Thursday, October 10, 2013

Clear, concise, and effective English for law students, bar examinees, and legal writers in organizations, private companies, and government offices (23): Typography and visual design for pleadings, motions, court and other legal documents

Jump to: Efficient Use of Paper Rule A.M. No. 11-9-4-SC; Save forests, use Plain English; Proposed Rules on E-Filing A. M. 10-3-7-SC; Typography in briefs and other papers, from US 7th Circuit Court of Appeals; US SEC design guidelines; How to create a PDF
[1] “Typography for Lawyers, Essential Tools for Polished and Persuasive Documents” by Matthew Butterick (California-based lawyer; graduated magna cum laude from Harvard University in visual and environmental studies; designed fonts for Apple and Microsoft; awarded the Legal Writing Institute’s 2012 Golden Pen Award)
Good typography is part of good lawyering.

Good typography reinforces the goals of the text.

Any lawyer can master the essentials of good typography.

Typography in legal documents should be held to the same standards as any professionally published material.

Some of Butterick’s recommendations for typography in legal documents:
  • Point size should be 10-12 points in printed documents, 15-25 pixels on the web.
  • Never use Times New Roman and Arial.
  • Line spacing should be 120-145% of the point size. In word processors, use the “Exact” line-spacing option to achieve this. The default single-line option is too tight; the 1½-line option is too loose.
  • The average line length should be 45-90 characters (including spaces).
Butterick’s view on point size for pleadings, motions, and court documents:
While courts often require text to be set at 12 point—and sometimes larger—it’s not the most comfortable size for reading. If you compare a court filing with the average book, newspaper, or magazine, you’ll notice that the text in the filing is larger.

When you’re not bound by court rules, don’t treat 12 point as the minimum. Try sizes down to 10 point, including intermediate sizes like 10.5 and 11.5 point—half-point differences are meaningful at these sizes.
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[2] “Best Dressed Briefs - Why Appearance Matters by Susan Hanley Duncan, University of Louisville Louis D. Brandeis School of Law
US Supreme Court’s clerk accepts only documents using fonts in the Century family and refuses to accept filings of any brief printed in Times New Roman.
[3] “Pay Attention to the Aesthetics of Your Pages by Bryan A. Garner (Michigan Bar Journal, March 2010)
Yet the legal profession is still largely unaware of how important page layout can be. On the whole, we're still stuck in the ugly typewriting mode: we still tend to rely on all-caps text and underlining as means of emphasis. Professional typographers I've spoken with are bewildered by our naiveté about the importance of not just what words appear on the page, but how they appear.
[4] “Requirements and Suggestions for Typography in Briefs and Other Papers” from US 7th Circuit Court of Appeals
Use typefaces that were designed for books. Both the Supreme Court and the Solicitor General use Century.
Any face with the word “book” in its name is likely to be good for legal work. Baskerville, Bembo, Caslon, Deepdene, Galliard, Jenson, Minion, Palatino, Pontifex, Stone Serif, Trump Medieval, and Utopia are among other faces designed for use in books and thus suitable for brief-length presentations.
Use italics, not underlining, for case names and emphasis.
Use real typographic quotes (“and”) and real apostrophes (’), not foot and inch marks. Reserve straight ticks for feet, inches, and minutes of arc.
Put only one space after punctuation. The typewriter convention of two spaces is for monospaced type only.
Do not justify your text unless you hyphenate it too. Indent the first line of each paragraph 1/4 inch or less. Big indents disrupt the flow of text.
Cut down on long footnotes and long block quotes.
Avoid bold type. It is hard to read and almost never necessary. Use italics instead.
Avoid setting text in all caps.
Another way to improve the attractiveness and readability of your brief or motion is to emulate high-quality legal typography. The opinions of the Supreme Court, and the briefs of the Solicitor General, are excellent models of type usage.
[5] US Securities and Exchange Commission “Plain English Handbook” design guidelines
A plain English document reflects thoughtful design choices. The right design choices make a document easier to read and its information easier to understand. The wrong design choices can make even a well-written document fail to communicate.
Typography (do not use all caps; use serif typefaces; mixing two serif or two sans serif typefaces can look like a mistake; do not use more than two typefaces in any document, not including the bold or italic versions of a typeface.)
Layout (flush left, ragged right; short line length; short paragraphs; vertical lists; white space)

Before and After example from SEC handbook (click the graphic to see the enlarged view)

[6] “Document Design: Pretty in Print- Part I” by Judge Gerald Lebovits (faculty member of Columbia University - Law School, Fordham University School of Law, and New York University School of Law)
Document design, or typography, refers to the visual component of a word: typeface, type size, white space, margins, alignment, horizontal and vertical spacing, headings, footnotes, endnotes, superscript, straight and curly quotes, boldface, italics, and underlining.
Without effective, legible typography, the reader won't appreciate a document's content. When you have a choice, make the document accessible, comprehensible, persuasive, and professional.
[7] “Painting with Print: Incorporating Concepts of Typographic and Layout Design into the Text of Legal Writing Documents” by Ruth Anne Robbins, Associate Professor of Law, Rutgers School of Law, Camden.
Persuasion includes looking good on paper — literally. Persuasion is the backbone of a lawyer’s job. Attorneys who are able to appeal to their audience will establish a measure of credibility, ethos, that will enhance the overall effectiveness of the argument. Lawyers are taught to use every part of a document as an opportunity to persuade. Textual design of the document should be approached with the same attitude, i.e., how can it help the lawyer persuade an audience?
Prof. Robbins on point size and court rules:
her legal There is no definitive scientific answer, however, to whether court rules should require 12-point or 14-point font, given a page that is 8.5 inches by 11 inches. The studies unfortunately did not test the relative legibility of font sizes using lines of text closer to what normally appears on the standard paper size used for most legal documents. There is some discussion that larger font sizes such as 14-point Roman cause longer fixation pauses, which in turn slows reading. Dr. Tinker took care to caution that there was no easy way to draw a final conclusion as to optimal type size because other factors contribute to the equation, such as line length and line spacing. Nevertheless, experts in the field recommend reserving 14-point and larger sizes for headings as opposed to blocks of text. (page 122)
On line length:
The optimal line length depends on the size of the type. Unfortunately, the standard 6.5 inches of 12-point type in common use, that is, one-inch margins on the left and right sides of an 8.5-inch-wide page, decreases legibility by more than 3%. Based on those studies, more modern publications claim that the ideal line length for 12-point type should range from 2.75 to 4 inches. Modern examples of text using narrow columns for printing include newspapers and online legal research documents from Lexis/Nexis or Westlaw. (pages 122-123)
Prof. Robbins includes in her study the typographic requirements of various US courts.


“Efficient Use of Paper Rule” A.M. No. 11-9-4-SC

The Supreme Court’s “Efficient Use of Paper Rule” became effective as of January 1, 2013. Covered by the Rule are pleadings, motions, and similar papers; all decisions, resolutions, and orders issued by courts and by quasi-judicial bodies under the administrative supervision of the Supreme Court; reports submitted to the courts, and transcripts of stenographic notes. (Please read also A.M. No. 10-3-7-SC Proposed Rules on E-Filing.)

The Rule requires all pleadings and court documents to be written in:
  • single space with a one-and- a-half space between paragraphs,
  • using an easily readable font style of the party's choice,
  • of 14-size font, and
  • on a 13-inch by 8.5-inch white bond paper.
The Rule also requires a left hand margin of 1.5 inches from the edge; an upper margin of 1.2 inches from the edge; a right hand margin of 1.0 inch from the edge; and a lower margin of 1.0 inch from the edge.

The Supreme Court justifies the Rule by the following reasons:

(1) To produce 500 reams of paper, twenty trees are cut and 100,000 liters of water are used, water that is no longer reusable because it is laden with chemicals and is just released to the environment to poison our rivers and seas;

2) The judicial system needs to cut the use of excessive quantities of costly paper, save our forests, avoid landslides, and mitigate the worsening effects of climate change that the world is experiencing;

(3) The judiciary can play a big part in saving our trees, conserving precious water, and helping mother earth.

Save forests, use Plain English

“In 1992, the Sierra Club estimated that the average California lawyer used a ton of paper each year, a hefty pile indeed in a state that had about 137,000 lawyers. The environmental group urged the state’s Judicial Council to enact a rule requiring use of recycled paper in documents filed in the courts, a move that the group estimated would save more than 6,000 trees annually.

“Two days later, a Los Angeles Times reader penned a letter-to-the-editor with a one-sentence solution of his own. ‘If the Sierra Club would like to save whole forests rather than just a few thousand trees,’ he wrote, ‘I suggest that they encourage lawyers to use plain English.’”

“The letter writer was David Mellinkoff, professor emeritus at the UCLA School of Law and the acknowledged dean of the legal profession’s Plain English movement.”

Source: “Legal Writing: Sense and Nonsense” by Douglas E. Abrams, Associate Professor, University of Missouri School of Law


Proposed Rules on E-Filing A.M. No. 10-3-7-SC: Guidelines on Submission and Processing of Soft Copies of Supreme Court-Bound Papers Pursuant to the Efficient Use of Paper Rule

(1) Soft copies of all Supreme Court-bound papers and their annexes must be submitted simultaneously with the hard copy if by compact disc (CD) or within twenty-four (24) hours from the filing of the hard copy if by e-mail. It must be understood, however, that the paper shall be deemed to have been filed on the date and time of filing of the hard copy and not the soft copy.

(2) The soft copies must be in PDF and individually saved, as well as individually attached to the e-mail, if applicable. The file name of the soft copy must be the same as the document title. Examples: Petition for Review should have a file name "Petition for Review.pdf" Annex A should have a file name "Annex A. pdf"

(3) Soft copies submitted by e-mail must be addressed to the appropriate docketing office:

Case Type Docketing Office E-mail Address (please verify)


Judicial cases Judicial Records Office (JRO) efilejro@sc.judiciary.gov.ph
Administrative
complaints
against personnel of the SC and its decentralized units (e.g., OCA, PHILJA, JBC,
MCLEO)
Office of Administrative Services, SC (OAS-SC) efile_oas_sc@sc.judiciary.gov.ph
Administrative complaints and
matters involving the Court of
Appeals, Sandiganbayan,
Court of Tax Appeals and lower courts, its justices, judges and personnel

Documentation Division, Legal Office, OCA efile_oca@sc.judiciary.gov.ph
Administrative
matters
involving the SC
and its
decentralized
units
Office of the Clerk of Court En Banc efile_occeb@sc.judiciary.gov.ph
Complaints against lawyers
and other bar matters
Office of the Bar Confidant (OBC) efile_bar@sc.jucliciary.gov.ph
(4) The above docketing offices have the primary responsibility of ensuring that all Supreme Court-bound papers have the corresponding soft copies. They shall also be responsible for the safekeeping and archiving of the CDs.

(5) The e-mail shall use the following format:



(6) A CD or an e-mail shall contain only electronic documents pertaining to one case. In the same manner, all soft copies of Supreme Court-bound papers and their annexes pertaining to the same case shall be saved in one CD or attached to one e-mail. In case the total file size of the electronic documents exceeds the maximum size of the CD or the maximum size allowed for uploading by the e-mail service being used by the filer, the electronic documents may be saved in different CDs or e-mailed in batches, but must be clearly marked and/or follow the format prescribed above.

(7) The filer shall also attach to the CD or the e-mail a verified declaration that the pleading and annexes submitted electronically are complete and true copies of the printed document and annexes filed with the Supreme Court. The declaration shall use the following format:



The declaration attached to the CD must be original, while the declaration attached to the e-mail must be in PDF.


How to create a PDF; use a scanner to turn your paper documents to PDF

The Proposed Rules on (paperless) E-Filing require lawyers to submit their pleadings to the Supreme Court in PDF format. PDF stands for “Portable Document Format.” Adobe Acrobat is the standard for creating PDFs (where you can sign your documents online) but it is expensive.

A cheaper alternative is to use a scanner to turn your paper document to PDF. Late-model printers from HP, Brother, Epson, etc. have scanners bundled with them. (If you only have a generic scanner, you can download free software.) Here are the steps:

[1] After preparing your documents in your word processor (MS Word, Libre Office, etc.), print them out. Sign the documents and have them notarized.

[2] Scan your documents page by page; if you have voluminous documents, scanning them will be a tedious process.

You can monitor on your computer screen the scanning progress. Be careful with choosing the scanning type. If you choose a very high resolution, your PDF file will be extremely large. (If you are using Yahoo Mail, it has a limit of 25 megabytes for attachments.)

Save your documents as PDF to an appropriate folder.

[3] Burn your PDFs into a CD. Or attach them to your email.

Resources: 

How do I scan to PDF? (University of Cambridge, Faculty of Law)

Scanning Directly to a PDF File – Epson

How to Scan a Document to PDF | eHow

Advanced Scan to PDF Free - CNET Download.com

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