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-====== Drafting legal instruments ======+====== Firm style guide ======
  
-This organization is, in the main, focused on litigation, but litigation experience teaches us that good drafting can save clients a lot of heartache. A legal instrument must reduce the parties' agreement to certain terms. These terms must be clear to the individuals who negotiated and drafted the agreement; they must also be inescapably clear to those who later read the agreement without this benefit. +The contents of this page lay down __mandatory rules__ for formatting documents and grammar conventions. Please read this page careful and make frequent and slavish reference to this page when in doubt about a convention. 
  
-To this end, as a firm policy, we subscribe to and preach the gospel of plain language drafting. Where possible, we also correct other counsel's errors by introducing plain language drafting to existing agreements. +If a convention is not detailed on this page, yet a doubt exists as to whether a convention is required, please __ask a lawyer__. Please also report the absence of detail in this page to Adam P. Strömbergsson-DeNora via e-mail.
  
-Drafting is a collaborative process. If possible, another person should always check your work before it is released to the client. Lawyers are responsible for ensuring that work is checked; if someone other than a lawyer drafts a document, a lawyer will (as a matter of course) check the document. If a lawyer drafts a document, the lawyer should arrange for someone to review it. +Whatever you do, do __not__ freelance regarding style. A uniform style is part of a firm culture. Check with the lawyers and, if in extreme doubt, just check with Adam.
  
-===== Plain language drafting ===== +Now, enjoy this sketch, which features at least one Cambridge doctor of English literature:  
-  +{{ :firm:drafting:blackadder_johnson_s_dictionary_-_2020-03-26_-_shirley_tung.mp4 |}}
-This practice aims to create straightforward texts that the target audience will understand. You will be best served using short sentences (although not all sentences must be short). Avoid inserting long qualifications as sentence modifiers or prepositional phrases.+
  
-Drafting may be broken into two parts: +=== Choice of word processor === 
-  - Logical structure; and +If you use Pages, none of the firm's documents will be effective. You will need to use LibreOffice or Microsoft Word. The firm __will not__ pay for Microsoft Word. This software has been completely eclipsed by LibreOffice. 
-  - Appropriate style.+
  
-The below resources provide detailed observations regarding these parts. We only gloss things here to note particular points of interest to the firm.+If you wish to install a word processor, LibreOffice may be downloaded from [[https://www.libreoffice.org/download/download-libreoffice/|this link]]. 
  
-==== Structure ====+===== Electronic document types =====
  
-A legal instrument's structure moves from the general to the particular.+The kind of file that one provides will determine the use that a recipient makes of the file. This firm runs purely on electronic files; every document is recorded in the filing system, with versioning handled by the system itself.
  
-The standard parts of legal instruments drafted by this firm are:  +==== General rule ==== 
-  - Divisions (for long texts); +All documents that are to be submitted to individuals or organizations outside the firm are to be provided as PDF files. 
-  - Parts; +
-  - Sections; +
-  - Sub-sections; +
-  - Paragraphs; +
-  - Sub-paragraphs; and +
-  - Items.+
  
-These parts are not always required. Sections are the basic unit in any legal instrument. They may be organized into parts, and parts may be organized into divisions. This organization is only necessary when agreements are very long or deal with technical matters. +Conversely, documents that are shared within the firm ought to be provided to firm members as .ODT (LibreOffice) or .DOCX (Word), depending on the context. 
  
-Sections may contain sub-sections, paragraphs, sub-paragraphs, and items--all of these smaller units retain the section number and are numbered as follows: +.DOCX (Word) file formats are always used to send editable documents to other parties, the Court, or any other person or institution.
-  * Sub-sections, as a number between parentheses, //e.g.// (1); +
-  * Paragraphs, as a miniscule letter followed by a period, //e.g.// a.; +
-  * Sub-paragraphs, as miniscule roman numerals followed by a period, //e.g.// i.; and +
-  * Items, as a miniscule letter between parentheses, //e.g.// (a). +
-Sub-paragraphs and items are rarely necessary. Where possible, restrict units within sections to sub-sections and paragraphs.+
  
 +----
  
 +This general rule may be set aside when a client, opponent, or counsel asks for a document in a specific file format. Be mindful, however, of sending text in a format that may be easily edited when editing / changing the document may not be desireable.
  
-Typically, the text begins with an interpretation section. This section may be a single section without sub-sections.+===== Formatting conventions ===== 
 +Documents must be formatted to a professional standard using modern word processing conventions. If we wanted to draft documents that relied on tab stops and the space bar, the firm would buy everyone a typewriter, ribbon, and an endless supply of paper. 
  
-==== Style ====+We instead now use LibreOffice or Microsoft Word to create documents. 
  
-The most important stylistic element in plain-language drafting is use of a basic sentence structure: subject-verb-object (SOV). That is the appropriate structure for sentences that create obligations. It is a natural form of speech that English-speakers intuitively understand. The actor, a subject, acts by means of a verb upon the object. Use this sentence structure to create most if not all clauses in a legal instrument.+The firm has a series of [[firm_resources:drafting:templates|templates]] meant to limit individuals' creativity with standard document formats. These templates should be used. 
  
-----+When a template does not exist, the following rules apply.  
 + 
 +==== Font ==== 
 +Two font options exist: 
 + 
 +  * Times New Roman. Twelve point.  
 +  * Liberation Serif. Twelve point.  
 + 
 +-> //If a document is created using Arial font (or any sans-serif typeface) and is submitted to a lawyer for review bearing that typeface, God help you.// <- 
 + 
 +==== Inserting new pages ==== 
 +Use __page breaks__ to insert new pages. Do not create new lines to push text down the page. 
 + 
 +==== Line spacing ==== 
 +=== General rule === 
 +Lines are spaced at: 1.15-1.2 times the line height (i.e. in a multiple of the line height). 
 + 
 +Paragraphs do not benefit from additional space between one another. The tendency to create documents with six or nine points of space between paragraphs is borne of utter laziness: word processors create this additional spacing because it is perceived as a business standard. That may be, elsewhere, but this firm does not condone this practice. Remove space between paragraphs. 
 + 
 +=== Pleadings in an action === 
 +The heading and backpage are spaced based on the general rule. 
 + 
 +The text of a pleading in an action is **double-spaced**. 
 + 
 +The standard texts that appears on all statements of claim is spaced based on the general rule. 
 + 
 +=== Affidavits and facta === 
 +The heading and backpage are spaced based on the general rule. 
 + 
 +The text of a pleading in an action is **double-spaced**. 
 + 
 + 
 +=== Memoranda === 
 +Memoranda use line spacing set at a multiple of 1.5.  
 + 
 +==== Text alignment ==== 
 +The text of all documents must be aligned to the left of the page.  
 + 
 +Justified text is **never** appropriate. 
 + 
 +-> Any form document provided to the firm from a public institution must be re-formatted to align the text of the document left. <- 
 + 
 +__Rationale:__ This rule exists because word spacing on each line is disrupted when the text is justified flush with both margins. The word processor will create uneven spacing on each line: uneven spacing is difficult to read, especially if one is reading a document quickly.  
 + 
 +==== Use of court form templates ==== 
 + 
 +Avoid using court form templates obtained online, in Word or PDF format, as much as possible, for they are misreably formatted. They come with so many deficiencies that it is often easier to copy the content into a new document and reproduce the formatting oneself.  
 + 
 +If court form templates must be used, they are __not__ to contain  
 +  - the form numbers; 
 +  - any text above the file number on the right side of the standard heading for court documents; 
 +  - the form number on the backpage; or 
 +  - the digital accession / form number on the bottom right corner of some court forms. 
 + 
 +These elements are to be removed. 
 + 
 +===== Grammar conventions ===== 
 +Most grammar conventions used in this firm derive from a desire to properly use the English language. Some conventions are debated, so must be specified in this guide. 
 + 
 +==== Spelling ==== 
 +The firm uses standard __British__ spelling. We avoid using American spellings for words. This rule may require you to revise the way in which you spell words to ensure that British word forms are used.  
 + 
 +The distinction between the two traditions is described in //The Canadian Style//, which is reproduced by Heritage Canada online: [[https://www.noslangues-ourlanguages.gc.ca/en/writing-tips-plus/spelling-international-variations |Canada writing tips]] 
 + 
 +=== Use of capital letters in nouns === 
 +A proper noun refers to an identifiable and unique instance of a thing.  
 + 
 +In the course of a sentence, proper nouns bear an initial capital letter to indicate that the noun is proper. 
 + 
 +A common noun refers to a class of things, or a nondescript thing. 
 + 
 +In the course of a sentence, common nouns do not bear an initial capital because they are common.  
 + 
 +=== Arabic numerals and spelling === 
 +Arabic numerals are not used between zero and ninety-nine: these numbers are spelled out in texts and other documents.  
 + 
 +Numbers beginning at 100 and higher use Arabic numerals.  
 + 
 +Proper nouns that contain Arabic numerals must be reproduced exactly as they are written, even if the numerals denote numbers between zero and ninety-nine.  
 + 
 + 
 +==== Punctuation and sentence structure ==== 
 + 
 +=== The Oxford comma === 
 +This firm uses the Oxford, or serial, comma in lists. 
 + 
 +The Oxford comma is used at the end of the list to mark off the last item in the list from the rest of the list.  
 + 
 +The First Circuit United States Court of Appeals discussed the serial comma at length in //O'Connor v Oakhurst Dairy//. The Court explained the importance of a serial comma in a footnote:  
 + 
 +''Before leaving our discussion of serial commas, we would be remiss not to note the clarifying virtues of serial commas that other jurisdictions recognize.  In fact, guidance on legislative drafting  in  most  other  states  and  in  the  Congress  appears  to  differ from Maine's when it comes to serial commas.  Some state legislative drafting manuals expressly warn that the absence of serial commas can create ambiguity concerning the last item in a list.'' 
 + 
 +{{ :firm_resources:start:16-1901-2017-03-13.pdf |Full text of decision.}} 
 + 
 +When required, serial semi-colons are used in lists. 
 + 
 +=== Coordinating conjunctions === 
 +Do not use a coordinating conjunction to begin a sentence.  
 + 
 +If you feel the need to use a coordinating conjunction to begin a sentence, you should be using a comma splice or a semi-colon to join the clauses.  
 + 
 +Do not, however, use these forms of punctuation (splices and semi-colons) incorrectly: you can always use a full stop to separate ideas.  
 + 
 +==== The active voice ==== 
 +The passive voice has its place in modern speech, and that place is most often the Government of Canada. The passive voice has the benefit of producing lengthy and torturous sentences in which readers can get lost looking for the sentence's meaning. In other words, the passive voice is the linguistic equivalent of a sprawling, unionized bureaucracy. In a non-institutionalized setting, the active voice reigns supreme.  
 + 
 +The active voice is a sentence structure that allows the subject to perform the action denote by the verb. It thus operates on the object via the verb. 
 + 
 +By contrast, the passive voice is a sentence structure in which the verb operates on the subject. 
 + 
 +The passive voice tends to demand more of the reader, which makes it unsuitable for legal writing.  
 + 
 +A sentence in the active voice is created by using the following structure: 
 + 
 +''Subject--Verb--Object''. 
 + 
 +This structure places the subject of the sentence at the beginning of the sentence, thus allowing it to operate directly on the verb.  
 +===== Additional resources ===== 
 + 
 +  * {{ :firm_resources:start:the_university_of_chicago_press_editorial_staff_-_chicago_manual_of_style_2017_-_libgen.li.pdf |The Chicago Manual of Style}} 
 +  * {{ :firm_resources:start:william_strunk_jr._e.b._white_-_the_elements_of_style_fourth_edition_1999_-_libgen.li.pdf |The Elements of Style}} 
 +  * {{ :firm_resources:start:public_works_and_government_services_canada_-_the_canadian_style_a_guide_to_writing_and_editing_1997_dundurn_-_libgen.li.pdf |The Canadian Style}}
  
-=== Additional resources === 
  
-This article is a useful introduction to plain language drafting:  
-[[https://www.cba.org/Publications-Resources/CBA-Practice-Link/Young-Lawyers/2014/Plain-Language-Legal-Writing-Part-I-%E2%80%93-Writing-as-a]]. 
-   
-The Justice Department has an excellent resource for legislative language that you can use while drafting any legal instrument: 
-[[https://www.justice.gc.ca/eng/rp-pr/csj-sjc/legis-redact/legistics/toc-tdm.html]]. 
  
-The Unifom Law Conference of Canada also has a resource for legisative drafters that can be applied to drafting other legal instruments: 
-[[https://www.ulcc-chlc.ca/Civil-Section/Drafting/Drafting-Conventions]]. 
  
-The Department of Canadian Heritage has also produced The Canadian Style, which is a good grammar guide when drafting: 
-[[https://publications.gc.ca/site/fra/9.889618/publication.html]]. 

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