Seven Basic Elements Common to All
Legal Documents
A legal document creates a contractual
agreement between at least two parties or
grants a party legal rights. Because they are
upheld by the law, the document must be
clear, concise and to the point. To make
them readable to all individuals, legal
documents have a standard format to
follow.
The inside address line goes before the salutation line. Spell the addressee's name
and address as the addressee spell it. A title follows the name when appropriate.
For example, follow a doctor's name with M.D.
Date
The date on the legal document refers to when the document becomes official. Write the date by month, day and year. Depending on the document, the date may be an effective date or an execution date. The effective date is the date that the document goes into effect. The document signing date is the execution date. On contracts with only one date, the effective date is the execution date.
Address
The date on the legal document refers to when the document becomes official. Write the date by month, day and year. Depending on the document, the date may be an effective date or an execution date. The effective date is the date that the document goes into effect. The document signing date is the execution date. On contracts with only one date, the effective date is the execution date.
Address
Mailing Notation
The mailing notation goes directly under the date. This section indicates the delivery method. For example, write "CERTIFIED MAIL" in all capital letters when sending the letter by certified mail.
The mailing notation goes directly under the date. This section indicates the delivery method. For example, write "CERTIFIED MAIL" in all capital letters when sending the letter by certified mail.
Salutation
The salutation greets the recipient of the document. Address the recipient formally with the appropriate title. Do not greet the recipient by the first name. When addressing a business use a semicolon after the salutation. Use a comma when addressing a person.
Body
The body of the document is an important section. It explains the reason for the document. The body begins below the salutation. Legal documents usually use block-style writing. All the lines begin at the left margin .
When documents require more than one page, if not using paper with a preprinted letterhead, ensure that all the pages are the same shade and the letters are the same font size. Number the pages in the upper left corner of each page.
Closing and Signature
The closing section advises the document reader that the body of the document has ended. The closure depends on the nature of the document and the addressee of the document. Unless writing to a friend, proper closings are respectfully yours, sincerely and thank you.
After signing a legal document, indicate your position under the signature. Signing in blue ink shows the receiver that the letter is an original copy.
References and Enclosures
This section indicates whether the document has enclosures or attachments. Indicate the type of enclosure. For example if the enclosure is a brochure, type "brochure" at the bottom of the page.
When the person preparing the document is not the same as the person writing the letter, it is indicated in the reference section. Insert the notation "cc:" when someone else receives a carbon copy.
The salutation greets the recipient of the document. Address the recipient formally with the appropriate title. Do not greet the recipient by the first name. When addressing a business use a semicolon after the salutation. Use a comma when addressing a person.
Body
The body of the document is an important section. It explains the reason for the document. The body begins below the salutation. Legal documents usually use block-style writing. All the lines begin at the left margin .
When documents require more than one page, if not using paper with a preprinted letterhead, ensure that all the pages are the same shade and the letters are the same font size. Number the pages in the upper left corner of each page.
Closing and Signature
The closing section advises the document reader that the body of the document has ended. The closure depends on the nature of the document and the addressee of the document. Unless writing to a friend, proper closings are respectfully yours, sincerely and thank you.
After signing a legal document, indicate your position under the signature. Signing in blue ink shows the receiver that the letter is an original copy.
References and Enclosures
This section indicates whether the document has enclosures or attachments. Indicate the type of enclosure. For example if the enclosure is a brochure, type "brochure" at the bottom of the page.
When the person preparing the document is not the same as the person writing the letter, it is indicated in the reference section. Insert the notation "cc:" when someone else receives a carbon copy.
