Why you should never send any correspondence in word file ?

Never ever ever send a Word file as “correspondence.” A Word file — or a WordPerfect, OpenOffice.org, or Pages file — is not a document. PDFs are documents. Word files are drafts. And sending a draft that includes your digital letterhead and signature to anyone is just plain stupid. Here’s why.

I frequently receive “correspondence” attached to an email from an advocate involved in one of my cases. Nothing is unusual about that. While I think an email with a professional-looking signature block is plenty formal, there are times when a more formal letter is important, and sending it as an attachment to an email works just fine. What is unusual is how these attachments are sent to me — as a Word file instead of as a PDF.

Okay, first thing to take away: Word files are not documents. In a paperless environment, a document must be a substitute for the actual paper. A PDF file can be a document. A Word file cannot. Write this down. Word files are drafts. They are never ever final documents.

Why? Because by their very nature anyone you send them to can change them! That all-important not in your letter can be deleted and the doctored letter used against your client — as in “My client did not steal $100,000 from your client” becomes “My client did steal $100,000 from your client.” See the problem?

Word files are simply not final documents and should never be sent to anyone unless you are working on a draft.

The bottom line is this: sending a Word file to an advocate is fine if you are in fact collaborating on that file. But always remember that the Word file is not the final product; it is only a draft and you should never treat it as anything else. Protect your digital signatures and digital letterhead as you would physical versions. You’ve never sent your opposing counsel a stack of your blank letterhead have you? Then don’t do it digitally.

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