MODULE 1: Functions of Legal Assistant

LEGAL ASSISTANT
 MODULE 1: Functions of a Legal Assistant

OBJECTIVES
MODULE 1: FUNCTIONS OF THE LEGAL ASSISTANT

Incorporate certain skills, behaviors, and legal knowledge,

that allow us to carry out activities and tasks in a law firm or in the field
judicial with total efficiency.

Be assistants to the Justice by knowing the functioning of the Judicial Power and the
rules that must be followed.

Improve the organization of your administrative tasks by planning the resources and
applying their skills.

Incorporate elements to establish oral and written communication.

Establish interpersonal relationships.

Improve communication within the workplace.

Generate personal agreements with clients.

To have a good management of agenda, calendar, and written correspondence (formal and
specific).

Encourage creativity to apply it in negotiable situations, in planning.

and in decision-making.

Apply applied computing resources to integrate into the working environment with a
knowledge base superior to that of the average person.

At the end of the course, you will be able to answer the following questions:

Do you know the necessary tools for writing a document?

Is personal image important in an assistant?

What are the necessary elements to file a lawsuit?

How should work and time management be organized?

What are the different forms of correspondence that are used?

 MODULE 1: Functions of Legal Assistant

INTRODUCTION
MODULE 1: FUNCTIONS OF THE LEGAL ASSISTANT

The objective of this module is to provide the student with the tools to be able to
develop their activity as a legal assistant and thus acquire knowledge
necessary to be an effective and efficient assistant.

In this module, you will study topics such as the importance of the legal assistant and its
personal image, this will help you in the professional and personal spheres to be able to

perform your duties correctly. On the other hand, you will analyze everything related to the writings.

judicial: its elements, how they should be drafted, the documents that can be
attach, and this will help you so that when you have to write a document you know how
to do and what mistakes you should not make. Next, we will focus on the importance
of the files and how to preserve and register the documents that are received.
Finally the management of the lawyer's agenda, here you will learn to manage and
organize the lawyer's time, so you can note appointments, events, etc.
 MODULE 1: Functions of Legal Assistant

TOPIC 1: FUNCTIONS
MODULE 1: FUNCTIONS OF THE LEGAL ASSISTANT

MODULE 1

Functions

Personal Image

Drafting of legal documents

Interpretation of writings

The demand

Organization of work

Organization and time management

Correspondence

With the elements we will provide them, they will be able to:
Our intention is to ensure that the legal secretary or judicial assistant achieves a
clear, concise writing; that acquires tools to be able to express itself with
clarity and conciseness; achieving skills in the fluid handling of text to change
a style often pompous, artificial on another; which manages to convey all its ideas to
paper. The goal is also for it to stop copying existing models in the study and
to be able to freely create their own texts without feeling the insecurity that
generates distancing from the previously given models. That it achieves, to seize its own writing.

To do this, it is necessary to consider: how a text is written and how ideas are organized, the
order of the words in the sentence, use of verb tenses, correct use of the gerund
paragraph and sentence, the length of the phrase, filler words and incorrect phrases, errors
most common, accentuation, vices of legal language, style proposals, etc.

They must have conditions to prepare judicial pieces and instruments, the
bills, official documents, among other writings. But as this is not enough, we will have to
a complete understanding of all the fundamental concepts that are necessary within
 MODULE 1: Functions of Legal Assistant

1. Characteristics of Concept of technolect.

legal language Characteristics of communication
legal.
Its objective: persuasion.
Sender-message-receiver
2. The architecture of the sentence The order of the words in the sentence.
Sentence and paragraph.
Subordination.
The length of the sentence.
Use of textual markers
(headings of the sentence).
3. Some concepts Spelling doubts.
grammatical Accentuation.
Score.
Correlation of verb tenses.
Active voice and passive voice.
4. Most common errors Excess of subordination.
Misuse of the gerund (The opinion
informing...)
Excess of verbal periphrases.
Filler words (It will be justice "to its effects").
Absolute constructions of the past
(Blocked the embargo...)
Accumulation of prepositional phrases
(In the assumption that, in whole of
agreement with...)
Hyperbaton (From the documentation,
transfer).
Archaisms (Closure, return).
5. Composition exercises Draft writings analyzing the
composition, writing, expression, for
avoid improvisation
6. Different ways to Whirlwind of ideas.
generate a text Maps and networks.
Keywords.
7. Rhetorical Resources Opening and closing phrases.
Game of oppositions and parallels.
Rhetorical questions.
 MODULE 1: Functions of Legal Assistant

TOPIC 2: PERSONAL IMAGE

MODULE 1: FUNCTIONS OF THE LEGAL ASSISTANT

MODULE 1

Functions

Personal Image

Drafting of legal documents

Interpretation of writings

The demand

Organization of work

Organization and time management

Correspondence

Personal image
Currently, on the part of companies, agencies, and institutions, there is a
great concern about conveying an appropriate image. Every employee is a holder of
a part of the image of the company or organization to which it belongs or
It represents. It is a responsibility that cannot and should not be overlooked.

The personal and professional image projected by an assistant has a dual aspect:

1) The image with a view to the interior of the company where they work will largely depend on
measure the success of your professional career in the short and medium term, impacting the
image in purely personal relationships within the company.
2) And considering that part of its functions has to do with the relationships between
companies or organizations, it is evident that the image of the assistant takes on a role

sufficiently important to determine the quality of relationships.

The elements that contribute to forming the image we project are: Written, Oral,
 MODULE 1: Functions of Legal Assistant

Oral: the work of the assistant requires constant use of spoken communication, in
person and mainly through the phone. A correct, fluent expression and
suitable for each occasion is the result of education and the cultural level one possesses.
We must not forget that 'we are what we say.' Some basic guidelines would be: The
clarity and conciseness in speaking. The expression must be firm yet calm and relaxed.
emphasis should only be placed on certain words.- One must keep in mind the
the necessity of silences when we communicate, '...we must know how to speak and leave
talk..." - An assistant should allow their interlocutor to speak and not try to impose their
criterion raising the tone of his voice excessively.

Corporal: in the direct contact between people, both in personal and social spheres.
In the workplace, the first thing that stands out is the physical presence itself, 'the body image.'

this image is the result of summing the facial expression, the body language, and the
attire, "... the face is the mirror of the soul...". Everyone has their own personality and the
Being employed does not mean we will cease to be who we are.
But having to constantly interact with others forces us to make a
effort to improve our personal and professional image. A basic principle would be:
Not openly showing a state of anger (even if we have enough reasons to do so)
they justify it), this means avoiding harsh and serious gestures. -Our expression must be
friendly and convey cordiality. – Avoid the monotony of our expression. – Do not cover
the face with the hands or with an object when we are talking to another person.
We must look straight and into the eyes of our interlocutor, with naturalness and confidence.

Regarding the outfit, it should be consistent with the image to be projected.

providing a sense of efficiency, seriousness, rigor, sobriety, maturity and
simplicity.

Vocabulary
WRITTEN Simplicity and clarity
in the expression

Correct expression
PERSONAL IMAGE ORAL
and fluid

Facial expression
CORPORAL corporal and the
outfit
 MODULE 1: Functions of Legal Assistant

THEME 3: DRAFTING OF LEGAL WRITINGS

MODULE 1: FUNCTIONS OF THE LEGAL ASSISTANT

MODULE 1

Functions

Personal Image

Drafting of judicial writings

Interpretation of writings

The demand

Organization of work

Organization and time management

Correspondence

The writings are: Presentations made in the file by the parties, by their
requests or mere
manifestations.

REQUISITES FOR MANUFACTURING:

Organization of data common to all written texts.

Copies.
Place of presentation.
Reception of the writings: Charge.
Certificate for the presenter of the receipt. Receipt.

REQUIREMENTS FOR DRAFTING JUDICIAL WRITINGS

 MODULE 1: Legal Assistant Functions

ALIGNMENT: Justified
LANGUAGE: National, or translated or through an interpreter. Art. 115 CPC and CN.
LEGIBLE. Without blanks or incomplete spaces

The rules of the National Justice Regulation (RJN) apply: Agreement of 12-17-
1952, articles:
46: black ink; signatures must be clarified; lawyers or attorneys
They must indicate the volume and page or registration number of their enrollment.

(at home see Arts. 40 and 41 CPC and CN)

48: aggregation of documents: in such a way that they are fully readable.
45: Position: the position of presentation must be placed at the bottom of all writings.
authorized by the administrative deputy secretary, indicating the day and of the
hour.

COMMON ORGANIZATION FOR ALL WRITTEN MATERIAL:

1) HEADING
2) MAIN BODY
CLOSURE
4) FIRMS

HEADER: MUST INCLUDE (Art. 46 RJN):

A. SUMMARY: Title. Summary and anticipates the content of the main body of the document. It
PLACE IN THE UPPER LEFT MARGIN IN UPPERCASE, UNDERLINED AND IN BOLD.
START LAWSUIT
B. ADDRESSEE: TO WHOM IT IS ADDRESSED?: 'Mr. Judge'; 'Most Excellent Court'.
cameras will have the treatment of Excellency Chamber (LAW 1.893)
C. PRESENTATION: The person presenting must make known a series of circumstances that
they frame the procedural act attempted, namely:
First and Last Name
ADDRESS: Report of real address and establishment of legal procedural address,
indicating street and number.
COVER. Precise statement of the file cover and number of
file assigned by the corresponding judicial office. The procedural act
it must be understood as completed in the file. Indicated in the document. Assignment To
the initial writing must be added with the character of a sworn statement, the form
of data incorporation that will contain the identity certificates in it
indicated and the manifestation of the signing professional regarding whether they request

precautionary, preliminary or anticipatory evidence measures. Each court will be

 MODULE 1: Functions of Legal Assistant

LAWYER. Indication of the sponsoring lawyer (name, Volume and Folio)

corresponding to the enrollment of the Public College of Lawyers, the number of
phone number of your studio or place where it could be located (is usually indicated as well

the lawyer's email address); mandatory sponsorship (Art. 56

CPC and CN): if the lawyer's signature is missing, "it will be considered as not submitted and will

will return to the signer, without further ado or resources.

MODE OF ADDRESS: ... 'to Your Excellency I say' Y.E. abbreviation for Your Excellency.

MAIN BODY

Forensic style. Way of expressing oneself:

The lawyer must refrain from improper or defamatory expressions, as well as avoid the
client's slander towards the opponent or their lawyer, omitting to express
dishonorable, hurtful, disrespectful expressions or value judgments. The actions of the
a lawyer must be characterized by the defense of the entrusted interests, ensuring that
Not only the content but also the form should adapt to the professional hierarchy.
The judge has the authority to order the removal of defamatory phrases contained in the writings.

(Art. 35, paragraph 1 CPC and CN).

The essential content consists of three items.
basics:
. FACTS.
. LAW.
. APPLICATION

(3) CLOSURE

FORMULA: at the end in the center-right position of the document and before the signatures, we
bold the following formula:

Provide in accordance

THERE WILL BE JUSTICE

(4) COMPANIES

They are an essential condition for the validity of the document (Art. 1012 CC).
lawyer act as:

A. Sponsoring: signs the documents jointly with the party, but the one who
manifest is the part. In mere procedural writings (e.g.: Authorize) it does not
requires signature from part.
B. Attorney-in-fact: he signs only. He acts by representation, with general power or
special that is granted to him by his principal.
 MODULE 1: Functions of Legal Assistant

D. The signatures: must be followed by their corresponding clarifications (name and

surname of the signer, plus volume number and page if it is the lawyer.

COPIES:

Article 120 CPC and CN: 'as many copies as parties intervene, unless they have been'
unified the representation.” (It should say “as many copies as procedural subjects
they are litigating)

PLACE OF PRESENTATION.
The burden of presenting the documents in court rests on the interested litigant.
secretariat to which they were addressed. The Courts have a desk for
entries for the case file consultation and receipt of documents.

RECEPTION OF THE WRITINGS. CHARGE.

It is the certificate issued by the court secretary stating the year, month,
day and time when the document was submitted. Its purpose is to provide a certain date to the

presentation, as it may be subject to time conditions that

they will weigh on its effectiveness, art. 45 RJN. The position placed at the bottom of the writings will be

authorized by the officer or chief of staff. If the Supreme Court or the chambers
they would have stipulated that the date and time of presentation of the documents be recorded with
mechanical date stamp, the charge will be integrated with the signature of the first officer or

Boss, below is the receipt from the date stamp.

CERTIFICATE OF THE SUBMISSION OF THE WRITINGS:

Receipts of written documents. At the verbal request of the parties or their lawyers, the courts
They must sign, seal, and date the copies of the documents that are presented to them.

Forms that must be observed in written documents and judicial resolutions.

The Supreme Court of Justice, with the assistance of the Attorney General, considered that it was
necessary

Reiterate the requirements of Article 118 of the Civil Procedure Code and Commercial Code regarding the writings.

judicial.
Update the regulations on the form that writings must observe
judicial, expert opinions and judicial rulings.
Attend to the preservation of the judicial records in which there are
non-compliance with the duty to include in each document the name and procedural role of the
represented person and the indication of the established address.
 MODULE 1: Legal Assistant Functions

Accepted documents:

Native or naturalized citizens DNI/DNI-IF, LE; LC.

Foreigners: DNI for foreigners; CI (identity card); PASS (passport)
In the cases where one acts as an attorney, the document number may
obtain from the signed photocopy of the power of attorney.

In inheritances, it is obtained from the Death Certificate; if it has been omitted, it...

Incorporate the document number that remains in the possession of the beneficiaries.

Legal entities photocopy of the receipt issued by the Administration

Federal Public Revenue Agency specifying the business name and the CUIT number.

In later presentations, this requirement will only be necessary if there are modifications to
data on the identity of the representative or sponsored individuals.

The court or tribunal will add a copy of the form to the file and will send it within
the original to the File Reception for acknowledgment 24 hours a day and
update of the corresponding records.

The magistrates and officials must enforce compliance with what is prescribed by the
Article 118 of the Code of Civil and Commercial Procedure, for which the staff must be instructed.

entry table for them to verify each presentation and, if applicable, request that
complete the missing data.

Preparation of the documents or originals that must be added to the file:

First work paper smoothed of at least 70 g.

Size 29.7 cm long and 21 cm wide (letter or A4).
1.5 spacing with a maximum of 30 lines per page.
Use both sides of each sheet.
Left margin of 5 cm.
Right margin of 2.5 cm.
Top margin of 5 cm.
Bottom margin of 2.5 cm.
Continuous drag sheets may be used, but the side strips must be removed.
perforated.

Art. 118 of the Civil and Commercial Procedural Code - Drafting of documents:

Made with black or dark blue ink.

Manuscript or typed in legible characters and without gaps.
Headline with the expression of its object.
Name of the presenter.
Established address.
Precise statement of the file cover.
 MODULE 1: Functions of Legal Assistant

The name of your representatives, when there are several, refer to the instruments.
that they certify the legal status.

To be signed by the interested parties.

The copies for transfer with content identical to the original can be
made with a simple face.

The label placed on the court documents must indicate the number of copies that are
accompany them, which will remain in the secretariat for a minimum period of two months
remaining under the responsibility of the head of the agency the choice of the system of
safeguarding and preservation of the copies, which cannot be added to the
file.

Art.120 of the Civil and Commercial Procedure Code. Copies. Any document that must be presented for review, or

transfer, responses, that provide evidence, promote incidents, constitution of

new address and any documents added to it must be accompanied by
as many signed copies as there are parties involved.

If the requirement is not met or the omission is not corrected within the next day, then
it will be considered as not submitted the writing or document, returning them
to the interested party and leaving a record in the file.

Article 124 of the Code of Civil and Commercial Procedure. Charge. The charge placed at the bottom of the writings.

It will be authorized by the secretary or by the official or head of office.

The courts may provide that the date and time of the submission of documents be recorded.
with a mechanical closure, which will integrate the charge with the signature of the
secretary or the first officer.

If the document is not submitted within the judicial hours on the day the deadline expires
it can be delivered to the corresponding secretary within the first two hours
from the office on the next business day.

The definitive and interlocutory rulings, the regulations on fees are

they will make

The manual electric or electronic machine.

On supplied letterhead.
With double space.
Without blank lines
30 lines per page at most
Left margin of 5 cm
Right margin of 1.5 cm.
 MODULE 1: Functions of Legal Assistant

A copy may be an example of the resolutions and judgments that must be registered.
carbon copy, a photocopy or a second original, to be signed by the judges and secretaries
participants.

Sample not incorporated into the case will be registered chronologically according to the number.

in ascending order corresponding to it, observing a numbering

annual, starting on the first business day and ending on the last business day.

If a final judgment is issued in knowledge or enforcement processes, it must be left

certificate of the address where the notification to the executed party or the transfer of the
demand and the notification of the declaration of rebellion to the defendant.

Art. 40. Domicile. Every person who litigates on their own behalf or on behalf of another
the third must establish a legal domicile within the perimeter of the city that is the seat
from the court or tribunal, as all notifications will be processed at that address
that should not be so in reality.

Art.41. The lack of constitution and notification of address results in

the legal address is automatically established in the court or tribunal registry,
except for the case of the second paragraph of Article 59 (declaration of rebellion: which will be notified

by summons or by edicts for two days. The successive resolutions will be considered as
notified by the ministry of law.

Article 60. Effect. The rebellion shall not alter the regular continuation of the process. The sentence shall be

pronounced according to the merit of the case and as established in art. 354 inc.1.

The appeals chamber may waive the separate signature for agreement and judgment that
They are part of the same act, with the signature at the end of the ruling being sufficient.

All courts must carry:

A record for your final judgments.

A register for interlocutory rulings.
A register for the regulation of fees.

Each book must contain at least an index by actor, cause, or processed.

The books will be kept by the secretaries and will be preserved in the secretary's office.
that correspond.

The courts of first instance; judicial peace courts; juvenile courts;

notary court within the first 15 business days following the completion of
Every year they will submit the record books to the Court of Appeals for their signature.

Reports from the listed experts must follow the rules required for documents.
 MODULE 1: Functions of Legal Assistant

The files must be stitched, without metal clips, the seam will be unique, not
A piece can be added without removing the previous seam.

The magistrates and officials may choose to use the plastic folder system.
and passing clips for the compilation of files until their completion
procedure.

Professionals will be able to accompany folders with fasteners when initiating cases.
according to the technical specifications of the Undersecretary of Administration and delegations
departmental.

If the case is archived or stopped, the file is removed and stitched.

The files will have a cover and back cover to protect the latter.
aggregated performance.

The cover page must indicate the names of the parties and the object of the trial, the court or
court where they process, the secretariat would act and the year of initiation.

If there are multiple litigants, the heading may bear the name of one of them along with the
addition of 'and another' or 'and others'.

The highest-ranking administrative employee of the secretariat or tribunal will be

responsible for controlling the pagination of the cases and must verify that each document or
resolution that is incorporated shall be duly numbered.

Any change or modification of the original foliation of the file must be provided.
expressly by the head of the court or tribunal, with a record made in the first
sheet of said decision.

The documentation attached to the complaint, its response,

reconvención or any other document must be numbered.

The test notebooks will have a cover of a different color than the main one.
they will have an independent pagination at the bottom of each sheet.

If they are to be incorporated into the main document, the notebook of the part will be added first.
plaintiff and then that of the defendant and will be numbered according to the order of the principal.

The documents must be attached in a way that allows for their complete reading, otherwise
left margin will be added on a separate sheet that will be attached to the
cars.

The secretary or highest-ranking administrative employee of the secretary or of the

the tribunal will duly record in the place of the breakdown that is carried out in the
file indicating the page on which it was ordered.
 MODULE 1: Functions of Legal Assistant

. Double Fax.
. Symmetrical Margins.
REQUESTS OF . Source.
SEWING . Font Color.
. Line spacing.
. Alignment.
. Language.
. Legible.

SUMMARY

DRAFTING OF
HEADING RECIPIENT
JUDICIAL WRITINGS

PRESENTATION

MAIN BODY
REPRESENTATIVE
ORGANIZATION
COMMON
DOMICILIO
CLOSURE

COVER

SIGNATURES
LAWYER

MODE OF
to address
 MODULE 1: Functions of Legal Assistant

TOPIC 4: INTERPRETATION OF WRITINGS

MODULE 1: FUNCTIONS OF THE LEGAL ASSISTANT

MODULE 1

Functions

Personal Image

Drafting of judicial writings

Interpretation of writings

The demand

Organization of work

Organization and time management

Correspondence

1. Preliminary Clarifications

A) In the face of the need to provide a minimum of coherence to the writings presented by
the various professionals who litigate in judicial cases on behalf of others have
developed these minimum style rules for writing.
This set of rules includes certain conventional guidelines related to
style, on one hand, and various issues related to the correct use of the language
Spanish, on the other hand.
Among the conventional guidelines, we must start from the beginning. As for
we open a new document with the aim of drafting a writing, we must carry to
follow these steps:
Title of the writings in bold, uppercase and justified to the right.
Mr. Judge or Mrs. Judge, Mr. Judges/Mrs. Judges/Mrs. Judges and Mr. Judges. No
use V.S., V.E., Exma. Chamber or other similar formulas.
The last names in capital letters/lowercase capitals, not uppercase.
 MODULE 1: Functions of Legal Assistant

Always identify the case number and the name, avoiding the 'titled'.
What is journalistic language.
Even though it is not necessary, it is advisable to add in subsequent writings.
"maintaining the legal address at..." to avoid confusion if it has been
changed the address at some point.
For cardinal numbers use the matchstick, and not abbreviations such as 1st.
similar. When it comes to Chamber Halls, if there are Roman numerals, they do not
You must use the match, as Roman numerals are ordinal.
The 'let me introduce myself' is only used the first time.

Avoid saying 'I respectfully say'. One is respectful by the way one speaks.
things, not because it says so.
It is incorrect to use "the present writing".
To minimally ground the legal rule that we invoke to justify our
claim.
Let's not self-title ourselves as 'Dr. /Dr.' if we are not.

Never start a paragraph with the term 'That...' or with a gerund. The use
The use of the gerund is subject to rules that almost nobody follows.

When we refer to the Spanish language, we are not referring to the dialect that is
used in courts.
When it comes to an enumeration, it is advisable—as in the previous paragraphs—
list it. If the chapter of the writing is not extensive enough to
justifying the use of subtitles, one can resort to the use of Roman numerals at the beginning
from each series of paragraphs.

B) When using subtitles, all characters that serve to must be included.

identify it, to avoid confusion.
 MODULE 1: Functions of Legal Assistant

THEME 1: DEMAND
MODULE 1: FUNCTIONS OF THE LEGAL ASSISTANT

MODULE 1

Functions

Personal Image

Drafting of legal documents

Interpretation of writings

The demand

Organization of work

Organization and time management

Correspondence

Demand

I. When it comes to making a direct quote, italics should not be used, because the
A direct quote must exactly respect the content and style of the text we are quoting.
Thus, for example, we can cite:
The Special Rapporteur for Freedom of Expression recognizes that freedom of
the expression encompasses a wide range of activities that affect everyone
individuals. This report mentions only some of the wide
variety of themes that affect freedom of expression. Appropriately, The
The report will continue to issue reports covering other areas related to this.
fundamental right and which are not covered in this report
(INTER-AMERICAN COMMISSION ON HUMAN RIGHTS, Annual Report... vol. III, p. 1,
highlight added
If the enumeration reaches at least 10 points, add a zero before the
 MODULE 1: Functions of Legal Assistant

The first subtitle should follow the chapter title.

It's not advisable to add more divisions than these two, as we will be left without

symbols that clearly distinguish the rank of the title. Those writings that resort to
designations such as II. A. 1. 1. 1; II. A. 1. 1. 2 end up being confusing
even to those who write it.
If we want to highlight one or more words, italics should be used. When the
Italic text appears in a direct quote; it must be emphasized if it was added.
(highlight added) or era of the original text (highlighted in the original). Never
is highlighted in the text with bold or underlined.
The reference for the citation is made in the body of the text. In principle, it is not
They must insert footnotes.
When we add any word in a direct quote, brackets should be used.
another way [if we don't use the brackets] it wouldn't be clear if the addition belongs—or
no21— to the original text.
If we wish to omit any part of the quoted text, 'it must be replaced... by three dots.'
ellipses, without parentheses and glued to the left." This way of citing indicates that it
it addresses the same paragraph.

If we want to cite from two different and consecutive paragraphs:

we should do the following...

However, this is not all.
In this way, it is clear that these are two different paragraphs. If we were to quote from two
non-consecutive paragraphs, we must cite in the following way:
Considering that the rules governing the exercise of judicial positions must have
in order for judges to act in accordance with those principles,
Considering that judges are responsible for making the final decision with
regarding life, liberty, rights, duties, and property of
citizens,... Considering that, consequently, it is pertinent that it be examined in
first place the role of judges in relation to the justice system and the
importance of their selection, training, and behavior,
The following basic principles, formulated to assist the Member States in their
task of ensuring and promoting the independence of the judiciary must be taken into account
counted and respected by governments within the framework of legislation and practice
nationals and be brought to the attention of the judges, the lawyers, the members of
the executive and legislative powers and the general public. These principles have been
elaborated mainly considering the professional judges, but they apply
likewise, when appropriate, to the lay judges where they exist.
II. Some common mistakes to avoid:
The word 'role' in Spanish is a form that is filled out to grant exit from a port.
For a vessel, you should use 'paper' or 'position'.
"Interference" is spelled with a "j".
 MODULE 1: Functions of Legal Assistant

When one or more words are enclosed in dashes, long dashes are used, the
first glued to the first word and the one that closes glued to the last word. The
short hyphen serves another function (separates syllables and separates compound words); the
A long dash is for clarifications or subordinate clauses.
Sometimes it is better to use symbols like circles or hyphens, because Word
can renumber two different lists—with several paragraphs in between them—in a way
correlative, such that the first point of the second list—e.g., is the
next to the last point of the first list—e.g., When explaining
In confusing circumstances, it is advisable to use examples.
Abbreviations of regulatory bodies do not include periods: National Constitution,
National Criminal Procedure Code, National CPP; American Convention on
Human Rights, CADH.
If abbreviations are going to be used, the first mention must be complete: According to art. 8.1

of the American Convention on Human Rights24 hereinafter, The Convention

Americana, The Convention, or The CADH.
Avoid unnecessary Latinisms, such as mentioned above.
Make correct use of capital letters. The words 'judge', 'court', 'law',
"judicial power", "prosecutor", "complainant", etc., do not take capital letters.

Do not use the term 'appeal' as a synonym for 'resort' or 'challenge'.

Presenting a case before the Inter-American Commission is to present a petition, not
to report or to appeal.
If it is a complex document, it is advisable to add one or more sections.
with conclusions that summarize the central ideas, circumstances, or arguments.
Short sentences and paragraphs make reading more understandable and more bearable.
from a written piece. Every time they notice that the idea they intend to convey does not change if they

removing one or more words, or one or more sentences, means that they are surplus.

IVUtilize the emotional power of language. If they defend, the accused is 'Mr. Raúl'
FRNÁNDEZ,” “Professor FERNÁNDEZ” or “Dr. FERNÁNDEZ.” The prosecutor is the “accuser”
In a state case, the complainant is the 'private accuser' or the 'particular prosecutor.'
Do not abuse highlights, because they lose impact. If you read the text of some authors
you will see that 70% of the text is in italics. This abuse of italics makes it
it undermines the desired effect. Don't make the mistake of putting signs of
questions (¿?) or exclamations everywhere (!). All the (sic) are unnecessary when
they are quoting verbatim.
Clearly, these last paragraphs are not conclusions. They are a disorganized series of
advice from someone with the habits of an editor. And here are more:
The more people participate in the discussion, correction, and analysis of the
written, better. That does not mean they should be chasing colleagues to make sure that
read everything they write. In this respect, it is more fruitful to know how to choose what

the writing must be reviewed by another person and who is the best candidate for it
 MODULE 1: Legal Assistant Functions

Don't use the terminology that the Court uses when it is not very clear about what it is.
speaking. Do not argue with grandiose concepts that are empty of meaning
such as 'due process', 'right of defense'.
 MODULE 1: Functions of Legal Assistant

THEME 6: ORGANIZATION OF WORK

MODULE 1: FUNCTIONS OF THE LEGAL ASSISTANT

MODULE 1

Functions

Personal Image

Drafting of legal documents

Interpretation of writings

The demand

Organization of work

Organization and time management

Correspondence

Each of the elements and theoretical concepts presented aims to guide you.
as the person in charge of the archive of your department regarding how it should be managed
and provide their documentation for the service, development, and growth of their area.
The objectives to be achieved are:
That all internal personnel are familiar with the theoretical-practical fundamentals regarding the

organization of the office archive, taking into account the importance of

File System.
Set the guidelines for the process of administration, organization, preservation and
information inquiry.

FILE
An Archive is understood as the system for preserving received documentation and
produced in each department, which is in process and subject to constant
use and consultation. In the process of reception, production, distribution,
identification, classification and storage by the officials responsible for it
 MODULE 1: Functions of Legal Assistant

The office file consists of the documents that are produced as

result of the execution of the functions specific to the dependency. The organization
the archival documentary consists of grouping them according to the series and sub-series
documentary to which it belongs that has been defined in the Classification Table
Documentary. Within each series, the files that compose it must be
individualized, keeping all the documents that comprise them grouped in the
order in which they have occurred.
Document Classification
Intellectual activity that consists of dividing or separating sets of elements,
establishing classes or groups. Files as organized units are classified as
agreement with the structure and functions of the producing entities and with a view to
administrative, legal, and scientific use. To classify the documents, one must
resort to the Document Classification Framework, a tool that allows coding and
identify each of the series, sub-series, and documentary typologies, in each
dependency.
Documentary Series: A set of documentary types with structure and content
homogeneous produced by each dependency in the fulfillment of its functions.
Minutes, Contracts, Agreements.
Documentary Sub-series: Division of documentary series according to themes
specific. Example: Purchase Minutes.
Documentary Typology: Documentary species that reveals the content and physical structure
from the document. Example: Invoices, Check Requests, Policies.
Facilitating Documents
Those who handle common procedures in all entities, such as: circulars,
payroll, request for items, among others.
Specific or Substantive Documents
Those generated or received as a result of the specific activities of each
dependency or of the legal study; such as notes, programs, etc.
Elements of the File
The following are the required elements for the organization of the Archive.
Folders Size legal.
Guide "Outside" letter size.
Self-adhesive labels for folder labeling.
Rolling file system or vertical file cabinets.
Each file system must have a key for security of the
documentation.
Document Organization.
Chronological Order
Location of the documents over time and in relation to this, in ascending order
by year, month, and day.
 MODULE 1: Functions of Legal Assistant

Within the folders, the documents will be organized numerically and chronologically.
ascending, avoiding storing duplicates.
Description of steps for the organization of the Archive.
Reception by the responsible staff of the documentation for your
storage and preservation in the Archive.
Verification of total or partial compliance with the respective procedure.
Organization of the received documentation according to the series / sub-series
document managed by the department verifying its classification according to
the document classification chart
Verification of the arrangement of the documentation and storage in the unit of
conservation or respective support.
The folders will be opened and organized according to the documentary series.
established in the document classification framework.
Folders titled 'various' or 'generalities' should not be opened. If required
to include a new series or documentary type, the code must be requested from the responsible party.

File System.
Storage
The folders in the filing cabinet or conservation system will be organized by
left to right, top to bottom.
The File Cabinets are storage systems that allow for the preservation,
security and proper handling of documents, therefore they should not be stored in them
elements that do not fulfill this function, such as stationery, office supplies,
equipment, printers, etc.
Loan
The loan of the documentation will be processed through the responsible person.
from the administration of the Archive whether for its own staff or others
dependencies.
The person who takes a folder from the file will be responsible for its integrity.
the same regarding the documents that make it up.
For the withdrawal of a file folder, the applicant must fill out the required information.
in the loan format called 'Outside'.
The person responsible for the Archive will place the loan format 'Outside' in
replacement of the folder in the file cabinet until the return is made.
documentation.
Central Archive or Intermediate Archive
It groups documents transferred by the different Archives, according to the
times given in years according to the Document Retention Table, whose consultation is not so
frequent, but still valid and are subject to consultation by themselves
offices.
Document Retention Table
 MODULE 1: Functions of Legal Assistant

It is the one to which preservation documents are transferred from the Central Archive.
permanent.

Recommendations
They are not archival material: monographs, books, magazines, press clippings, newspapers
and in general any type of bibliographic material, which must be transferred to the
library.
Never store in the folders items such as: drafts of works that were
presented; unofficial manuscripts; press clippings; obsolete formats and forms,
envelopes when they do not constitute evidentiary pieces, books, magazines materials
printed materials, in general, and duplicate documents.

On the other hand, it is necessary:

Do not let the documentation accumulate for archiving.

Be clear about which documents each person should keep in their files.
Avoid duplicating the same document.
Remove the hooks and clips from the documents.
Do not alter the document: do not fold, do not write on the documents with a pencil.

Avoid the use of A-Z.

Do not exceed the document volume of the folders.
Bend the spine of the folders.
Normalize conservation material sizes appropriate for the furniture of
file.
Organize the documentation chronologically.
Close and sign each of the documents.
File the documents once the validity has concluded.
Do not save drafts.
Updated and specific inventory of each file.
In large files where a large volume of information is concentrated
a documentary two responsible persons must be assigned for the filing process and
loan in case of inquiry.
In the filing cabinets where they keep the files, they should avoid storing items and
other materials that do not belong to the file.
Apply the guidelines of the classification table for the physical organization of
the documentation.

The Techniques of Classification, Archiving, and Processing of Information are

procedures that guide us and provide the necessary information to be able to
to develop ourselves in the demanding work environment in which we are working. The
 Organization
Documentary Documentary
MODULE Series
1: Functions of Legal Assistant

Classification Documentary Sub-series

Documentary

Documentary Typology

Documents
Facilitators

Specific Documents
or Nouns

Elements of the File

Chronological Order

Document Organization

Numerical Ordering

Almacenamiento
FILES

Loan

Central Archive or Archive

Intermedio

Retention Table
Documentary

Historical Archive

They are not archival material:

Recommendations monographs, books, magazines
 MODULE 1: Functions of Legal Assistant

THEME 7: ORGANIZATION AND TIME MANAGEMENT

MODULE 1: FUNCTIONS OF THE LEGAL ASSISTANT

MODULE 1

Functions

Personal Image

Drafting of judicial documents

Interpretation of writings

The demand

Work organization

Organization and time management

Correspondence

Organization and time management

For many people, organization is a challenge, especially for those who have
the responsibility of maintaining and managing external tasks.
Often, the variety of tasks in an office or studio can cause the
appearance of lack of attention and distraction - and this hinders organization and
time and task management, so it is necessary for the individual
implemented various structures and processes as well as the use of tools such as
agendas and reminders for their functioning in daily life.
Agendas and task lists are useful for keeping track of work.
regularly scheduled, the projects and their deadlines, as well as the
quotes.
Timers and alarms -- whether through a wall clock, a clock at
bracelet, digital personal assistant or computer - help the individual
 MODULE 1: Functions of Legal Assistant

The color-coded classification folders should be kept or any

another criterion easy to identify, the folders for filing, among others, result
tools to keep documents organized.
It is important to designate specific areas for objects such as keys, invoices, and
other items that can be easily lost.
We need to break down large and overwhelming projects into smaller tasks and
manageable.
THE MANAGEMENT OF AGENDA

Good agenda management is a highly valued skill. It is a key element in the

organization and productivity of your office. There are many aspects of good management of
agenda that all attendees should be aware of.
In addition to the agenda, the successful secretary relies on his knowledge of the
background of your position to mark your boss's meetings.
Imagine that your boss returns from a five-day business trip and will need a
extra time to catch up on office matters and will be your assistant
He/She will take this into account when scheduling your appointments. He/She will probably keep that day free.

in your boss's agenda so that he can catch up with his issues. Remember
not every blank space in your boss's schedule means they are free
for a meeting.
It is important to understand the significance of this distinction because otherwise, the
The secretary will address the agenda as a time management task and
misses a good opportunity to stand out.
When your boss has a meeting that they know will be complicated, it is advisable to protect him.

calls and visits that distract him from the important topics to be addressed. From this
this way, the boss will be more productive and the secretary will be directly responsible for
that result.
The ideal teams of boss/secretary or assistant are those in which the assistant is
responsible, along with their boss, for coordinating appointments. When this happens, surely
will be using a schedule or a calendar that they have mutually agreed upon. In the
assuming that both the boss and the secretary take notes in the agenda separately,
everyone should have their own agenda. Also, they may be using agendas
different items, such as pocket planners, desk calendars, calendar pads,
of the wall, etc. With all these agendas circulating, what can the secretary do to
Don't forget the appointments and keep them all updated? You don't need to be a genius to
realize that it is essential for the secretary and the chief or chiefs to always look at the
same information.
Coordination of schedules
When there is more than one agenda in use, take the initiative. You should ask your boss to
allow her to consult regularly.
Frequency Objective
 MODULE 1: Functions of Legal Assistant

It will allow both the secretary and the chief time to talk.
on the subject and make the necessary changes without postponing it for
breaking news.
Compare the next three months of your schedule with your boss. This will
there will be enough time to discuss, coordinate and prepare the
future events. Suggest leaving some hours of those days blank,
Monthly weeks or months for your boss to have time to prepare. The
coordination of the agendas allows the secretary to know the
future events and to be aware of what is about to happen in it
study or your workplace.

Occasionally, talk to your boss about the progress of the issues to be able to
Identifying the adjustments to be made can increase productivity and reduce stress.
Without a doubt, it can be added to the following reminders. Please, do not stop
do it
Anticipate the boss's needs. This reduces last-minute rushes.
and the possibility of having all the necessary elements and materials for the
meeting at the appropriate time.
Prepare for critical emergencies. Will there be extraordinary situations due to
predictable events for which exceptional arrangements will have to be made?, Will there be
Will you need to hire temporary staff? Will you need help from colleagues? Could you?
It's as simple as asking a colleague to handle incoming calls. It has
What power to return the conflict when in a hurry.
If emails arrive at the last moment and the meeting has already started, do not stop
let your boss know.

After the meeting

The meeting consists of three parts: the pre-meeting, the meeting, and the post-meeting.
the last is the one that is often overlooked. Someone must follow up on
the topics agreed upon in the meeting. You can help by asking your boss when he
returns from the meeting. "Do you need anything to meet any of the agreed topics in the
meeting?" You can also ask them if there are stipulated deadlines and what they should detect in.

the incoming emails.

Meetings:
Meeting area, which allows you to schedule and organize meetings for which you can
store and distribute the agenda, images, document links, lists of
assistants and other documentation in a location accessible to everyone. The area
Meeting rooms can be created automatically when you send the meeting invitations.
 MODULE 1: Functions of Legal Assistant

Leave some spaces blank between the annotated quotes so that your boss
I can return the calls and address some urgent matters.
Avoid scheduling meetings right after lunch
Avoid scheduling appointments on Mondays at first hour and on Fridays at last hour.

Calculate travel times when meetings are held outside of the

office
Leave some time slots blank in the morning so the boss can organize.
Leave the end of the day schedules blank so the boss can finish his
matters and prepare for the next day

Before: Technology did not exist. Appointments were recorded in paper agendas.
Now: The bosses and the secretaries know the technology and many use Blackberry.
Palm or other electronic tools. A good assistant must coordinate all appointments
to ensure that they are fulfilled, to avoid affecting productivity and to prevent
inconveniences, (e.g. "I'm sorry, I can't meet with you on Tuesday because
superhero another quote.) Conducts more information analysis than its predecessor. Uses its
brain to see the big picture. "What would this mean for my boss? Will he have
time to answer the calls? What do you have in your schedule from here to two or three
Weeks? Will I schedule another meeting for my boss after two complicated meetings?
What will be best for my boss?
It is important to have a calendar or almanac to also know the dates.
homelands, the days of the saints, when each week begins and ends, on which day it is
Christmas, Christmas Eve, New Year's Eve, when it is not a workday, and many personal things
that the calendar will help us remember.
It is a very important tool, the calendar, both for the person in shape.
individual, like for the one who works in a dependent relationship and the employer. All
they always need to have a calendar on hand, with the important dates of the
week, or the daily schedules with the meetings, tasks, events that must be completed.
The use of the almanac or calendar is also ideal for the attendees. For the large ones.
business owners and their employees, it is good to have a schedule or calendar, because of
it will depend 80% on good organization. It will also be used for events,
meetings, talks, gatherings, birthdays, personal matters, knowing about dates
important, the holidays, keep some anniversaries in mind, and always work at the
A calendar is the most advisable. Statistics indicate that any
well-organized and disciplined work is due to the good management of a calendar,
organizer, agenda, or calendar.
 MODULE 1: Functions of Legal Assistant

ORGANIZATION AND TIME MANAGEMENT

AGENDA

SCHEDULING MANAGEMENT

Know the preferences

from the boss.
Leave some blank
spaces between the quotes.
Avoid taking notes during meetings

Coordination of QUICK KEYS FOR just after del

agendas AGENDA MANAGEMENT lunch
Avoid taking notes on appointments
Monday at first hour and the
Friday at the last hour
Calculate the times of
trip
Frequency
Leave some blank
morning schedules
Before: They were noted the Leave blank the
appointments in agendas of end of day schedules.
paper.
All the
mornings

Now: they use Blackberry,

Weekly Palm or other tools
electronics.

Monthly
 MODULE 1: Functions of Legal Assistant

TOPIC 8: CORRESPONDENCE
MODULE 1: FUNCTIONS OF THE LEGAL ASSISTANT

MODULE 1

Functions

Personal Image

Drafting of judicial writings

Interpretation of writings

The demand

Organization of work

Organization and time management

Correspondence

A record must be kept with a description of the reception, registration, and distribution of the
incoming correspondence, and the preparation and sending of outgoing correspondence and
other internal communications that could be useful for a good interpretation of the
situation.

Reception, registration and distribution of correspondence:

Incoming correspondence
Reception and classification.
Opening and verification.
Numbering and registration.

Distribution.
Outgoing correspondence.
Preparation of correspondence
Signatures.
Numbering and registration.

Sending the email.

 MODULE 1: Functions of Legal Assistant

Importance of correspondence
It is a means ofcommunicationused bythe manfor many years now
to communicate with people or individuals who are far away or nearby for a purpose
very varied. Throughoutthe timethey have been perfecting theirnormsand their styles
until it reaches our days when email exists, which is the fastest way to send and
make sure that theinformationI arrived at the recipient.

2) Define correspondence
It is the mutual exchange between two people through the exchange of letters, notes,
cardstelegrams, catalogs, brochures, etc.

Styles of letters
A) Extreme Block Style: it is the easiest and most comfortable style because all lines are
they write starting from the left margin of the paper. With this style, they always
write in simple space; between eachparagraphtwo vertical spaces are left.
B) Block Style: this style is very similar to extreme block. The difference consists
in that the line of the date, the farewell line, the pre-signature line, and the signature lines are

they write starting from the horizontal center of the paper.

C) Semi-block Style: it is the most elegant style and one of the most used in Commerce.
This style maintains the same characteristics as the block style and is distinguished
because each paragraph begins with an indentation of five to ten spaces.
D) Bleeding Style: it is a style that differs from the Semiblock in the following ways
aspects: each of the lines of theaddressexcept for the first, it carries a
indentation of five spaces in relation to the previous one. In the same way it is done
with the farewell, the pre-signature, the identifying initials, and the signature.

Punctuation rules for the letter

In addition to the presentation styles, several rules have also been agreed upon.
punctuation that complements the appeal of a letter.

3)Structurefrom the letter

A) Letterhead: It is the name, address, and other identifying details ofa company
or entity that is printed at the top of the paper and the envelope that is used
for the correspondence.
B) Location and Date: it is the one that indicates the place from which the letters are written
as well as the day, month, and year.

C) Recipient: they arewith dataof identification of thepersonto which it will be sent the
letter
D) Subject: it is a message bdream and concretewhich should not be longer than one line
and in which the main subject for which the letter was sent should be written.
 MODULE 1: Functions of Legal Assistant

G) Farewell: they are expressions of affection with which the expression of

message. The farewell should maintain the same tone of courtesy, both in greeting
initial and the relationship between the sender and receiver.

H) Counter-signature: it is the one used when the person who sends the letter does so
in the name and representation of another.

I) Signature: it is the one that contains the name of the person who is responsible for it.
expressed in the letter.
J) Initials: it refers to the initials of the people who have intervened
in the dictation and typing of the letter.
K) Annexes: this is used when a letter is accompanied by one or moredocuments
Attachments, these should be mentioned in a note of annexes.

Style
OfSales. They merit letters that are written in any of the stages of a
processof [Link] them, we can mention the orders,
collection, claim, remittances, etc.
Public Relations. It requires letters that are written to create, improve or
recover relationships. Among them are the invitations, the congratulations, the
acknowledgments, the appointments, etc.
Various. This type includes letters of [Link]
follow-up letters, fromadvertisingand others.

Presentation style
A) Commercial: it refers to the crusade among merchants, industries,bankers, etc.
and its purpose is to promote and streamline various commercial transactions. This
correspondence is subdivided into two classes:
The Ordinary or Normal ones: they are carried out by means of letters,
memorandum and cardpostcards.
The Urgent or Fast Ones: They are carried out through telegrams.
Cablegrams, Radiograms, and Phone Calls
B) Familiar and Friendly: The purpose of this correspondence is very varied,
Any particular matter falls under it.
C) Official: It refers to the cross correspondence between the different organizations and
offices of national, municipal, state governments, etc.
D) Response to an Advertisement: Once the relevant advertisements have been analyzed, one must

to apply to answer them with the greatest guarantees [Link] the

Advertisements ask for a phone response, but if so, call and make all the
possible questions about the position. However, the most common thing is that the
announcement request a written response attaching to the letter aCurriculum
lifeEach announcement will require the preparation of a letter specifically.
 MODULE 1: Functions of Legal Assistant

E) Self-nomination: If we send a letter to a companynot because we have

certificate that at that moment they need a person from us
characteristics, but in case they need it in the future, it is even more necessary the
do it more carefully, as we must ensure we are remembered when
they target a person with our characteristics.
F) Appreciation: It is the letter that is sent after ainterviewof work. No
There is too much agreement among industry professionals on whether it is necessary.
send the thank-you letter or not. Leaving this point open.

The official letter

They are all those related to procedures beforeinstitutions
governmental and public agencies. Some types will be the following: of
certificate request ofservicesalary increase, request forrevocationof one
fine.
All the types of letters mentioned up to this point must be written in a language
The ideas must be presented clearly, briefly, precisely, and directly.
the treatment given to the recipient must be courteous, respectand consideration.

7) The paper: types of paper, texture, and size.

We will start with the stationery because with the stationery is the first thing that begins to

present theimagefrom the letter.

The main factors in theselectionfrom the stationery are thequalityand simplicity. It is
an economyIt is a misunderstanding to use low-quality paper and envelopes, as the costof
paper is only a small fraction of the total cost of the letter
The white paper is universally used for letters today; it is light enough.
forto be able tomake a reasonable number of copies and it can be folded clearly without
require a lot of space.

Envelopes
For the normal letter size of 21.5 x 28 cm, envelope number 6 is required.3/4. The
Envelopes, like the second pages, must be of the same quality as the paper of the
letterhead. They are generally printed with the same information that appears on the
letterhead. The size of the envelopes varies according to the size of the paper however
the most used for business letters are: the large commercial envelope (10x24 cm.) and the
about small envelopes (9x16 cm.) These two envelopes are especially suitable for
Paper of 21.5x28 cm. The envelopes are made in various shapes, sizes, and weights.
special. There are letter-size envelopes, legal-size envelopes, manila envelopes or bags and
mail routing envelopes. It is advisable that the bag and envelopes of
mail routing should be done on paper weighing between 110 to 120 grams for
allow the continuous handling and transportation of the content yesin risks.
 MODULE 1: Functions of Legal Assistant

Straight or pointed closure flap, extension of closure flaps or bottom for certain
fines or special flap settings for easy opening, for enclosing
machining, etc.

TYPES OF ENVELOPES
Over-bag.

About 'German Return'

About special straight flaps for the envelope maker.

About rhombus

Special envelopes for the envelope machine.

 MODULE 1: Functions of Legal Assistant

BAGS

The business letter, like other types of letters, is of great importance because
this is a written medium of communication, which can inform any type of
person, a fact or simply to account for something. It can be said that the letter
it is a key tool in the workplace, it can be a company,
company, in its offices, as well as for domestic use, that people send to
his family, friends, etc.
The letter is a written paper, on sheets ofcolorsure, like white, beige..., in saying
of light shades, usually carries envelopes, and for itslegalitymust carry
stamps. The letter is made up of various parts, which are the greeting, content,
firm, date, among others. The letter is a technique, therefore it has its rules that are
of cleaning, formality or informality, thespellingit includes thewith signs
of punctuation, thedraftingetc.
That's why the letter has an important role in daily life., labor;that is, it is
universal, as it is used in all social organisms, with the purpose of communicating.

Email
Currently, we dedicate time to our email since it
we found several qualities, it is fast, cheap. However, the people who use
these media should not be so easily impressed since such as the phone
and fax and email are another form of communication. In the best of the
In situations, email is quick and convenient and is excellent for replying.
quickly to simple questions. It's fantastic for circulating documents, and a lot
more relevant information. When it is necessary to inform someone of something urgent with the
Email arrives immediately. Like any written communication, email
Electronic provides a natural filter and time to reflect before responding.
These messages can be of any kind whether at a personal or academic level,
business and its content is of text type, one of the evolutions of email
electronic is the possibility of attaching files to messages, that is, when sending a
 MODULE 1: Functions of Legal Assistant

The ISP assigns a name or personal address, unique in the email with
worldwide validity.
This address has the form name @ server name, where the name is
related to the proper name of the person, company, or organization and the name
server is the unique name assigned to computers that work as
servers. This name is also called a domain. For comments and questions, for
please send an email to gsoto@[Link]

The email in the office

When we talk about the 'secret of email in the company', we are not referring to
a unique activity. Something as simple as sending an email has a complexity
internal matter that I believe deserves explanation, to then introduce ourselves into the
possible legal responsibilities. It cannot be the same to send an email
email with a company's own domain where the worker provides their services
services, to do the same from one of the numerous free services of
email that populate the network of networks. In the first case, the worker is
compromising the name and prestige of the entity it defends, in the second only
he compromises himself.

Email security
Email has a very modern image, but it is already 30 years old.
In fact, this communication system was born back in 1971.
Programs that manage email are usually called 'clients' because they interact
directly with the user, allowing to send email, but also
read it, create it, print it and much more, through its graphical interface. The best
they have a balance between power and ease of use.
The parts of a message
An email mainly consists of the sender's address, a
subject or "subject" and the body of it. This message is sent from the computer
client to its recipient using different communication protocols, and "jumping"
from machine to machine. Legally, it is not the same to delve into the content of
message that we remain in the simple presentation, which the client programs carry out (or
the webmail type emails) regarding the sending, or receiving (or "outbox") of the
messages. Consequently, to verify if a message is suitable within the purpose
The entrepreneur's social aspect would often be enough just by looking at the recipient.
or the subject of the email. Obviously, the entry in the body of the message is to reach a
limit that should perhaps not be exceeded if there is already sufficient evidence regarding the
destination of the email in question.

Within a company, the use of this can be perfectly established.

technology. However, in the area that interests us right now, we must
 MODULE 1: Functions of Legal Assistant

Companies are aware that the use of email and the Internet brings with it
great benefits, which result in an increase in productivity, but that
Used in an uncontrolled or improper manner, they produce a contrary, undesired effect.
Once again, the clash between corporate interests and the right to emerge.
the privacy in the communications of the employees under their charge.
Similarly, it should be noted that in a private network - a usual configuration within
from a medium-sized company - privacy is also diminished by the very
network structure. In it, the figure of the network administrator may have
exorbitant and even unknown powers for workers. Among them, it can
to access the bodies of the email messages, if they are not there
protected by passwords or any other mechanism.
Currently, there are many improvements that facilitate and speed up the handling of emails.

electronics:
Customizable spam email filters that allow for
users determine the level of blocking. In addition, Microsoft provides
constant updates for these filters.
Business Contact Manager for Outlook automatically links emails
electronics, notes, quotes, and tasks to do for business contacts, accounts, and
sales opportunities, in addition to attaching Microsoft Office documents,
faxes and scanned material. It also allows you to view histories with a single click.
of customer activities and the associated elements.
The folder search function allows users to easily organize
the emails, grouping them by sender or by date. The messages do not move
literally from their original locations, but this function allows
users group, locate and access them quickly.
More functional navigation panel The navigation panel is the place where
you will find the Mail, Calendar, Contacts, and Tasks buttons.
A larger reading area allows users to read their text faster.
correspondence when minimizing the use of scroll bars
Group messages and responses on conversation topics
The quick mark function allows users to mark messages for
future reference
The new notifications on the desktop alert users that they have an email.
new. The summary of the new message includes the sender's name, the
subject
Just point to a message to see the summary, which includes the name of
sender, the date and time of receipt, and the size of the file. The latter
this feature can save you time if you are in a hurry and need to organize your
messages in order of importance
Open messages on the desktop. It is not necessary to open the Outlook interface.
 MODULE 1: Functions of Legal Assistant

possibilities of success of the tasks to be carried out. The organized and efficient management of your

Email mailbox can help you achieve this goal.

Have you ever taken longer to schedule a meeting than to hold it?
meetings can be part of the daily routine in most places of
work, but scheduling them can be a major hindrance to productivity.
The ultimatum. If it is the boss who organizes the meeting, he simply announces it and
specify a time when everyone must be present. Maybe this will work,
but it causes attendees to waste time rearranging their work schedule
in order to attend the meeting.
The tour of the office. The person who wants to organize the meeting walks through the
offices asking employees when they have time. Once they arrive at a
Agreement on a time that is convenient for everyone, the notice of the meeting is given.
By then, someone already has something else to do at that time and it is necessary to start.
the whole process again.
The email. The meeting organizer sends an email in which
provide a couple of options regarding the date and time it could take place, and
at the same time ask everyone which one suits them best. If everyone responds to
time and one of the options is suitable for most, then this procedure
it can be relatively effective.
The problem is that, unless your company has a server or some system
real-time scheduling automation, organizing a meeting can involve a
great waste of time that could undoubtedly be spent in more productive ways.
What to do? Most companies today rely on Microsoft Office to
draft documents, send and receive emails, and create presentations, spreadsheets
of calculation and advertising materials. Many do not go beyond these basic tasks.
They take advantage of the less known but extremely useful functions.
Let's focus on a few that can help you reduce the time you spend on the
routine administrative tasks.
View multiple calendars. With Outlook, you can view other calendars in addition to your own.
When you want to schedule a meeting, you can check the calendars of the people from
your team that will attend. The calendars have color codes and labels that you
They help compare the work plans of each one, in order to schedule the meeting.
special events or holidays. Once you open someone else's calendar, you can
easily show or hide it.

Check availability online

It is possible to schedule meetings. This is a way to manage scheduling with
people or employees who work in other offices or companies, with whom I have to
meet in a way
Meetings are a vital part of most business operations. To
 MODULE 1: Functions of Legal Assistant

IMPORTANCE

. Extreme Block Style

. Block Style
DEFINITION Styles of letters
. Semiblock Style
. Bleed Style

. Letterhead
. Location y
Date
. Recipient.
. Subject.
STRUCTURE OF
. Greeting.
LA CARTA
. Text.
. Goodbye.
. After signature.
. Company.

Of Sales
STYLE

Public Relations

CORRESPONDENCE

. Commercial.
STYLE OF . Familiar and Friendly
PRESENTATION . Official.
. Response to an Advertisement
. Self-nomination.
. Thank you.

OFFICIAL LETTER

PAPER Types of paper, Texture and Sizes

ENVELOPES

Envelopes
STRUCTURE Types of
ABOUT THE Envelopes
 MODULE 1: Functions of Legal Assistant

MAIL
ELECTRONIC

Email Security in the Mail

en la Oficina Electrónico

Ease and Handling

Email filters no
deseados

Business Contact
Manager for Outlook

Search for
Folders

Navigation Panel

Better Reading

Group Messages

Brand function

Notices in the
Desk

Mark Messages
 MODULE 1: Functions of Legal Assistant

To conclude

Module No. 1 has been completed, having studied various aspects to consider.
It takes to be a good legal assistant.

In the following modules, we will be expanding and deepening many concepts, that is why
I invite you to continue studying.

In addition, at this moment you are already in a position to carry out practical activities.
that are found in the classroom. Access them from the Practices and Evaluation tab.

Remember that the exercises constitute 20% of the final grade of the module.

It is also important to read the attached material, which can be found in the file of
Study material, which in addition to the technical glossaries that will be very helpful to you

There is a folder with templates of judicial writings so you can start assembling.
your own file.