How to write a legal document — legal document format.
Learn how to prepare professional documents, including how to format legal documents and the basic information to include in every document.
Why does using legal document formatting matter?
In order to formalize an agreement, such as a business partnership or residential lease, you can easily create a professional contract. These legally binding agreements are formal documents that spell out rights and responsibilities, as well as what to do if a contract is broken. While oral agreements are fine for small transactions, written contracts protect everyone involved. Let’s dive into how to write a legal document using the proper legal document format.
Using a legal document format template.
One of the easiest ways to prepare legal documents is to use a template. With contract templates, you can create a fillable form that you can then send digitally to collect signatures. Templates can set the permission level to determine who has access to view and sign a document. You can also use templates for easy formatting on other documents as well, such as a professional invoice or a bill of sale.
If you prefer to create a document from scratch, you can easily handle the task with a word processor such as Microsoft Word.
You’ll want to start with a standard page size (8.5 x 11 inches) with 1-inch margins. Keep the font simple, such as Times New Roman, and avoid the use of color. Remember to break up text with headers and paragraphs for readability.
How to format a legal document.
When it comes to learning how to format legal documents, let’s make sure you cover the basics. Whether you’re using a template or creating a document from scratch, certain key elements should always be included.
Essential elements for all legal documents.
If you use a template to create your document, you will often see sections that prompt you to input essential elements, which makes it easy to remember what’s necessary.
If you’re formatting a legal document without a template, make sure to include:
- Basic information — legal names of all parties, including address and contact information
- Agreement — the body of the agreement states the rights and obligations of each party in detail
- Clauses — any special clauses applicable to your business or agreement
- Dates — include the date when the agreement begins, as well as the duration or ending date, if applicable
- Signatures — a signature is required from all parties; otherwise, the contract is void
Legal document numbering format.
A well-structured numbering system not only organizes your document logically but also aids in quick referencing and understanding.
- Heading numbers. Start with a hierarchical numbering system for headings and subheadings. For example, begin with 1 for main sections, followed by 1.1. for subsections, and so on.
- Page numbers. Assign a unique number to each page, typically in the header or footer. Use Roman numerals (such as i, ii, iii) for preliminary pages and Arabic numerals (such as 1, 2, 3) for the main content.
- Section numbers. Maintain a consistent numbering sequence for sections throughout the document. For example, in a contract, clauses could be numbered as 2.1, 2.2, and so on, while paragraphs within clauses might be labeled as 2.1.1, 2.1.2, and so on.
- Lists. If your legal document contains lists, use bullet points or numbers. Make sure it’s consistent in formatting within lists, including sublists, to avoid confusion.
- Appendices and exhibits. Clearly label any appendices or exhibits with letters (for example, Appendix A, Exhibit 1) and refer to them appropriately within the main text.
- Annotations. When necessary, incorporate annotations or footnotes. Number them sequentially and provide corresponding references in the text to elucidate complex points or legal references.
Quick design tips for legal document format.
A well-designed document not only enhances readability but also conveys professionalism. Here are a few quick tips to help get you started:
- Legal document font and size. Make sure you choose a legible, serif font such as Times New Roman or a clean sans-serif font like Arial. Maintain a consistent font size — typically, the main text is 12 point, while footnotes may be 10 point.
- Margins and spacing. Set 1-inch margins on all sides for physical documents. For digital versions, adjust margins to suit your preference.
- Alignment. Align text to the left and justify it on the right for a neat and professional appearance.
- Page size. If your document is in printed form, adhere to standard paper sizes like letter (8.5 x 11 inches) or legal (8.5 x 14 inches). Ensure a consistent layout that fits your chosen paper size.
- Headers and footers. Include headers containing the document title and page numbers. Footers may contain additional information like the document’s date, author, or confidentiality notice.
- Bold and italics. Use these formatting styles sparingly to emphasize key points or headings. Consistency is key to maintaining a polished look.
- Tables and charts. If your document includes tables or charts, organize them neatly and ensure clarity. Label them clearly and reference them in the text to provide context.
Tools to help with legal document formatting.
Digital tools can simplify legal document formatting as well as document security. They offer features for real-time collaboration, document conversion, and customization. These tools empower individuals to create precise and professional legal documents easily while also ensuring compliance with legal standards.
Digitally sign contracts and documents in a few simple steps and keep business moving.
