Streamline Approvals with the Plain Language App

Last updated on 

Meet Carlos, a Paralegal in a bustling law firm. He prepares legal briefs, contracts, and compliance documents that often cycle through multiple rounds of revision. Using the “Finalize document” feature in the Plain Language App, Carlos gathers all edits, ensuring a concise, well-polished end product before final sign-off.

Carlos was responsible for finalizing a 30-page service agreement. The document needed to:

  • Integrate feedback from multiple reviewers with varying expertise.
  • Resolve conflicting language and overlapping terms.
  • Ensure the final version adheres to plain language guidelines.

Step 1: Compile All Edits

Carlos accessed Microsoft Teams and clicked on "View Prompts." He then selected Finalise document, which pre-populated the prompt:

Finalise content

Carlos must then paste or type the content requiring finalization into the prompt. Below is an example of content that needs finalizing:

The undersigned party hereby agrees to indemnify and hold harmless the company, its affiliates, and their respective officers, directors, employees, and agents from any and all claims, liabilities, damages, losses, or expenses, including but not limited to attorney's fees and costs, arising out of or in any way connected with the performance of this agreement.

Failure to comply with the stipulations set forth within this contractual document may result in the immediate termination of services without prior notice, and the party at fault shall be liable for any consequential damages incurred by the company.

Moreover, it is incumbent upon each signatory to ensure that all representations and warranties provided herein are accurate and truthful to the best of their knowledge. The company reserves the right to seek redress through any and all legal remedies available under applicable law in the event of any breach or violation of the terms specified.

Step 2: Identify Pending Issues

To review finalized content, Carlos then inputs the finalized content received from Step 1:

Examine the finalized version of the content and identify any remaining issues, inconsistencies, or areas that may require further revision before final approval. Ensure that all feedback from reviewers has been adequately addressed and that the document maintains clarity, accessibility, and legal compliance.

Updated content:

The undersigned party agrees to indemnify and hold harmless the company, its affiliates, and their respective officers, directors, employees, and agents from any claims, liabilities, damages, losses, or expenses, including attorney's fees and costs, arising out of or connected with the performance of this agreement.

Failure to comply with the stipulations in this contract may result in the immediate termination of services without prior notice. The party at fault shall be liable for any consequential damages incurred by the company.

Each signatory must ensure that all representations and warranties provided are accurate and truthful to the best of their knowledge. The company reserves the right to seek redress through any legal remedies available under applicable law in the event of any breach or violation of the terms specified.

Step 3: Implement Revisions and Finalize the Content

After addressing concerns, Carlos requested:

Based on the feedback and identified issues from the previous review, revise the content to address each point comprehensively. Ensure that:

1. Legal Jargon is minimized or clearly defined.
2. Clarity is enhanced by simplifying long sentences and improving readability.
3. Consistency in terminology and formatting is maintained throughout the document.
4. Plain Language principles are applied to make the document accessible to all intended audiences.
5. Accessibility Standards are met, including compatibility with assistive technologies.

Provide only the updated, clean draft ready for final approval.

Watch the 'Finalise content' prompt in action:

Why This Matters

By using the Plain Language App, Carlos:

  • Saves hours sifting through multiple tracked changes.
  • Creates a clear final draft that’s easy for clients and partners to understand.
  • Reduces the risk of overlooking contradictory legal clauses.

Try the Plain Language App Today!

Need to finalize complex legal documents quickly? Let the Plain Language App combine all edits into one coherent version—simplify your approval process now.

Visit Microsoft Appsource