 30s (even the 40s might be tough for nonlawyers), it may be time for some pruning and revising.

3. Test your text.
Ask a trusted friend or relative who is not a lawyer to read the text. Then ask follow-up questions. Or ask where the reader got lost or felt “legalese” creeping in. Then revise accordingly.