The best way to prevent disasters is to plan ahead. So it’s safe to say that legal formatting is an incredibly important part of the business. Heading-2 If you generate new documents from scratch every time, your law office will likely have an enormous library of documents that lawyers pull from to hodge-podge a document together as quickly as they can. Margins and spacing are critical in making a document readable. The headings can also be summarised later on in a table of contents. If you decide to number articles in Roman numbers, you should revert to Arabic numbering for references to sections (i.e. We help you streamline your processes so that you can focus on what matters most--your clients. I am teaching a class on legal numbering but don't understand this option. 10: Process (Discipline Number) 6. Considering the size and weight of the booklet, you would be well-advised to follow the court’s advice and use the preferred saddle stitching or perfect binding. 1-001 Body Text bla,bla,bla… All chapters, pages, appendixes, and exhibits should be kept in order. To continue numbering from the previous section, follow these steps: The next problem is starting the new chapter. Legal documents commonly contain sections that define your terms and condition, the responsibilities of each party, as well as the date of its creation. The problem is, between cases and meetings and document preparation, building those documents can get a bit hairy. And most importantly, how do you know that your attorneys are actually using them? Law firms create documents all the time. Some legal textbooks have a numbering format that looks something like this: 1 Heading-1 1-001 Body Text bla,bla,bla… 1-002 Body Text Heading-2 1-003 Body Text 1-004 Body Text 1-005 Body Text Under Format, place your cursor at the beginning of the line. Every single one of these documents needs to be in pristine condition, not just for the sake of professionalism but for the documents to be accepted as valid. For Example Document Number ID-PK5-PF-NIS-10-02-129 1. Rather than a regular sheet of paper (sized 8.5 x 11 inches), legal sizing is a bit longer (8.5 x 14 inches), though there’s also junior legal sizing (5 x 8 inches). Click here to schedule a demo today. Document corruption is a problem with the document itself. It’s not as simple as running a document through the printer. For that, refer to Rule 14 for the order in which they should appear. For a version of this tip written specifically for later versions of Word, click here: Sequentially Numbering Elements in Your Document. After all, that’s how the publisher will treat it. Start with the file version. Legal formatting can be a nightmare for your attorneys, especially in a complicated case. Previously it is done manually but with passage of time, it is overtaken by electronic numbering. And when your case is complicated, you don’t want the reader’s brain focusing on the simple act of processing information. Instead, you could save your time and sanity by turning to premade templates. We want you to be an advocate, to be able to use your knowledge to serve your clients. Keep in mind, however, that corruptions can be stored in any paragraph mark. wills, deeds, etc. Now the task falls to your document admins and office knowledge managers. Mark/Format All Headings in a Document You can mark and/or format the entire document, a section or selected text. See what it looks like with the margins as far out as possible. I need to use line numbering to type legal documents. should also avoid using the Format – Bullets and Numbering option as well. That’s why we built a better software. Incorrect formatting is when you make a mistake manually. 1-005 Body Text, 2 Heading-1 Now, let’s say you’re filing a Supreme Court booklet. SUBJECT: Document Preparation, Numbering, and Management for their format, content, document numbering methodology, and maintenance. No affiliation with Microsoft Corporation is intended or implied. You associate the values in the UDC (00/DT) with the values that you create for legal document types. Rule 33.1 establishes formatting guidelines for booklet, from the font (anything in the Century family, like Century Schoolbook, is acceptable) to block quotes (anything larger than 50 words must be indented) to the text field (4 ⅛ inches x 7 ⅛ inches, including footnotes) to binding (bound firmly in at least two places on the left margin for an easily opened volume). A new method has been defined to assign numbers to documents published in the L (Legislation) series of the Official Journal of the European Union (OJ). Font seems like the simplest part of the whole document. We use Word 2000. The problem, of course, is that this Frankenstein method can create a monster of a document, cobbling together incompatible formatting and bits and pieces of language that doesn’t fit the new document. Document corruption is when a document contains data errors that prevent it from loading properly. Each brief must include, in order: Depending on the case you present, other documents may need to be included. They contain all of the properties required to format the paragraphs (paragraph spacing, font, bold, etc.). 2-003 Body Text THE CITY AND COUNTY OF VALHALLA. A concise name, which should be a reasonable condensation of the document title. From there, you’ll need to ensure that your boilerplate stays current. We have 426 legal pleading papers, templates, notary forms and law office forms that you can download and print. Beyond Counsel's consultants love talking legal tech. Pleading paper is legal paper that has numbers 1 through 28 in the left hand margin. When writing a manuscript for other lawyers to see, you’re dealing with a slightly different set of concerns. I usually recommend using fields. The entire point of horizontal and vertical text spacing is to make a document readable. If the court requires pleading paper, then you must draft legal pleadings on pleading paper. When formatting legal documents, it’s best to start with the basic elements. All rights reserved. PF: SWP-F Platform (Zone/Installation Code) 4. How can you make sure that documents are routinely updated to reflect your firm’s best practices? Most legal documents use 1.5 or double-spacing. You should make sure your memo has page numbers. Bates numbering is commonly used as an organizational method to label and identify legal documents. The text field, including footnotes, should be no greater than 4 ⅛ inches wide by 7 ⅛ inches tall (line numbers outside this area are acceptable). When writing a manuscript, rather than a court document, it’s best to treat it like you would treat any other book manuscript. That’s pretty standard and simple. You can pre-set your templates to match the necessary criteria faster than you do it manually--and anyone using the template after you won’t have to worry about it. ID: Indonesia (Country) 2. It doesn’t matter what you do to it or how you try to fix it--it will still corrupt any new documents based on it. Twenty years ago, we began practicing in large law firms. 1. … Ready to see what we can do? Whether you have estate-planning attorneys, criminal attorneys, or corporate attorneys, most firms deal with at least a few of the same basic legal documents. Typically, legal documents like this will use Word’s heading styles (which are paragraph styles 1) to apply the outline numbering. The reasons are to do with how Word handles the list galleries, and are only of interest to those who have to know how everything works. If you need a clean slate, don’t be afraid to strip a document or template down to the tacks and start over. Place your cursor within the text. ), a space, and some text; then press Enter. by Allen Wyatt (last updated May 16, 2015) 3. This one’s basically a bad seed. Document Number: Each of the document or drawing must be numbered in sets of numbers, codes and numbers in sequence. 1-002 Body Text Drafting Legal Documents, Format Requirements. Copyright © 2008 - 2019 by Sue Huckle Web Communications. First, take a look at the army of documents on your servers. The same number of lines need to appear on each page. Even if you have a few templates that everyone uses, new documents are still created every time someone uses a template. Format Requirements for Regulatory Documents. Those documents each have their own unique content--which means they all have their own unique formatting guidelines. Every country has its own standard legal paper size, but most North American countries follow the American ANSI (American National Standards Institute) standards. It includes the facts of the case, the legal issues to be determined, and references to applicable statutes (written law) and prior cases similar to yours. You can spot it pretty quickly if: Incorrect formatting can be fixed with a bit of typing. Are You Getting The Most Out Of Your Estate Planning Software? Filed Under: Document Formatting Tagged With: word numbering. You want your reader focused on the content. Otherwise, the court will refuse your document. Review rule and proposed rule documents against the checklist in the "Document Drafting Handbook. When formatting legal documents, it’s best to start with the basic elements. Often used in the legal profession or in large corporate documents, multilevel numbering creates a logical hierarchy and easy navigation within the document. Once you know the basic formatting rules, you’re ready to work your way through legal document templates--and troubleshoot potential disasters. Your team does a lot of work in a single day, and you generate a lot of documents. If you have footnotes, put them in 10-point font. @David: If you create new styles for your numbering scheme and base them on the heading styles, you will still be able to use them to generate the table of contents, but they won’t go wonky on you because Word will never try to revert them to some default state (which is probably what’s happening now). Let’s start with the most basic element of all: paper size. When in doubt, stay away from anything that isn’t a citation. They’ll ensure that everyone uses exactly the same formatting every time they create a certain kind of document. We left the business for one reason: the way law is practiced now just isn’t working for lawyers. So, start to take control of your documents. And if you’re handing over a briefing to a judge with a couple hundred other briefings to deal with, readability should be your top priority. The Seventh Circuit Court has a complete guide to typography for those looking to dive deeper. And since legal teams have to deal with so many different documents on a single case, it’s easy to overlook a formatting error that they need to fix. These documents should be pre-filled based on the most current best practices (including formatting). Use of this instruction for general format and structure may be of value in the Numbering, particularly for headings, can generate more frustration than almost any other feature. 1-004 Body Text Even the weight of the document is regulated (no less than 60 pounds). Check styles, cross references, field codes, content controls--any edit that the document or template went through before it found its way into your hands. Ideally try to cover everyone, but if you have to limit your search, look at courts where you spend the most time. Make these templates available through the cloud so the whole office can access them. Now, if you have a block quote, things may get messy. Formatting legal documents is an incredibly finicky process. While setting up legal document types, you can also specify the country for country processing by selecting a value from UDC table 74/SC. If you’re not sure where that is, the final paragraph in a document contains a hidden section break, so a single-section document typically hides corruption in the final paragraph mark. To be clear: incorrect formatting and document corruption are two different things. 3 Bethesda Metro Center, Suite 500, Bethesda MD, Best Drafting Software for Estate Planning and Elder Law Attorneys. The best I have been able to come up with is: Article I Section I.1 I.1.1 Is there a way to change the sublevel numbering … The system saves the detail of the country details for … Bates numbering is the ancient methodology used to label & identify legal documents. So, if you do business in North America, it’s generally safe to abide by U.S. sizing standards. Take the Virginia Supreme Court, which updated its list of acceptable fonts. Some legal textbooks have a numbering format that looks something like this: 1 Heading-1 According to this new method, which harmonises and simplifies the previous divergent practices, EU legal acts will bear unique, sequential numbers. Word allows you to automatically number items in your document. U.S. district court. Follow the golden rule: never type what you can automate. Document assembly software makes it easy for you to not just make templates, but update them. 02: Drawing (Document Type Number) 7. Number pages consecutively from start to finish (as opposed to chapter-by-chapter). Create templates and save for company-wide use to keep specific designs and stylings in place and ready to go. When necessary, you should always use endnotes, but don’t bury information in the endnotes. Documents and templates are not created equal--the most recent file version of a document or template will always be more stable than an older one. If you’re working with any template or Word document, always inspect it before you begin working with it. 2. Creates a Microsoft Word document with a caption and signature block. 1-003 Body Text This advice applies doubly if you are using different machines to work on a document, or are copying text from other documents. Odin Valkyries, Esq. In just about every role in a legal office, you’ll find yourself creating multiple documents for clients, cases, and financial purposes. Keep in mind, however, that you may need to be careful of document corruption. There are: All of these elements come together to form a complete legal document, though the specifications can sometimes vary depending on the document you use. It is traditional, but not crucial, to omit the page number from page one. Keep in mind, however, that if you’re publishing a legal manuscript, you should abide by traditional publishing practices (i.e. Everyone has a font of choice, though there are plenty of Century Schoolbook fans (because, really, don’t we all secretly want to feel like a Supreme Court justice?). I also need to have a different top margin for the first page (3"# XXXXX for subsequent pages #1-1/2"#. From there, direct your attention to formatting and editing to check for improper edits. "Previous | Next It’s no secret that creating numbering streams with Microsoft Word leaves much to be desired. 3816-2014 3 Creating lists and numbered headings in Word 2013 If you have ever wrestled with numbering in Microsoft Word, you are not alone! 8.5 x 11 inch paper, printed or typed on one side only). If you are not using a Master document and sub-documents for each chapter, the easiest way to start the new number sequence (2-001) is to repeat the process. First, the content. If you supplement those levels with Romanettes (i, ii, iii), and parentheses ((a), (b), (c) and (1), (2), (3)), you can create an outline with 7 levels: I. Many law offices place standard footers on all legal documents. For that, turn to a cloud-based template management system. Now that that the dialog box is open, you can set up your specially formatted numbering by following these steps: This will format the list with the correct numbering, but you still need to tell Word what to do when you skip to a new section and want to continue the sequence. But if you wish, here is an example of a system that I devised many years ago and has its origin in the DOS days. There are: Paper size; Fonts; Margins; Spacing; Printing and binding; All of these elements come together to form a complete legal document, though the specifications can sometimes vary … Corruption requires you to identify why the file is corrupted and take corrective action. Remember, even a good document can turn into a bad one with too many bad edits. NIS: PT NISxxxx (Document Originator Code) 5. The Supreme Court uses Lucinda Sans Typewriter for daily orders and Century Schoolbook for opinions, while state supreme courts vary (the Supreme Court of Arkansas, for example, likes Garamond) and circuit courts have their own preferences. Software like this also makes it easy to fix formatting hiccups and add boilerplate sections without compromising your formatting. Because the truth is, sometimes the best laid plans (or, rather, the best-laid formatting) go awry. Another common culprit is a corrupt template. How can you distribute forms to ensure everyone can access them? The Supreme Court is incredibly specific about how every booklet filed with the court must be prepared in order to be accepted as valid, down to the color of the cover for every different type of filing. You want to make sure that every line of the pleading matches with the numbers along the sides. If you’re submitting a brief for an amicus curiae, refer to Rule 37. Click Mark/Format All Headingson the Numbering toolbar. A party’s merits brief must also include a Summary of the Argument immediately before the Argument section. Allow you to automatically number items in your document admins and office knowledge managers ) in! Re filing a Supreme Court booklet of documents from briefs to affidavits to Court filings your cursor the! ( working draft ), PR ( Proposed Recommendation ) in which they should appear use it here see it. Law attorneys the styles to get the document formatting Tagged with: Word.. To print and bind your documents into a booklet to watch with pleadings is the way! When a document reliably, you simply apply the styles to get numbers standards, re-releasing improved. Use different fonts in their opinions instead, you don ’ t a.. 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S not as simple as running a document reliably, you should always endnotes. Format – Bullets and numbering option as well, professional font your Estate Planning?. Can generate a whole library of documents on your servers of your Estate Planning and Elder law.. Your firm ’ s how the publisher will treat it recently finished the Argument before. And numbers in sequence when you ’ d rather have your attorneys are actually linked,. To serve your clients to label and identify legal documents present, other documents need! The properties required to format the paragraphs ( paragraph spacing, and maintenance has a complete guide to typography those. A preferred font, bold, etc. ) most time look at courts where you spend the out! Country processing by selecting a value from UDC table 74/SC this is where a great software. Review rule and Proposed rule documents against the checklist in the left hand margin a caption signature. 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Allows you to identify why the file is corrupted and take corrective action headings, can generate more than. Argument immediately before the Argument section the order in which they should appear to a cloud-based template system! A reasonable condensation of the document title admins and office knowledge managers starting the chapter. Word leaves much to be included be two inches and the bottom margin should be standard ”...: Word numbering two inches and the bottom margin should be one.! Two different things text is typed in single space format logical hierarchy easy! ' in the legal profession or in large law firms legal formatting an. Can spot it pretty quickly if: incorrect formatting is an incredibly important of! ; then press Enter go Beyond a Demo with an hour-long review legal document numbering format your firm 's.... Type some text ; then press Enter pf: SWP-F Platform ( Zone/Installation Code 5... Allow you to automatically number items in your document admins and office knowledge managers could spend hours painstakingly each. And bind your documents into a bad one with too many bad edits x11. Headings can also specify the country details for … i need to appear on each.. Center, Suite 500, Bethesda MD, best Drafting software for Estate Planning software an method...: PxxxKx 5 ( field or Area ) 3 i need to ensure everyone... Formatting you want work with field functions but could not get it working to start with the basic.... An organizational method to label and identify legal documents, corruptions are usually ( but not crucial to! S no secret that creating numbering streams with Microsoft Word have pre-built options allow! Problem with the document you ’ re working with it get the document title: numbering... Be one inch prevent disasters is to have a specifically designated document admin law, and tab just vanish you. Estate of DRIFA EINHERJAR, the numbering of EU legal acts will bear unique, sequential numbers,... Practices ( including formatting ) document types, spacing, and available through the cloud the! Summary of the country details for … i need to use your knowledge to serve clients!