OFFICE PROCEDURES MANUAL
INTRODUCTION
This Office Procedures Manual will help you become acquainted with our firm, its policies, and its expectations of your work performance. The attorneys can answer questions that you have regarding the format and preparation of the documents that are not covered in this manual. Please ask if you have questions pertaining to any task assigned to you.
GENERAL REFERENCE INFORMATION
Two LetterState and U.S. Territory Abbreviations
Use two letter state abbreviations—all caps, without a period—followed by one space and the ZIP Code or ZIP+4 Code, which aid the optical scanners used by the U.S.
Postal Service in sorting and routing mail quickly. A list of these abbreviations is shown below:
1
AL Alabama
AK Alaska
AZ Arizona
AR Arkansas
CA California
CO Colorado
CT Connecticut
DEDelaware
DC District of Columbia
FL Florida
GA Georgia
GU Guam
HI Hawaii
ID Idaho
IL Illinois
IN Indiana
IA Iowa
KS Kansas
KY Kentucky
LALouisiana
ME Maine
MD Maryland
MA Massachusetts
MI Michigan
MN Minnesota
MS Mississippi
MO Missouri
MT Montana
NE Nebraska
NV Nevada
NH New Hampshire
NJ New Jersey
NM New Mexico
NY New York
NC North Carolina
ND North Dakota
OH Ohio
OK Oklahoma
OR Oregon
PA Pennsylvania
PR Puerto Rico
RI Rhode Island
SC South Carolina
SD South Dakota
TN Tennessee
TX Texas
UT Utah
VT Vermont
VA Virginia
VI Virgin Islands
WA Washington
WV West Virginia
WI Wisconsin
WY Wyoming
1
DOCUMENT FORMATTING PROCEDURES
Correspondence
All correspondence is prepared on firm letterhead stationery, in full block style with closed punctuation, unless otherwise instructed. Use the letterhead format located on the computer to format correspondence. Key the date approximately four lines below the last attorney’s name on the letterhead. Use the two-letter state abbreviation and ZIP Code or ZIP+4 Code when keying the inside address. Key the subject line of the correspondence with the word RE: at the left margin two spaces below the salutation. Use only your initials in lower case in the reference notation at the end of the letter. See illustration of a letter:
If a letter requires a second page, carry at least two lines of the text (not including the complimentary close) over to page two. Key a heading containing the recipient’s name, the date, and the page number, placed vertically at the left margin, as the following example illustrates:
Ms. Linda Humphrey
July 15, 20XX
Page 2
attorney’s fees at the close of your case. Under the existing statute, if we go to trial and obtain a verdict of 25% less than the amount in the offer of judgment (in this case, $69,500.00), the defendant will be allowed to tax attorney’s fees, costs, and expenses against you.
The seriousness of this situation cannot be overemphasized…
Memoranda
Memoranda are used between the attorneys and employees of the firm. Memos are keyed on a general memo form located on the computer. Key the sender’s name, the recipient’s name, the date, and the subject of the memo in the appropriate places. Use only your initials in lower case in the reference notation at the end of the memo.
Legal Instruments
General Guidelines. More than 80 percent of the work performed in our office involves the preparation of legal documents and paperwork relating to various client matters. The following specifications outline the general format and style used by the firm to produce legal documents.
Paper Type and Size.Although some types of documents that we prepare (such as real estate papers) are printed on 81/2 x 14-inch legal size paper, most other legal paperwork in our office is prepared on standard 81/2 x 11-inch paper. Prepare documents on standard size paper unless instructed otherwise by the attorney, or if the form you are working on from the computer is already formatted for legal size paper.
Page Numbering.Pages of a document are consecutively numbered, and appear in the bottom center of each page.
Margins and Spacing.Our word processing software provides default margin settings of 1 inch from the top and bottom, and 1.25 inches on the right and left sides of the page. However, occasionally you may be asked to place a document onto a legal back or office folder for use by the Court. In that event, the top margin of every page must be 1.5 inches to allow room for the backing fasteners.
Text.The text of the document is generally double spaced. Some material in the document may be single spaced, such as real estate property descriptions or quotations, which are indented five spaces from the left and right margins. Names of individuals and parties to a document are keyed in all capital letters throughout the document. Additionally, certain words and phrases are keyed in uppercase, such as COMES NOW, IN WITNESS WHEREOF, WHEREAS, WHEREFORE, I HEREBY CERTIFY, and THIS AGREEMENT.
When keying figures and numbers in documents, first key figures in words, with initial capitalization, followed immediately by parentheses enclosing the figures in numbers, unless the attorney instructs you to use figures only. When keying percentages, the percentage number is spelled out completely, followed by the figure in parentheses.
Key signature lines approximately four lines below the body of the document beginning at the center of the page and extending to the right margin. Lines for the signatures of witnesses begin at the left margin. Underneath the signature line, key the name of the person whose signature will appear on the line. The attorney may also require the use of a descriptive title, such as “President,” “Buyer,” or “Seller” (or whatever identification was used in the instrument for that party) under the signature line as well, as follows:
CHARLES LUCAS, Buyer
When preparing a signature line for a corporation, key the name of the corporation in all caps several lines above the signature line. Key the word “By” as part of the signature line, indicating that the person executing the document is doing so not individually, but on behalf of the corporation. The person’s name, as well as the individual’s corporate title (such as President or Vice President) is keyed beneath the signature line, as follows:
ABC CORPORATION
By:
CHARLES LUCAS
President
Be sure to adjust the text on the page so that signature lines and document text are arranged correctly. All signature lines should appear on the same page, as well as at least two lines of document text. You can accomplish this in several ways. Adjust margins or font size to shrink the document to the desired number of pages. If part of the paragraph must be carried over to the next page and there is extra blank space at the bottom of the previous page, you may indicate this carryover at the end of the text on that page with the words “END OF TEXT ON THIS PAGE” keyed in all caps and centered, as follows:
has caused its corporate seal to be affixed,
(END OF TEXT ON THIS PAGE)
and attested by its Secretary, thereto, and these presents to be signed by its President on
the . .
Notarial Acknowledgments.
Many of the documents prepared by our office require the written acknowledgment of the validity of the document by a notary public. The acknowledgment, signed by the notary public, certifies that the statements made by the individual signing the document were made in the notary public’s presence.
Begin the acknowledgment by indicating the state and jurisdiction where the notarization is taking place. Double space the body of the acknowledgment and conclude it with a line for the notary’s signature and seal. The firm also keeps a standard acknowledgment form on the computer. Simply retrieve the file and insert it into instruments that must be acknowledged, as follows:
STATE OF FLORIDA
SS:
COUNTY OF BROWARD
BEFORE ME, the undersigned authority, personally appeared [name of person making acknowledgment], who, after first being duly sworn, deposes and says that [he or she] has read the foregoing and acknowledges that [he or she] has truthfully executed the same for the purposes therein expressed.
WITNESS my hand and official seal in the County and State aforesaid this day of , 2 .
______
Notary Public
My Commission Expires:
Contracts.The text of our contract agreements is double spaced throughout, except for the parties’ names under the signature lines at the end of the document and any indented descriptive text within the document. The title of the document is centered at the top of the page, boldfaced and underlined. The paragraphs of the contract are chronologically numbered. See illustration of contract.
Illustration of a Contract
ESCROW AGREEMENT
THIS AGREEMENT made and entered into this ______day of January, 20XX, by and between SPACIOUS INTERIOR DESIGNS, INC., a Florida corporation (hereinafter referred to as “SPACIOUS”); THOMAS J. RESTLER (hereinafter referred to as “RESTLER”); and REGINALD J. DAVIS (hereinafter referred to as “ESCROW AGENT).
W I T N E S S E T H:
WHEREAS, SPACIOUS and RESTLER have entered into a letter agreement of November 29, 20XX, providing for an escrow of $125,000 to be held by the ESCROW AGENT; and…
IN WITNESS WHEREOF, the parties do hereby set their hands and seals on the date set forth above.
Signed, sealed, and deliveredSPACIOUS INTERIORS, INC., a
in the presence of:Florida corporation
By:
WitnessSARA NADIR, President
Witness
WitnessTHOMAS J. RESTLER
Witness
WitnessREGINALD J. DAVIS
Escrow Agent
Witness
Affidavits. An affidavit is prepared on plain paper; or, if part of a court action, the court heading appears at the top of the page, followed by the affidavit text. Begin the affidavit by centering the title, followed by the venue where the affidavit is being executed. Begin the body of the affidavit two lines beneath the venue, double spaced. Provide a signature line for the affiant approximately four lines below the body. Begin the notary’s acknowledgment approximately two lines below the affiant’s signature line.
Corporate Documents and Minutes.Articles of incorporation prepared by the firm are keyed on standard size quality bond paper. Double space the text of the articles of incorporation throughout, and categorize sections of the articles with numbered articles (I, II, III, etc.) for clarity. Center the article headings on the line in uppercase, boldfaced and underlined, and begin the paragraphs pertaining to that article underneath. Remember that some material in the document, such as names of officers or other details of the incorporation process, is single spaced. Be sure to add a notarial acknowledgment beneath the incorporator’s signature.
A corporation’s minutes refer to the recorded proceedings of the day-to-day operation of the corporation. They are prepared on plain standard size paper. The title, detailing the date and type of meeting, is placed at the top center of the page. The text of the minutes is single spaced and set out in paragraph form, with the words “WHEREAS,” “RESOLVED,” and “BE IT RESOLVED” keyed in uppercase, as shown.
Real Estate Documents.Many forms used in the closing of a real estate transaction can be found on the office computer. Key the names of the buyer and seller in the correct places on the forms and spell them exactly as they will appear on title documents. Key the text of the legal description of the property in a 12-point font, single spaced and indented approximately 10 spaces from the left and right margin of the document. Double check the legal description and compare it for accuracy with another document containing the legal description, such as a title policy or prior warranty deed. Key the purchase price and other financial information in the proper places on the forms, being careful to verify the dollar amounts, rate of interest, and other terms as provided by the attorney. Remember to show dollar amounts in words and figures as described previously. See illustration of a real estate documents as follows:
Illustration of a Real Estate Deed
Return to:
Prepared by:
[law firm name and address]
======
FOLIO NO.
Warranty Deed
This Indenture, made this day of , 20XX, by and between EDWARD MORGAN and TONYA J. MORGAN his wife, party of the first part, to THOMAS DOBBINS and LOIS M. DOBBINS, his wife, party of the second part, whose mailing address is 1548 N.W. Second Terrace, Parkland, Florida33065-3709.
That the said party of the first part, in consideration of the sum of TEN ($10) DOLLARS and other good and valuable consideration, to them in hand paid by the said party of the second part, the receipt whereof is hereby acknowledged, have granted, bargained and sold to said party of the second part, his heirs and assigns forever, the following described real property situate, lying and being in Broward County, Florida, to wit:
UNIT 412-A OF WESTVIEW LAKES CONDOMINIUM, a Condominium, according to the Declaration of Condominium thereof, recorded in O.R. Book 500, Page 782, of the Public Records of Broward County, Florida.
and said Grantor does hereby fully warrant the title to said land and will defend the same against the lawful claims from all persons whomsoever.
In Witness Whereof, Grantor has hereunto set [his or her] hand and seal this day and year first above written.
Signed, sealed and delivered in the presence of:
WitnessGrantor
EDWARD MORGAN
WitnessPrinted Name
WitnessGrantor
TONYA J. MORGAN
WitnessPrinted Name
STATE OF FLORIDA
SS:
COUNTY OF BROWARD
I HEREBY CERTIFY that on this day, before me, an officer duly authorized to administer oaths and take acknowledgments, personally appeared EDWARD MORGAN and TONYA J. MORGAN, his wife, known to me to be the persons who executed the foregoing instrument, who acknowledged before me that they executed the same, that I relied upon the following form of identification of the above persons:
and that an oath was taken.
WITNESS my hand and official seal in the County and State last aforesaid this day of , 20XX.
______
Notary Public
My Commission Expires:
BILL OF SALE
KNOW ALL BY THESE PRESENTS:
That [name of seller] , of the County of [name of County] , State of [name of State] , party of the first part, for and in consideration of the sum of Ten and 00/100 Dollars ($10 ), lawful money of the United States, to [him or her] paid by [name of buyer] , party of the second part, the receipt of which is hereby acknowledged, has granted, bargained, sold, transferred and delivered, and by these presents does grant, bargain, sell, transfer and deliver unto the said party of the second part, its executors, administrators and assigns, the following goods and chattels:
[list of conveyed items of personal property]
TO HAVE AND TO HOLD the same unto the said second party, its executors, administrators and assigns forever.
AND [he or she] does, for [his or her] heirs, executors and administrators, covenant to and with the said party of the second part, [his or her] executors, administrators and assigns, that [he or she] is the lawful owner of the said goods and chattels; that they are free from all encumbrances; that [he or she] has good right to sell the same aforesaid, and that [he or she] will warrant and defend the sale of the said property, goods and chattels hereby made, unto the said party of the second part, [his or her] executors, administrators and assigns against the lawful claims and demands of all persons whomsoever.
IN WITNESS WHEREOF, I have hereunto set my hand and seal this day of , 20XX.
Signed, sealed and delivered
in the presence of:
______
Witness[printed name of seller]
Witness
STATE OF [name of state]
SS:
COUNTY OF [name of county]
I HEREBY CERTIFY that on this day, before me, an officer duly authorized to administer oaths and take acknowledgments, personally appeared [name of seller] , known to me to be the person who executed the foregoing instrument, who acknowledged before me that [he or she] executed the same, and that an oath was taken.
WITNESS my hand and official seal in the County and State last aforesaid this day of , 20XX.
_ Notary Public
My Commission Expires:
Return To::
:
:
:
This Instrument Prepared By::
REGINALD J. DAVIS:
AND ASSOCIATES
1200 N.E.First Avenue:
Suite 500
Fort Lauderdale, FL33316-1157:
Telephone: (954) 555-0100
Fax: (954) 555-0105:
:
Quit Claim Deed
This Quit Claim Deed executed this day of
, 20XX, by and between [name of first party], first party, and [name of second party], second party.
(Wherever used herein the terms "first party" and "second party" shall include singular and plural, heirs, legal representatives, and assigns of individuals, and the successors and assigns of corporations, wherever the context so admits or requires)
Witnesseth, that the said first party, for and in consideration of the sum of Ten and 00/100 Dollars ($10.00), in hand paid by the said second party, the receipt whereof is hereby acknowledged, does hereby remise, release and quitclaim unto the said second party forever, all the right, title, interest, claim and demand which the said first party has in and to the following described lot, piece or parcel of land, situate, lying and being in the County of [name of county], State of [name of State], to wit:
[insert legal description, indented from left and right margins]
To have and to hold the same together with all and singular the appurtenances thereunto belonging or in anywise appertaining, and all the estate, right, title, interest, lien, equity and claim whatsoever of the said first party, either in law or equity, to the only proper use and benefit of the said second party forever.
In Witness Whereof, the said first party has signed and sealed these presents the day and year first above written.
Signed, sealed and delivered
in the presence of:
______
Witness[printed name of first party]
______
Witness
STATE OF [name of state]
SS:
COUNTY OF [name of county]
I HEREBY CERTIFY that on this day, before me, an officer duly authorized to administer oaths and take acknowledgments, personally appeared [name of first party] , known to me to be the person who executed the foregoing instrument, who acknowledged before me that [he or she] executed the same, that I relied upon the following form of identification of the above person: and that an oath was taken.