Be it the first interface with the clients, a document to be represented in court, or even an opposing attorney, legal documents must be correctly formatted to leave a professional, authoritative, and positive impression. Again, the profession involves different legal document types like notices, affidavits, contracts, briefs, and other legal agreements that can be challenging.
Are you also stuck with formatting issues for legal documents using MS Word? Here are quick tips that would help you with formatting solutions to develop a standardized legal document.
Tips for Formatting Legal Documents
Let’s discuss different formatting options delivered by an expert word processing company to help you generate a professional legal document.
1. Resize The Document
Legal documents have a standardized size as they include several details regarding the matter. Before making any other formatting changes, resizing the paper is the foremost thing you need to do as it has a crucial impact on other elements in the document.
Wondering how to scale a document to legal size in word? To set the correct paper size for your legal document, here is what you need to do:
- Go to the option ‘Layout’
- Select ‘Size’
- Select ‘Legal’ from the list
On selecting the ‘Legal’ option, the paper would directly be resized to the standard size of legal documents.
2. Pick The Right Font
When working on a legal document format, working on the fonts is also essential. Legal documents are professional documents, and hence, the selection of fonts should be made accordingly. Some fonts recommended for legal documents include:
- Sans Serif Fonts: The fonts in this category include Century Gothic, Helvetica, Calibri, and its alternatives like Guardian Sans, Fort, Seravek, Concourse, etc.
- Serif Fonts: The fonts in this category include Bookman Old Style, Times New Roman, Baskerville, Century Schoolbook, and other alternatives like Verdigris, Tiempos, and Equity.
To make changes in the fonts, simply highlight the text and give it a right-click. A floating menu for formatting would appear on the screen. Select the font you wish to apply from the drop-down menu.
3. Set Line Spacing
Line spacing is an important step in improving a Word document, as it makes the document legible. Be it reading the entire document thoroughly or merely going through certain essential paragraphs, line spacing with enough white space makes the document easy to read and understand.
To make changes in the line spacing here are the steps you need to follow:
- Go to the option ‘Layout’
- Select ‘Paragraph’
- When the menu expands, look for ‘Spacing’
These changes can be made before preparing the document as well as after preparing it.
4. Formatting of Columns
Columns can be a great way to convey information, especially when the legal document is longer.
For formatting the document in column, here is what you need to do.
- Go to the option ‘Layout’
- In that the option ‘Page Setup’ has the option ‘Columns’
- Select the number of columns you need from the drop-down menu
You can also add more columns if needed after creating the document.
5. Create a Personal MS Word Style
Automated formatting is a personal way of MS Word document formatting for a particular brand. Rather than resetting all the formatting options every time you need to make a legal document, this is an ideal way to create a new document with a personalized format.
Here is how you can go for a personalized formatting option.
- Go to the option ‘Home’
- Select the option ‘Styles’
- When the window appears, select ‘Create a Style’
- When the dialog box opens, give your legal format a name and select ‘OK’
You can also modify options like style type, style based on, font size and style, etc.
6. Use Pleading Line Numbers
Some lawyers deal with pleading documents in which proper spacing is required for aligning the text. And this is possible with pleading line numbers. This makes reading legal documents easier, particularly in areas that need attention.
To use this formatting feature, here is what you need to do.
- Select the option ‘Paragraph’ from the main Menu
- In that option, select the option ‘Numbering’ for the paragraph you wish to add numbers
After you have numbered the paragraphs, it is equally important to align the text or paragraphs. The pleading line number is set to 24pt spacing, and hence, ensure the side numbers equal the text spacing, which is set to around 24pt spacing.
7. Use The Table of Authorities
Using the table of authorities makes it quick and easy to refer to the legal document as it includes the list of every reference used while creating the document. MS Word uses all the citations used when creating the table of authorities throughout the legal document.
For marking the citations, you need to follow these steps.
- Select the option ‘Mark Citation’
- When the dialogue box opens, fill out the empty spaces like the Category field, long citation, and short citation
- Once you have filled it, select the option ‘Mark’ to continue to the next citation
Next, you have to select the place where you wish to insert the Table of Authorities in the document. For this, place the cursor on the page. After this, visit the ‘Reference’ tab and click on the option ‘Insert Table of Authorities’ and your table will be created and inserted automatically.
8. Select DIY Legal Templates
DIY microsoft word contract template available online is another ideal way of having a template of a legal document instantly. Many authoritative sites provide legal resources and information that help you create a legal document with readymade templates. Lastly, make sure you confirm the drafted documents by a lawyer before signing or submitting them.
Format Your Legal Documents with DataPlusValue
Learning how to format a legal document in Word helps streamline the process of formatting the document and making the work efficient. Simply set a particular document size, work on the margins, and select the right font. Again, if you are constantly looking for formatting documents, it is advisable to set a particular style for quick creation.
Still confused? DataPlusValue is here for all your word processing services requirements. Our word formatting services for law firms help you with accurately formatted legal documents. Get in touch with us today and let our experts help your firm grow effortlessly.
