NALS PLS/CLP cheat sheet

Plain-language rule: use active voice, one idea per sentence, and put the operative instruction in the first sentence of a letter or memo.

Correspondence format: business letters carry date, inside address, salutation, body, complimentary close, signature block; internal memos carry TO/FROM/DATE/RE instead of salutation and close.

Citation form for a case in text: party names italicized or underlined, volume, reporter abbreviation, page, court and year in parentheses - e.g., Smith v. Jones, 123 Cal. App. 4th 456 (2005).

Statute citation order: title or code name, section symbol, section number, year - e.g., Cal. Civ. Code § 1549 (2024); never cite a section without its code name.

Proofreading decision rule: read once for substance (parties, dates, amounts, deadlines), once for grammar and spelling, once aloud or backwards for typos; substance errors outrank style errors.

Number and date conventions: spell out numbers one through nine and use figures for 10 and above in prose; write dates as Month Day, Year (March 4, 2025) and never use all-numeric dates in legal correspondence.

Confidentiality legend: mark privileged drafts 'Privileged and Confidential - Attorney Work Product' and transmit by the method the client authorized in writing.

Ambiguity test: if a sentence can be read two ways, rewrite it; in contracts and notices, define every term that is used more than once.

File-naming rule: use YYYY-MM-DD_ClientLastName_DocumentType_v# so documents sort chronologically and versions are traceable without opening files.

Privilege and metadata: word-processing files retain author, revision history, and comments; scrub metadata and accept tracked changes before producing any document outside the office.

Deadline calcification: a deadline is calculated from the triggering event, not from the date the task is assigned; record both the trigger date and the computed due date in the calendar entry.

Calendar redundancy rule: enter every deadline in the shared calendaring system and on the responsible person's individual calendar, with a reminder no later than five business days before.

Retention decision rule: retain client files for the period required by the governing rules or the engagement agreement, whichever is longer, and never destroy files subject to a litigation hold.

Backup standard: maintain at least one off-site or cloud copy plus one local copy of active matter files; test restoration periodically rather than assuming backups work.

Trust accounting separation: client funds belong in a trust account, operating funds in the business account; no earned fees are withdrawn from trust until an invoice is issued.

Access control: grant file access by matter role, revoke access when a matter closes or staff depart, and require unique logins - shared passwords defeat audit trails.

Civil timeline anchor: a complaint is answered within the response period set by rule (commonly 20-30 days after service), and failure to respond can yield a default judgment.

Service of process rule: the summons and complaint must be served on the defendant in the manner the rules permit; service starts the answer clock, filing alone does not.

Discovery sequence: mandatory initial disclosures, then interrogatories, requests for production, requests for admission, and depositions; each has its own numeric limits and response deadlines.

Jurisdiction test: a court needs both subject-matter jurisdiction (federal question or diversity with amount in controversy) and personal jurisdiction over the defendant.

Summary judgment standard: granted only when no genuine dispute of material fact exists and the movant is entitled to judgment as a matter of law.

Burden of proof: preponderance of the evidence in most civil cases; clear and convincing for fraud and similar heightened civil claims; beyond a reasonable doubt in criminal cases.

Statute of limitations vs. statute of repose: limitations periods run from accrual of the claim; repose periods run from the act itself and can expire regardless of discovery.

Appeal deadline rule: the notice of appeal is jurisdictional and must be filed within the period set by rule after entry of judgment; late filing generally forfeits the appeal.

Confidentiality duty: a lawyer may not reveal information relating to the representation without informed consent, except as the rules permit or require (e.g., to prevent reasonably certain death or substantial bodily harm).

Conflict check rule: screen every new matter against existing and former clients, and obtain written informed consent before representing clients with directly adverse interests.

Fee agreement requirement: the scope of representation, fee basis, and expenses must be communicated and preferably confirmed in writing before or within a reasonable time after engagement.

Trust account prohibitions: no commingling of client and lawyer funds, no cash withdrawals by debit card, and trust records must be kept for the period the rules specify.

Competence includes technology: a lawyer must understand the risks of the tools used in a matter, including email, cloud storage, and e-filing, to a reasonable degree.

Candor to the tribunal: a lawyer must correct a false statement of material fact previously made to the court and may not offer evidence the lawyer knows is false.

Supervisory duty: a lawyer is responsible for the conduct of nonlawyer assistants acting under the lawyer's direction and must ensure their work is compatible with professional obligations.

Advertising rule: communications about services must not be false or misleading; several jurisdictions require specific disclaimers on certain communications, so check the local rule.

Initial consultation checklist: identify the client, the adverse party, the deadline, the fee arrangement, and the client's objective before discussing strategy.

Communication cadence rule: confirm in writing the client's preferred contact method and frequency, and respond to client inquiries within one business day even if only to acknowledge and set a timeline.

Conflict-of-interest disclosure: if the adverse party is someone the firm has represented or a relative of a current client, escalate before the consultation proceeds.

Bad-news protocol: state the outcome first, then the reasoning, then the options; avoid burying an adverse result in a long narrative.

Fee-dispute prevention: document scope changes, additional work, and client instructions in writing at the time they occur rather than reconstructing them later.

Interpreters and accommodations: when a client has limited English proficiency, arrange a qualified interpreter rather than relying on family members, and document the accommodation.

Termination of representation: on withdrawal, return the client's file and unearned fees, notify the client in writing, and confirm any pending deadlines are covered by successor counsel.

Nonlawyer staff boundaries: staff may convey information and gather facts but may not give legal advice, so route legal questions to the supervising lawyer.