Legal Writing Numbers: Essential Guidelines and Best Practices for Legal Documents

Writing numbers in legal documents may seem straightforward, but it requires careful attention to detail. Proper number usage is crucial for clarity, precision, and professionalism in legal writing. This article provides essential guidelines and the rule of thumb on the effective use of numbers in legal writing. We will cover:

• General rules for writing numbers in legal text
• When to use numerals vs. words
• Formatting numbers in legal papers
• Common mistakes to avoid

By adhering to these guidelines, legal professionals can ensure their documents are both accurate and polished.

Introduction to Writing Numbers in Legal Documents

Writing numbers in legal documents requires careful attention to detail and adherence to specific guidelines to ensure clarity and precision. Whether you are drafting contracts, motions, briefs, or memos, the correct use of numbers can significantly impact the document’s readability and legal style. In legal writing, drafters often use numbers to denote case numbers, references to statutes, dates, monetary amounts, percentages, and other vital details. Missteps in writing numbers can lead to misunderstandings, errors, and potentially costly litigation.

This article seeks to provide a comprehensive guide on writing numbers in legal documents, touching on general rules, when to use numerals versus words, formatting tips, and common mistakes to avoid. By following these guidelines, legal practitioners can improve the precision and professionalism of their writing. Properly drafted documents not only reflect well on the drafter but also facilitate smoother legal processes and better comprehension by all parties involved.

Understanding the nuances of legal writing numbers will also enhance overall legal writing skills, helping new attorneys and seasoned practitioners alike ensure their documents meet the high standards expected in the legal profession.

General Rules for Writing Numbers in Legal Text

In legal writing, the use of numbers must adhere to certain conventions to maintain clarity and consistency. Here are some general rules that every legal writer should follow in the writing process:

1. Numbers One Through Nine

As a general rule, a legal writer should write (cardinal) numbers from one to nine, in text, in words. For example:

• Correct: The defendant has three children.
• Incorrect: The defendant has 3 children.

However, there are exceptions, such as when the number is part of a statistical or mathematical reference or a percentage:

• Correct: There were 7 out of 10 jurors in agreement.
• Correct: The Federal Reserve Board increased the interest rate by 4%.

2. Numbers 10 and Above

The writer should draft numbers 10 and above as numerals:

• Correct: The contract is for 15 years.
• Incorrect: The contract is for fifteen years.

3. Ordinal Numbers

The legal writer should treat ordinal numbers (e.g., third time) similarly to cardinal numbers. Write out ordinals from first through ninth, and use numerals for ordinals 10th and above:

• Correct: This is the third time the parties have briefed this issue.
• Incorrect: This is the 3rd time the parties have briefed this issue.
• Correct: She finished 12th in the marathon.
• Incorrect: She finished twelfth in the marathon.

4. Monetary Amounts

Writers should draft monetary amounts as numerals, with the currency symbol preceding the amount:

• Correct: The settlement amount was $500,000.
• Incorrect: The settlement amount was five hundred thousand dollars.

In some formal contracts and legal documents, the drafter may set forth both the numeral and the words together, separated by parentheses:

• Correct: The promissory note is for $10,000 (ten thousand dollars).

5. Dates

Legal writers should draft dates in numerals to avoid any ambiguity or misunderstanding. The format, drafters commonly use in legal documents, is “month day, year”:

• Correct: The parties have scheduled the meeting for September 15, 2023.
• Incorrect: The parties have scheduled the meeting for September fifteenth, 2023.
• Incorrect: The parties have scheduled the meeting for 15 September, 2023.

6. Time

Legal documents often use the 12-hour clock, with “a.m.” and “p.m.” to denote the times of day:

• Correct: The court will start the hearing at 10:00 a.m.
• Incorrect: The court will start the hearing at ten o’clock in the morning.

7. Percentages

Legal writers should draft percentages in numerals followed by the percent sign:

• Correct: The Federal Reserve Board has set the interest rate at 5% per annum.
• Incorrect:  The Federal Reserve Board has set the interest rate at five percent per annum.

8. Case Numbers and Statutory References

Drafters should write case numbers, statute sections, and other legal citations as numerals:

• Correct: Refer to section 102(a) of the Internal Revenue Code.
• Incorrect: Refer to section one hundred two (a) of the Internal Revenue Code.

By adhering to these general rules, legal writers can produce documents that are clear, precise, and professionally formatted. Consistency is key in all legal writing, ensuring that the reader easily understands and trusts the information provided.

Numerals vs. Words: When to Use Each

The drafter’s decision to use numerals or words for numbers in legal writing depends on various factors, including clarity, formality, and consistency. Here is a detailed guide on when to use numerals and when to use the spelled-out version in your legal documents:

1. Numbers One Through Nine

As a general rule, spell out numbers one through nine in words. This helps maintain readability and formality:

• Correct: The plaintiff has four children.
• Incorrect: The plaintiff has 4 children.

2. Numbers 10 and Above

For numbers 10 and above, use numerals. This helps avoid cumbersome text and ensures the number stands out clearly:

• Correct: The contract is valid for 12 years.
• Incorrect: The contract is valid for twelve years.

3. Ordinal Numbers

Ordinals (e.g., third) should follow the same rule: spell out first through ninth, but use numerals for 10th and above:

• Correct: This is the defendant’s third appearance in court.
• Incorrect: This is the defendant’s 3rd appearance in court.
• Correct: The meeting is scheduled for the 15th of June.
• Incorrect: The meeting is scheduled for the fifteenth of June.

4. Monetary Amounts

Always use numerals for monetary amounts to ensure precision and clarity:

• Correct: The jury awarded damages in the amount of $100,000.
• Incorrect:  The jury awarded damages in the amount of one hundred thousand dollars.

In some formal documents, particularly in contracts, use both numerals and words for monetary amounts for clarity and to avoid disputes:

• Correct: The settlement amount was $50,000 (fifty thousand dollars).

5. Dates

Write dates using numerals to avoid ambiguity. The recommended format for legal documents is “month day, year”:

• Correct: The parties signed the agreement on August 23, 2023.
• Incorrect: The parties signed the agreement on August twenty-third, 2023.

6. Time

Use numerals for specifying time, often in the 12-hour clock format with a.m. or p.m.:

• Correct: The defense has scheduled the deposition for 3:00 p.m.
• Incorrect:  The defense has scheduled the deposition for three o’clock in the afternoon.

7. Percentages

Write percentages as numerals followed by the percent sign to maintain clarity and conciseness:

• Correct: The Federal Reserve Board set the interest rate at 7%.
• Incorrect: The Federal Reserve Board set the interest rate at seven percent.

8. Court Cases and Legal Citations

Legal writers should draft case numbers, section numbers, and other legal citations in numerals:

• Correct: Please refer to section 403(b) of the statute.
• Incorrect: Please refer to section four hundred three (b) of the statute.

9. Ages and Proportions

Write ages and proportions in numerals for clarity:

• Correct: The witness is 25 years old.
• Incorrect: The witness is twenty-five years old.

By adhering to these guidelines on when to use numerals versus words, legal writers can ensure that their legal style is clear, precise, and professional. Proper usage of legal writing numbers not only enhances readability but also minimizes the risk of misunderstandings and disputes.

Formatting Numbers in Legal Papers

Proper formatting of numbers and precedence over numerals in legal papers is crucial for clarity, consistency, and professionalism. Here are essential guidelines to ensure that you correctly format numerical information in legal documents:

1. Consistent Usage

Maintain consistency in the use of numerals and words throughout the document. If you have chosen a particular style for numbers, apply it uniformly:

• Correct: The contract mentions five conditions. It also lists 15 obligations.
• Incorrect: The contract mentions five conditions. It also lists fifteen obligations.

2. Decimal Points and Precision

Use numerals for decimal points and ensure precision by limiting to two decimal places, unless more precision is required:

• Correct: The interest rate is 5.25%.
• Incorrect: The interest rate is 5.25678%.

3. Large Numbers

For large numbers, use commas to separate thousands, millions, etc., to enhance readability:

• Correct: The budget for the project is $1,200,500.
• Incorrect: The budget for the project is $1200500.

4. Ranges and Series

When expressing ranges or series of numbers, use numerals and separate them with an en dash for ranges and commas for series:

• Correct: The applicable sections are 110–115.
• Incorrect: The applicable sections are 110 to 115.
• Correct: Vendors should provide 5, 10, or 15 samples.
• Incorrect: Vendors should provide five, 10, or fifteen samples.

5. Alignment in Tables

In tables, ensure numbers are right-aligned to facilitate comparison:

6. Fractional Numbers

Write out simple fractions in words, but use numerals for more complex fractions. For better clarity, consider presenting complex fractions as decimals:

• Correct: The seller sold one-half of the property.
• Incorrect: The seller sold 1/2 of the property.
• Correct: The interest is 0.75 of the principal amount.
• Incorrect: The interest is ¾ of the principal amount.

7. Legal Citations

Numbers in legal citations, case numbers, and statutory references must be in numerals to ensure precision and compliance with citation practices:

• Correct: See 18 U.S.C. § 2113(a).
• Incorrect: See 18 U.S.C. section two thousand one hundred thirteen (a).

8. Spacing

Avoid using spaces in numbers that represent a single, cohesive numerical unit such as case numbers or sections:

• Correct: Case No. 12345
• Incorrect: Case No. 12 345

9. Hyphenation

Hyphenate numbers when they are part of compound adjectives:

• Correct: The parties signed the five-year agreement last week.
• Incorrect: The parties signed the five year agreement last week.

By following these formatting rules, legal professionals can enhance the readability and professionalism of their documents, ensuring precision and reducing the risk of misinterpretation.

Common Mistakes in Legal Writing Numbers

Even seasoned legal professionals can make mistakes when writing numbers in legal documents. Such errors can lead to confusion, misinterpretation, or even legal consequences. Here are some common pitfalls to avoid:

1. Inconsistency in Number Format

One of the most frequent mistakes is inconsistency in how writers format numbers throughout the document. For example, switching between writing out single-digit numbers and using numerals without a consistent rule:

• Incorrect: The lease term is 5 years, and the parties can add nine additional months.
• Correct: The lease term is five years, and the parties can add nine additional months.

2. Incorrect Use of Ordinal Numbers

Another common mistake involves the incorrect use of ordinal numbers (e.g., third). Remember to spell out ordinals first through ninth and use numerals for 10th and above:

• Incorrect: He finished 3rd in the competition.
• Correct: He finished third in the competition.
• Incorrect: This is her tenth case this year.
• Correct: This is her 10th case this year.

3. Misplacement of Commas in Large Numbers

Failing to use commas to separate thousands in large numbers can make documents difficult to read and understand:

• Incorrect: The project cost $1000000 to complete.
• Correct: The project cost $1,000,000 to complete.

4. Improper Formatting of Dates

Incorrectly formatted dates can create ambiguity. Always use the “month day, year” format to avoid confusion:

• Incorrect: The contract was signed on 8/15/2023.
• Correct: The contract was signed on August 15, 2023.

5. Mixing Numerals and Words Incorrectly

Do not mix numerals and words when representing numbers, particularly within the same sentence:

• Incorrect: The agreement includes 3 ten-year clauses and four 5-year options.
• Correct: The agreement includes three ten-year clauses and four five-year options.

6. Confusing Legal Citations

Writers should draft legal citations, statutes, and case numbers in numerals. Mixing them with words can lead to inaccuracies:

• Incorrect: Refer to section sixty-two (62) of the statute.
• Correct: Refer to section 62 of the statute.

7. Misuse of Hyphens in Written Numbers

Legal writers should use hyphens in compound numbers and when numbers are part of compound adjectives:

• Incorrect: Twenty one plaintiffs filed the suit.
• Correct: Twenty-one plaintiffs filed the suit.
• Incorrect: The twenty-one year-old defendant.
• Correct: The twenty-one-year-old defendant.

8. Failure to Maintain Precision in Decimal Points

Expressing decimal points incorrectly can significantly alter the intended meaning. Always limit decimal places to two unless one needs more precision:

• Incorrect: The interest rate is 5.256%.
• Correct: The interest rate is 5.26%.

9. Inappropriate Use of Percentages

Legal writers should present percentages as numerals followed by the percent sign (%) for clear and concise representation:

• Incorrect: The increase was seven percent.
• Correct: The increase was 7%.

10. Incorrect Formatting of Monetary Amounts

Writers should draft legal documents using numerals for monetary amounts, and for large sums, combining words and numerals, to prevent disputes:

• Incorrect: The payment is five thousand and 00/100 dollars ($5000.00).
• Correct: The payment is $5,000.00 (five thousand dollars).

By avoiding these common mistakes, legal writers can ensure that their legal style is precise, professional, and free from potential ambiguities or misinterpretations. Adhering to best practices for writing numbers is essential for maintaining the integrity and clarity of legal documents.

Conclusion: Best Practices for Legal Writing Numbers

The accurate and consistent use of numbers in legal filings is essential for clarity, professionalism, and precision. By adhering to established guidelines and paying attention to details, legal writers can ensure their documents are easily comprehensible and free from ambiguities. Here are the best practices to follow when writing numbers in legal documents:

1. Follow a Consistent Numbering System

Always maintain consistency in your choice of using numerals or words throughout your document. This uniformity enhances readability and prevents any confusion.

2. Use Words for Numbers One Through Nine

Spell out numbers from one to nine to maintain formality and clarity, except in cases where numerals are necessary for clarity, such as statistical references or percentages.

3. Use Numerals for Numbers 10 and Above

For numbers 10 and above, use numerals to avoid cumbersome text and to ensure the numbers stand out clearly.

4. Correctly Format Dates and Times

Write dates in the “month day, year” format, e.g., August 15, 2023, and use numerals for specifying time with a.m. or p.m., e.g., 3:00 p.m., to avoid any ambiguity.

5. Standardize Ordinal Numbers

Spell out ordinal numbers from first through ninth, and use numerals for 10th and above to ensure consistency and clarity.

6. Use Numerals for Monetary Amounts and Percentages

Always write monetary amounts and percentages as numerals, e.g., $5,000 and 7%, to maintain precision and simplification. When necessary, pair numerals with words in formal documents to avoid disputes.

7. Properly Format Large Numbers

Use commas to separate thousands in large numbers (e.g., 1,000,000) to enhance readability and prevent errors.

8. Avoid Common Pitfalls

Be mindful of common mistakes such as inconsistent number formats, incorrect use of ordinals, improper date formats, and incorrect use of hyphens in written numbers.

9. Adhere to Legal Citation Standards

Ensure numbers in legal citations and statutory references are always in numerals to comply with citation practices and maintain accuracy.

10. Proofread and Edit Thoroughly

Carefully proofread your document to catch any numerical inconsistencies or errors. A meticulous review can significantly enhance the document’s clarity and professionalism.

By following these best practices, legal professionals can draft well-structured, precise, and professional legal style. Correct number usage not only improves readability but also upholds the document’s integrity, reducing the risk of misinterpretation and errors. Adopting these guidelines in your legal writing will go a long way in enhancing the quality and reliability of your legal communications.