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Reporting Research Findings

Kris Ravelo; Isabella Evangelista; and Ashley Stasiewich

Learning Objectives

By the end of this chapter, learners will be able to:

  1. Explain the stages of the writing process (planning, drafting, revising).

  2. Communicate research findings effectively in a variety of formats.

  3. Apply professional and ethical considerations to the reporting of legal research.

  4. Outline the writing process in legal research.

Introduction

“As researchers learn more about the law, their ability to communicate it improves: clearer thinking leads to clearer writing.” (Fitzgerald, 2010)

Legal research is only effective when the results can be communicated clearly and accurately. Legal professionals are frequently required to record and convey their findings, both verbally and in writing, and must do so in a manner that is concise, professional, and accessible (Blatt et al., 2020).

This chapter provides a foundational overview of how to report legal research findings across different formats of communication. Innes (2011) identifies core competencies that underpin effective legal communication: drafting documents free from grammatical and usage errors, demonstrating attention to detail, treating emails as professional work product, and presenting ideas in a clear, concise, and organized manner. These competencies serve as the framework for understanding how legal research is transformed into a written or verbal work product.

Writing requirements. Image description available.
Figure 6.1 Writing requirements. [Image description – See Appendix A Figure 6.1].

The sections that follow outline the stages of the writing process: planning, drafting, and revising, before turning to practical strategies for reporting findings to both legal professionals and clients. Throughout, attention will also be given to professional responsibilities such as confidentiality, accuracy, and the limits of a paralegal’s or legal assistant’s role in order to ensure that research findings are communicated ethically and within the scope of practice – we do not give legal advice!

Practical Steps: Defining and Answering a Research Question

Before beginning the writing process, it is important to clearly define the research question. A well-defined question ensures that your research remains focused, organized, and relevant to the task you have been asked to complete. Ambiguity at this stage can lead to wasted time, incomplete answers, or miscommunication with the supervising lawyer or client.

 

Clarify The Research Question
  • Reiterate the exact question you have been asked to answer. This ensures that both you and the recipient are on the same page.
  • Review the parameters of the assignment or task: What issue is being addressed? What facts are relevant? What outcome is the lawyer seeking?
  • When confirming with the recipient, use simple and direct language. For example: “Dear [Name], you asked me to look into whether section X of the [Legislation Name] applies to part-time employees.”
  • If the request is vague, ask follow-up questions before beginning research. It is better to clarify expectations than to provide an incomplete or misdirected answer.

 

Provide a Brief Answer Up Front
  • After completing your research, begin your response with a concise conclusion. In one to three sentences, state the answer to the research question in clear terms before moving into detailed analysis.
  • This approach gives the lawyer or client the immediate information they need, while signalling that supporting details follow.

 

Research Approach and Analysis
  • Outline the sources you consulted to demonstrate a clear research trail. This may include:
    • Primary sources such as statutes, regulations, and case law.
    • Secondary sources such as textbooks, legal commentary, or journal articles.
    • Databases or tools such as CanLII, Westlaw, or other research platforms.
  • Present findings in a logical order, typically modelled on the structure of a legal memorandum (issues, rationale, analysis, conclusion – also known as the IRAC method).
  • Apply tools of legal analysis: consider the hierarchy of authority, distinguish between binding and persuasive precedent, and evaluate how facts align with the law.

 

Recommendations and Next Steps
  • Where appropriate, suggest potential courses of action, further areas for research, or points that may require the lawyer’s direct judgment.
  • Close with an invitation for clarification or discussion. For example: “Please let me know if you would like me to expand this research further, or if additional sources should be consulted.”

By following the above steps, legal professionals can ensure that their research responses are clear, accurate, and aligned with the needs of the supervising lawyer or client.

The Writing Process

One of your primary responsibilities in the legal research process will be to effectively communicate your research findings to lawyers, other legal professionals, and clients. Your research findings have the ability to impact a client’s case or the lawyer’s legal strategy – but only if the research is done well, and done right. Effective multitasking, organization, and time management are foundational to your success in this process. To consistently maximize your time, it helps to organize your writing process into basic steps. Starting with a broad and straightforward framework ensures an approach that applies to nearly every form of writing. Fitzgerald (2010) names three basic stages in the legal writing process, which are familiar with academic writing processes. Those basic stages include the following steps: 1) Planning, 2) Writing, and 3) Revising. Those steps are outlined in the sections below. Click on the “+” in the image below to learn more about each process.

 

Planning

Planning is the preparation stage of writing, where you begin to organize research findings. Planning, with the goal of creating an outline, allows a writer to organize research and develop ideas in a structured manner.

Determine an audience (the reader) and an objective to decide which information is most relevant and applicable to the legal issue/research topic – this is the analysis component. For the purpose of this chapter, the central objective is to report the results or findings of your research.

After gathering research, determine any other objectives with the following questions:

  • What questions are being asked?
  • What legal issues have you identified?
    • What legislation is relevant to the issue? How so?
    • What case law is relevant to the issue? How so?
  • Discuss the facts or the situation as it relates to the law.
  • What can be concluded?
  • What action can be taken?

Organize your research to incorporate all required and relevant information. Some writers find it helpful to include quotes and source material directly in the outline and first drafts, signaling referenced material with a highlight or note so it is easy to locate when needed. You may find it helpful, as well, when working with an extensive list of references or lengthy pieces of writing.

Throughout the planning stage, focus on the structure and order rather than the details of your writing. At this point, consider your audience and objective to decide on an optimal order in which to present ideas. For example, topics may be ordered chronologically or in order of highest priority. Divide matters clearly and logically; the best order in which to present your topics is whichever is most understandable for the intended audience.

Additional Resources: How to Write an Outline in 5 Steps (archived version). This resource is for creating a general outline, but the same principles apply to this step of the legal research process. It may help to note down all citations, the date you reviewed the course, and a brief description of its importance for ease of reference later in the process.

 

Writing

Once you have developed an outline, the next step is drafting your written work. Clear writing ensures that your research findings can be understood and applied effectively. Two guiding principles in this stage are the use of plain language and careful organization.

Use Plain Language

Plain language helps make legal writing more accessible and reduces the risk of misinterpretation. To achieve this:

  • Omit unnecessary words and phrases.
  • Use strong, active verbs rather than nominalizations (e.g., “decide” instead of “make a decision”).
  • Keep sentences short and direct.
  • Choose words with precision and arrange them carefully.
  • Avoid jargon, clichés, or stylistic quirks that may distract from meaning.
  • Apply punctuation consistently and accurately.

Organization is Key

Even well-written sentences lose impact if the overall structure is unclear. To maintain logical flow:

  • Revisit your outline as you draft to ensure ideas build naturally from one to the next.
  • Move from general concepts to specific details.
  • Use headings, subheadings, or transitional phrases to guide the reader.
  • Remember that strong organization during the drafting stage will also make the revision process smoother and more efficient.
Revising

Revision is an essential stage of the writing process that ensures your work is clear, professional, and effective. It should include both editing and proofreading, each with a distinct focus.

  • Proofreading involves correcting surface-level errors such as grammar, spelling, punctuation, and formatting.
  • Editing is a deeper process that focuses on improving sentence structure, word choice, flow, and consistency of tone.

When you have finished drafting, set aside time to carefully review your writing. Begin with proofreading to eliminate obvious errors, then move on to editing for clarity and readability. In practice, revision is rarely a strictly linear process. You may find yourself moving back and forth between proofreading and editing as new issues arise. Taking breaks between revisions can also help you approach your work with fresh perspective and identify mistakes you might have overlooked.

As you revise, aim to condense your content so that it includes only necessary and relevant information. Eliminate repetition and focus on larger ideas before refining individual words or phrases. This approach ensures that your work communicates substance first, and style second.

To evaluate the effectiveness of your revisions, consider the following:

  • Does the writing achieve the intended objective?
  • Is the writing concise, direct, and easy to read?
  • Is the structure logical and well-organized?
  • Is the document in the correct format for its purpose?
  • Is the writing free of grammar, punctuation, and spelling errors?
  • Is the tone consistent and professional throughout?

Revision is not only about correcting mistakes but also about strengthening your communication so that your research findings are presented in the clearest way possible.

Additional Resources: How to Revise Effectively: A Step-by-Step Guide to Revising Your Writing

In addition to the steps listed above, the writing process also depends heavily on your intended audience. How you communicate research findings to your client or your supervising lawyer should differ. For example, well-known case law and legal tests in your area of law won’t need to be explained to your supervising lawyer, but very likely will need to be explained to the client. When necessary, direct clients to a lawyer when required, note your role as a non-lawyer (paralegal, legal assistant, etc.), and provide specific instructions on next steps to contact the lawyer to receive legal advice.

Ethical Considerations

One important constraint in reporting research findings is that legal assistants and paralegals in Alberta cannot provide legal advice. Section 107 of the Legal Profession Act, reinforced by the Law Society of Alberta’s Unauthorized Practice of Law, prohibits anyone who is not a lawyer from providing legal advice, and doing so may be considered the unauthorized practice of law with serious consequences.

In addition, legal professionals must uphold confidentiality in accordance with the Law Society of Alberta’s Code of Conduct, especially if legal professionals are working under the supervision of a lawyer. In the absence of a supervising lawyer, practising paralegals must continue to practice with ethics and professionalism in mind. Although paralegals are not regulated in Alberta, independent paralegals practising in Alberta are encouraged to review and abide by the Code of Ethics outlined on the Alberta Association of Professional Paralegals (AAPP) website.

Part of maintaining confidentiality involves ensuring that your research, whether from Westlaw or CanLII, is accurate and accountable by properly citing sources and avoiding any mischaracterization of cases. Equally important in today’s digital age is the safeguarding of client information by never sharing it with open-source generative AI platforms, and by carefully reviewing all AI-generated outputs to verify citations and arguments and to identify any potential hallucinations.

By maintaining a clear distinction between presenting factual research findings and offering legal advice, paralegals and legal assistants support the lawyer’s role while ensuring they remain within the ethical and professional boundaries of their practice.

Analyzing Research Findings

Once you have collected sources, the next step is to analyze the material. Analysis means going beyond summarizing the law and requires identifying patterns, drawing connections, and evaluating the weight of each authority. For example, a Supreme Court of Canada (SCC) decision carries greater precedential value than a provincial court decision (like one made in the Court of Justice, for instance). Similarly, legislation will generally prevail over case law where the two conflict; case law is used to interpret the legislation.

Legal assistants and paralegals cannot provide independent legal advice, but you can analyze sources to highlight how they connect to the research question. Consider the following:

  • Does the case establish a binding precedent, or is it persuasive?

  • Do multiple cases point in the same direction, or do they conflict?

  • What facts in the case are analogous (similar) to your client’s or lawyer’s situation?

  • How does the legislation apply to the identified facts?

This type of analysis prepares the foundation for a lawyer to apply the law to the client’s issue.

The Writing Process (Writing)

Developing a Draft

Transforming research findings into a cohesive written piece often starts with some level of planning, such as prewriting or outlining. Rather than a systematic approach, consider the following lists as tools that may aid throughout various stages of the writing process.

  • Identify main arguments and supporting points from the planning stage
  • Freewriting: write freely to explore concepts in depth, focusing less on “perfection”
  • Use research notes to support arguments
  • Track citations while writing, using a research log (e.g., index cards, tables, templates) or citation management software, is helpful for this step.
  • Visualize connections between ideas: create mind maps or brainstorms
  • Arrange sources in order of relevance and importance
  • Ask questions about your written material to uncover new perspectives
  • Identify gaps in arguments that need additional support (argumentative writing)

Common Challenges → Potential Solutions

  • Writer’s block → combat with timed writing sessions or a change in environment
  • Information overload → create detailed outlines to organize thoughts
  • Incoherence → use transition sentences and paragraphs effectively
  • Weak arguments → return to research and find stronger supporting evidence
    • What does this look like in legal research?

Use Plain Language

It is important to note that when you are writing, use plain language. Most clients will not know the legal jargon that is used in legal writing, so it is important to write it in clear, plain language and to define any legal terms that are used. Using plain language might look like:

  • omit surplus words
  • use base verbs, not nominalizations
  • use short sentences
  • arrange your words with care
  • choose your words with care
  • avoid language quirks
  • punctuate carefully

Organize

  • revisit the overall structure, ensuring the organization flows logically
  • topic discussion: general → specific
  • clear organization also makes the revision process easier

Additional Writing Resources:

Writing is an iterative process; multiple drafts and revisions might be needed before reaching a finished version.

Reporting Your Findings

The objective of your research could be, for example, to record the results of your research in the form of a memo, submit a deliverable, gather more information on a legal matter, or answer an inquiry. Ensure that the content and organization of the final draft fulfill the pre-determined goal or objective. Research findings may be communicated in several written formats. These include:

  • Legal Memorandum: A structured, formal document for lawyers that includes issues, brief answers, detailed analysis, and a conclusion.

  • Case Brief or Case Note: A short summary of a decision, including facts, issues, decision, and reasoning. Useful when multiple cases are being compared.

  • Client Correspondence: A plain-language letter or email explaining updates, next steps, or the outcome of research. This must avoid legal advice but can summarize the law in accessible terms. If working under the supervision of a lawyer, do not send client correspondence outlining findings without the lawyer’s oversight.

  • Internal Email or Summary Note: Concise updates to colleagues or supervising lawyers, often highlighting deadlines, sources found, and recommendations for further research.

In addition to written formats, there will be situations where you need to communicate research findings verbally, often in a quick one-on-one meeting with a supervising lawyer. These conversations usually occur when timelines are tight and a lawyer needs the essential information immediately to make a decision or move a matter forward. To communicate effectively in this context:

  • Be Prepared: Review your notes in advance and identify the key issue, the most relevant authorities, and your conclusion.

  • Be Concise: Begin with a direct summary of your findings with a conclusion. This is the most important!

  • Support with Key Sources: Be ready to reference the legislation or cases that support your answer, including citations.

  • Highlight Limitations: If further research is needed, or if there are conflicting authorities, state this clearly so the lawyer is aware of the limits of your findings.

  • Optional – Follow Up in Writing: After the meeting, consider sending a brief email or note summarizing what you discussed. This ensures accuracy, provides a record, and allows the lawyer to revisit your findings later.

Communicating verbally in this way requires confidence, accuracy, and brevity. The goal is not to provide every detail of your research but to give the lawyer the essential information needed to proceed, while still respecting your professional boundaries as a legal assistant or paralegal.

Effective Revision Strategies (Revising)

What is a legal research paper? A legal research paper is a type of paper that involves many types of legal sources, such as primary and secondary sources. This is where you cite past legal precedents to support your paper. You can refer to the chapter: Analyzing & Reporting Research Findings.

This is a step-by-step structure on how to start revising your legal research paper.

In general, there are three different stages to your editing process:

 

Step 1 – Substantive Editing

Substantive Editing: This is the first step in your revision process, as this is the time to re-read your legal research paper to ensure that everything is explained concisely and remove anything that resembles repetition and unnecessary content (Grammarly, 2023). This is the time to make sure that all the requirements are present in your paper, and identify the objective of your paper (Grammarly, 2023). Substantive editing ensures that all the legal research is accurate and logical. Furthermore, you want to ensure that you are using a professional tone in your legal research and avoid using legal jargon. Focus on the structure of your legal research paper, ensuring there is accurate evidence to support the arguments stated. Ensure that the transitions in your writing are seamless and flow nicely together (Grammarly, 2023). Ensure that your writing is organized, follows a sequence, and does not jump from idea to idea. When applying this to your legal research, properly cite your sources and use past precedents to support your topics.

 

Step 2 – Copy Editing

Copy Editing: This is the stage where you want to focus on all the details throughout your paper (Grammarly, 2023). Reading your paper aloud ensures everything sounds grammatically correct and nothing seems out of place. A tech-forward alternative is to use a text-to-speech function on your word processing software (like MS Word, for example), to read your paper aloud. An online source like Grammarly to ensure that your punctuation and spelling and what you are writing make sense. Within ethical and privacy parameters so as to not violate solicitor-client privileges, leveraging artificial intelligence (AI) tools like ChatGPT, Google Gemini, or Microsoft Copilot, can help explain legalese and critique any knowledge or analysis gaps in your writing. This is also the stage where you can thoroughly look over the vocabulary that you are using and see if there are stronger synonyms and make sure that you are not being too repetitive in this process. Furthermore, you want to make sure that you know who your audience is when you are writing.

 

Step 3 – Proofreading

Proofreading: This is the final step in the editing process as you have made all the corrections necessary to ensure that your paper has met all the requirements (Grammarly, 2023). It is where you give your paper one last look-through to make sure that everything is up to par with formatting and anything else that is missing that you might have overlooked throughout your editing process. In this stage, consistency is key, and all fonts and margins should be consistent throughout the legal research paper (Grammarly, 2023). Sometimes, it may be helpful to print your document and proofread it on paper instead of using solely a computer for editing purposes.

Revision Strategies

  • Take breaks between drafts to gain a fresh perspective
  • Read your work aloud to check flow and coherence
  • Get feedback from peers or writing groups
  • Focus on one aspect (structure, argument, evidence) per revision

Final Polish (Revision)

  • Check for logical flow and argument consistency
  • Verify all citations and references
  • Review formatting and style requirements
  • Proofread for grammar, spelling, and punctuation

Online Resources to help with Citation and Formatting

Grammarly is a great resource for revision because it looks over your paper for you and makes grammatical changes and suggestions to make your writing stronger. Furthermore, it is an excellent resource as it provides many tips and goes into depth on how to revise your paper further, giving you step-by-step instructions and explaining why it is essential to take the time at this stage of your writing to revise because although you might think that you are finished with the contents of your paper overall, it can always be improved.

Purdue Owl is a free website that has excellent resources and guides on how to format your papers, whether that be in APA or MLA. As well as how to cite your sources to ensure that there is no plagiarism present in your paper.

Other online resources:

Summary

Communicating legal research effectively requires not only strong writing skills but also ethical awareness and an understanding of your professional role. By planning carefully, analyzing sources, revising thoroughly, and tailoring your communication to your audience, you can ensure that your research findings are accurate, professional, and useful to the lawyer and client.

Reflection Questions

  1. Think of a time when you were given instructions for a task that were unclear. How did that affect your ability to complete the task? How does this compare to the importance of defining a clear research question before starting legal research?

  2. When reporting research findings, how might your approach differ when writing to a supervising lawyer compared to writing to a client?

  3. What are some risks of failing to distinguish between presenting factual research and providing legal advice? How might this impact your role as a paralegal or legal assistant?

  4. How do you personally balance the need for detail with the need for conciseness when writing?

References

Blatt, A., Kerr, M. H., & Kurtz, J. (2020). Legal research: Step by step (5th ed). Emond Publishing.

Fitzgerald, M. F. (2010). Legal problem solving: Reasoning, research and writing (5th ed.). LexisNexis Canada.

Fitzgerald, M. F., & Barker, S. (2016). The ultimate guide to Canadian legal research (3rd ed.). LexisNexis Canada.

Ellis, M. (2022, June 17). How to revise: A step-by-step guide to revising your writing. Grammarly. https://web.archive.org/web/20241005120649/https://www.grammarly.com/blog/writing-process/revise/ (archived version)

Ellis, M. (2022, September 26). How to write an outline in 5 steps. Grammarly. https://web.archive.org/web/20250116143611/https://www.grammarly.com/blog/writing-process/how-to-write-outline/ (archived version)

Innes, H. J. (2011, October 5). Legal research, analysis and communication – Critical competencies in legal professional development. https://www.lesaonline.org/samples/61809_01_p1.pdf 

Koenig, B. (2023, January 17). Legal research for legal support staff: Legal research and paperless file management for legal support staff. LESA Library. https://www.lesaonline.org/lesa-library/legal-research-for-legal-support-staff/

Law Society of Alberta. (n.d.). Unauthorized practice of law. https://www.lawsociety.ab.ca/regulation/unauthorized-practice-of-law/

Legal Profession Act, RSA 2000, c L-8. https://canlii.ca/t/56jc2

McDougall, K. M., & Petersson, S. (2011, October 5). Legal research – The art of comparing and analyzing. LESA Library. https://www.lesaonline.org/lesa-library/legal-research-the-art-of-comparing-and-analyzing/

McLachlin, B. (2010, May 16). Remarks of the Rt. Hon. Beverley McLachlin, P.C. Chief Justice of Canada. NJI and CIAJ advanced judgment writing seminar. https://ciaj-icaj.ca/wp-content/uploads/podcasts/2020/11/podcast1b_16may10-nji-ciaj-judgment-writing-course-copy.pdf

Statsky, W. P., & Wernet, J. R. (1994). Case analysis and fundamentals of legal writing (4th ed.). Cengage Learning.

The Writing Center at GULC. (2020). Emailing professionally. The Writing Center at Georgetown University Law Center. https://www.law.georgetown.edu/wp-content/uploads/2021/04/Handout_7-Thau_Kelley_EmailingProfessionallyHandout.pdf

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