The document discusses best practices for building legal document templates in Microsoft Word. It provides tips for automating templates using fields, cards, and conditional logic to add flexibility. Fields can represent people, organizations, dates, and other information to automatically populate documents. Cards can categorize these details and group related facts. Conditional statements allow templates to modify text depending on certain parameters, like including an alternate address or omitting details if a couple has no children. The document recommends leveraging built-in Word features to create robust, reusable templates that improve efficiency and reduce errors.
6. 6
Document Automation
● 77% spend too much time on administrative
tasks
● 57% plan to take steps to improve
performance via greater use of technology to
cut costs
8. ➢ Building a Solid Foundation in MS
Word
LEGAL DOCUMENT
TEMPLATES 101
8
9. 9
● Copy/Paste
○ Issues
■ Errors of Omission and Errors
of Inclusion
■ Human Error
■ Time-Consuming
■ Data Reuse
■ Metadata
■ Client Confidentiality -
Overlooked past client info
■ Grammar mismatches
WORKING WITH WORD
DOCUMENTS
10. 10
● Templates capture institutional knowledge
● Share and retain legal expertise in systems
not people
● Workflows
KNOWLEDGE MANAGEMENT
11. 11
● Identify common elements and
reused data
● Add rules (conditional logic)
BUILDING ROBUST
TEMPLATES
14. ● Paragraph and Section Numbering
● Cross-References
● Tab Stops and Tables
● Calculations
● Headers and Footers
● MS Word Fields
● Styles
14
USE THE ‘FREE’ STUFF
(Built-in MS Word features and functionality)
20. Facts
John is 47 years old. He lives at 123 Main Street, Anytown, US 90210. John is married to
Sally. She is 46 years old. They live together. They have three kids, Charlie, Cassie, and
Carrie.
John and Sally were married on November 5, 1999, in Big City. They are considered
husband and wife. Judge Judy performed the ceremony. Wally and Wanda attended the
ceremony and served as witnesses.
John and Sally have one mortgage on their property, held by First Bank in Anytown, US. The
original loan amount was $350,000. The interest rate is 4.3%. The monthly payment is
$1,234.
21. Role Cards
A person, an organization (and possibly a venue)
John Sally Charlie Cassie
Carrie Judy Wally Wanda
First Bank
22. Facts
John is 47 years old. He lives at 123 Main Street, Anytown, US 90210. John is married to
Sally. She is 46 years old. They live together. They have three kids, Charlie, Cassie, and
Carrie.
John and Sally were married on November 5, 1999, in Big City. They are considered
husband and wife. Judge Judy performed the ceremony. Wally and Wanda attended the
ceremony and served as witnesses.
John and Sally have one mortgage on their property, held by First Bank in Anytown, US.
The original loan amount was $350,000. The interest rate is 4.3%. The monthly payment is
$1,234.
23. Role Cards
A person, an organization (and possibly a venue)
John Sally Charlie Cassie
Carrie Judy Wally Wanda
First Bank
24. Other Cards
Grouping of other related information and facts
Marriage
Information
Mortgage
Information
25. Facts
John is 47 years old. He lives at 123 Main Street, Anytown, US 90210. John is married to
Sally. She is 46 years old. They live together. They have three kids, Charlie, Cassie, and
Carrie.
John and Sally were married on November 5, 1999, in Big City. They are considered
husband and wife. Judge Judy performed the ceremony. Wally and Wanda attended the
ceremony and served as witnesses.
John and Sally have one mortgage on their property, held by First Bank in Anytown, US. The
original loan amount was $350,000. The interest rate is 4.3%. The monthly payment is
$1,234.
26. Other Cards
Grouping of other related information and facts
Marriage
Information
Mortgage
Information
27. Facts
Marriage
Information
• Date of Marriage:
November 5, 1999
• Place of Marriage:
Big City
• Description of
Spouses: husband
and wife
Mortgage
Information
• Original Loan
Amount: 350,000
• Interest Rate: 4.3
• Monthly Payment:
1,234
John
• Age: 47
• Street Address: 123
Main Street
• City: Anytown
• State: US
• Zip Code: 90210
• Personal Pronoun: He
Sally
• Age: 46
• Street Address: 123
Main Street
• City: Anytown
• State: US
• Zip Code: 90210
• Personal Pronoun:
She
Charlie Cassie Carrie
Judy Wally Wanda First Bank
•City: Anytown
•State: US
28. Cards with Fields (and Facts)
Child 3
•Full Name:
Carrie
Judge
•Full Name:
Judy
Witness 1
•Full Name:
Wally
Witness 2
•Full Name:
Wanda
Mortgage
Holder
•Full Name:
First Bank
•City:
Anytown
•State: US
Marriage
Information
•Date of Marriage:
November 5,
1999
•Place of
Marriage: Big City
•Description of
Spouses: husband
and wife
Mortgage
Information
•Original Loan
Amount: 350,000
•Interest Rate: 4.3
•Monthly
Payment: 1,234
Spouse 1
•Full Name: John
•Age: 47
•Street Address:
123 Main Street
•City: Anytown
•State: US
•Zip Code: 90210
•Personal
Pronoun: He
Spouse 2
•Full Name: Sally
•Age: 46
•Street Address:
123 Main Street
•City: Anytown
•State: US
•Zip Code: 90210
•Personal
Pronoun: She
Child 1
•Full Name:
Charlie
Child 2
•Full Name:
Cassie
30. Facts
John is 47 years old. He lives at 123 Main Street, Anytown, US 90210. John is married to
Sally. She is 46 years old. They live together. They have three kids, Charlie, Cassie, and
Carrie.
John and Sally were married on November 5, 1999, in Big City. They are considered
husband and wife. Judge Judy performed the ceremony. Wally and Wanda attended the
ceremony and served as witnesses.
John and Sally have one mortgage on their property, held by First Bank in Anytown, US. The
original loan amount was $350,000. The interest rate is 4.3%. The monthly payment is
$1,234.
31. Fields
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal Pronoun] lives at [Spouse 1
Street Address], [Spouse 1 City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is
married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age] years old. They live
together. They have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on [Marriage Information Date of
Marriage], in [Marriage Information Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the ceremony. [Witness 1 Full Name]
and [Witness 2 Full Name] attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage on their property, held by
[Mortgage Holder Full Name] in [Mortgage Holder City], [Mortgage Holder State]. The original loan
amount was $[Mortgage Information Original Loan Amount]. The interest rate is [Mortgage
Information Interest Rate]%. The monthly payment is $[Mortgage Information Monthly Payment].
32. Creating a Template with Fields & Cards
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1
Personal Pronoun] lives at [Spouse 1 Street Address],
[Spouse 1 City], [Spouse 1 State] [Spouse 1 Zip Code].
[Spouse 1 Full Name] is married to [Spouse 2 Full Name].
[Spouse 2 Personal Pronoun] is [Spouse 2 Age] years old.
They live together. They have three kids, [Child 1 Full
Name], [Child 2 Full Name], and [Child 3 Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were
married on [Marriage Information Date of Marriage], in
[Marriage Information Place of Marriage]. They are
considered [Marriage Information Description of Spouses].
Judge [Judge Full Name] performed the ceremony. [Witness
1 Full Name] and [Witness 2 Full Name] attended the
ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one
mortgage on their property, held by [Mortgage Holder Full
Name] in [Mortgage Holder City], [Mortgage Holder State].
The original loan amount was $[Mortgage Information
Original Loan Amount]. The interest rate is [Mortgage
Information Interest Rate]%. The monthly payment is
$[Mortgage Information Monthly Payment].
John is 47 years old. He lives at 123 Main
Street, Anytown, US 90210. John is married
to Sally. She is 46 years old. They live
together. They have three kids, Charlie,
Cassie, and Carrie.
John and Sally were married on November
5, 1999, in Big City. They are considered
husband and wife. Judge Judy performed
the ceremony. Wally and Wanda attended
the ceremony and served as witnesses.
John and Sally have one mortgage on their
property, held by First Bank in Anytown, US.
The original loan amount was $350,000.
The interest rate is 4.3%. The monthly
payment is $1,234.
34. Adding Flexibility with Conditional Logic
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal Pronoun] lives at [Spouse 1
Street Address], [Spouse 1 City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is
married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age] years old. They live
together. They have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on [Marriage Information Date of
Marriage], in [Marriage Information Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the ceremony. [Witness 1 Full Name]
and [Witness 2 Full Name] attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage on their property, held by
[Mortgage Holder Full Name] in [Mortgage Holder City], [Mortgage Holder State]. The original loan
amount was $[Mortgage Information Original Loan Amount]. The interest rate is [Mortgage
Information Interest Rate]%. The monthly payment is $[Mortgage Information Monthly Payment].
35. First Condition (Different Address)
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal
Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse
1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to
[Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age]
years old. [Spouse 2 Personal Pronoun] lives at [Spouse 2 Street
Address], [Spouse 2 City], [Spouse 2 State] [Spouse 2 Zip Code]. They
have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3
Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on
[Marriage Information Date of Marriage], in [Marriage Information
Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the
ceremony. [Witness 1 Full Name] and [Witness 2 Full Name]
attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage
on their property, held by [Mortgage Holder Full Name] in [Mortgage
Holder City], [Mortgage Holder State]. The original loan amount was
$[Mortgage Information Original Loan Amount]. The interest rate is
[Mortgage Information Interest Rate]%. The monthly payment is
$[Mortgage Information Monthly Payment].
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1
Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1
City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is
married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is
[Spouse 2 Age] years old. They live together. They have three kids,
[Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on
[Marriage Information Date of Marriage], in [Marriage Information
Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the
ceremony. [Witness 1 Full Name] and [Witness 2 Full Name]
attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage
on their property, held by [Mortgage Holder Full Name] in
[Mortgage Holder City], [Mortgage Holder State]. The original loan
amount was $[Mortgage Information Original Loan Amount]. The
interest rate is [Mortgage Information Interest Rate]%. The monthly
payment is $[Mortgage Information Monthly Payment].
36. First Condition (Different Address)
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1
Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1
City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is
married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is
[Spouse 2 Age] years old. They live together. They have three kids,
[Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on
[Marriage Information Date of Marriage], in [Marriage Information
Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the
ceremony. [Witness 1 Full Name] and [Witness 2 Full Name]
attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage
on their property, held by [Mortgage Holder Full Name] in
[Mortgage Holder City], [Mortgage Holder State]. The original loan
amount was $[Mortgage Information Original Loan Amount]. The
interest rate is [Mortgage Information Interest Rate]%. The monthly
payment is $[Mortgage Information Monthly Payment].
[Spouse 2 Personal Pronoun] lives at [Spouse 2 Street
Address], [Spouse 2 City], [Spouse 2 State] [Spouse 2 Zip
Code].
37. First Condition (Different Address)
[Spouse 2 Personal Pronoun] lives at [Spouse 2 Street
Address], [Spouse 2 City], [Spouse 2 State] [Spouse 2 Zip Code].
They live together.
38. Second Condition (No Children)
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal
Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse
1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to
[Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age]
years old. They live together. They have no children.
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on
[Marriage Information Date of Marriage], in [Marriage Information
Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the
ceremony. [Witness 1 Full Name] and [Witness 2 Full Name]
attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage
on their property, held by [Mortgage Holder Full Name] in [Mortgage
Holder City], [Mortgage Holder State]. The original loan amount was
$[Mortgage Information Original Loan Amount]. The interest rate is
[Mortgage Information Interest Rate]%. The monthly payment is
$[Mortgage Information Monthly Payment].
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1
Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1
City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is
married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is
[Spouse 2 Age] years old. They live together. They have three kids,
[Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on
[Marriage Information Date of Marriage], in [Marriage Information
Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the
ceremony. [Witness 1 Full Name] and [Witness 2 Full Name]
attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage
on their property, held by [Mortgage Holder Full Name] in
[Mortgage Holder City], [Mortgage Holder State]. The original loan
amount was $[Mortgage Information Original Loan Amount]. The
interest rate is [Mortgage Information Interest Rate]%. The monthly
payment is $[Mortgage Information Monthly Payment].
39. Second Condition (No Children)
They have no children.
They have three kids,
[Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name].
40. Third Condition (No Mortgage)
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal
Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse
1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to
[Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age]
years old. [Spouse 2 Personal Pronoun] lives at [Spouse 2 Street
Address], [Spouse 2 City], [Spouse 2 State] [Spouse 2 Zip Code]. They
have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3
Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on
[Marriage Information Date of Marriage], in [Marriage Information
Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the
ceremony. [Witness 1 Full Name] and [Witness 2 Full Name]
attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage
on their property, held by [Mortgage Holder Full Name] in [Mortgage
Holder City], [Mortgage Holder State]. The original loan amount was
$[Mortgage Information Original Loan Amount]. The interest rate is
[Mortgage Information Interest Rate]%. The monthly payment is
$[Mortgage Information Monthly Payment].
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1
Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1
City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is
married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is
[Spouse 2 Age] years old. They live together. They have three kids,
[Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on
[Marriage Information Date of Marriage], in [Marriage Information
Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the
ceremony. [Witness 1 Full Name] and [Witness 2 Full Name]
attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage
on their property, held by [Mortgage Holder Full Name] in
[Mortgage Holder City], [Mortgage Holder State]. The original loan
amount was $[Mortgage Information Original Loan Amount]. The
interest rate is [Mortgage Information Interest Rate]%. The monthly
payment is $[Mortgage Information Monthly Payment].
41. Third Condition (No Mortgage)
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1 Personal
Pronoun] lives at [Spouse 1 Street Address], [Spouse 1 City], [Spouse
1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is married to
[Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is [Spouse 2 Age]
years old. [Spouse 2 Personal Pronoun] lives at [Spouse 2 Street
Address], [Spouse 2 City], [Spouse 2 State] [Spouse 2 Zip Code]. They
have three kids, [Child 1 Full Name], [Child 2 Full Name], and [Child 3
Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on
[Marriage Information Date of Marriage], in [Marriage Information
Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the
ceremony. [Witness 1 Full Name] and [Witness 2 Full Name]
attended the ceremony and served as witnesses.
[Spouse 1 Full Name] is [Spouse 1 Age] years old. [Spouse 1
Personal Pronoun] lives at [Spouse 1 Street Address], [Spouse 1
City], [Spouse 1 State] [Spouse 1 Zip Code]. [Spouse 1 Full Name] is
married to [Spouse 2 Full Name]. [Spouse 2 Personal Pronoun] is
[Spouse 2 Age] years old. They live together. They have three kids,
[Child 1 Full Name], [Child 2 Full Name], and [Child 3 Full Name].
[Spouse 1 Full Name] and [Spouse 2 Full Name] were married on
[Marriage Information Date of Marriage], in [Marriage Information
Place of Marriage]. They are considered [Marriage Information
Description of Spouses]. Judge [Judge Full Name] performed the
ceremony. [Witness 1 Full Name] and [Witness 2 Full Name]
attended the ceremony and served as witnesses.
[Spouse 1 Full Name] and [Spouse 2 Full Name] have one mortgage
on their property, held by [Mortgage Holder Full Name] in
[Mortgage Holder City], [Mortgage Holder State]. The original loan
amount was $[Mortgage Information Original Loan Amount]. The
interest rate is [Mortgage Information Interest Rate]%. The monthly
payment is $[Mortgage Information Monthly Payment].
43. Best Practices
43
Templates must be error-free.
Templates should follow the
80/20 rule.
Information should only be
entered once.
Templates should be consistent
globally.
Template terms should be
gender-neutral and inclusive.
44. 44
● Identify variable (client/matter-
specific) data
● Review/adjust formatting
Prepping your Document
45.
46. 46
Data Reuse
● Flow of Information
● Structure of Information
● Storage of Information
47.
48.
49.
50.
51.
52.
53. 53
● Spouse 1 role card
○ Description of Spouse
● Marriage Information other card
○ Description of Spouses
Role Card vs Other Card
84. ➢ Schedule a Strategy Session
➢ The Exchange
➢ Template Academy
➢ Get in Touch
Joe Kaczrowski
Manager, Legal Content
joe@lawyaw.com
https://exchange.lawyaw.com/templates/template-services
Next Steps
84