Reusing last month’s completed document can carry old names, dates or figures into the next job. A deliberately prepared Word template provides a cleaner starting point, provided you distinguish creating a document from editing the template itself.

Start with a copy containing the layout and reusable wording you actually need. Replace client-specific details with obvious placeholders. Check headers, footers and tables as well as the main paragraphs; a name hidden in a footer is easy to miss during a quick edit.

Save the master in the right format

In desktop Word for Windows, use Save As and choose Word Template. Microsoft uses .dotx for a basic template; .dotm is the macro-enabled format. A routine layout does not need macros simply to be reusable.

In Word for Mac, the equivalent is File, Save as Template. The same basic distinction between a template with and without macros applies.

Give the master a name that identifies its purpose and revision. Keep an earlier copy before making a substantial layout change so ongoing work can be checked against the version it started from.

Create a sample document from the template

On Windows, use File, New, Personal or Custom and select the template. On Mac, use File, New from Template. Fill the new document with fictional details and save it under a separate document name.

Reopen the template through its editing route only when you intend to change the master. Microsoft documents File, Open for editing a Windows template; that is a different task from creating a fresh document based on it.

Check that the sample has no previous client information and that long names or addresses fit without breaking the layout. Revisit the master after the sample is saved and confirm that its placeholders remain intact.

When handing the workflow to a colleague, show both operations explicitly: create a new job document, and update the master. A usable template includes that small operational distinction, not just an attractive page.

References: Microsoft: creating and using templates.