If you’ve built a Docassemble interview that collects perfect answers—but the final output PDF looks “off” (spacing jumps, tables wrap weirdly, conditional paragraphs leave awkward gaps), you’re not alone.
In the real world, the hardest part of document automation is rarely the interview logic. It’s the template layer.
This guide is a practical, production-focused playbook for docassemble docx pdf templates-how to structure your DOCX/PDF templates so they stay stable as your interviews evolve, your clauses change, and your users enter messy real-world data. It’s written for teams shipping Docassemble in legal and compliance-heavy workflows, where formatting isn’t “nice to have”-it’s credibility.
Why templates “break” in Docassemble (even when your interview is correct)
Most formatting breakage comes from one of these:
- DOCX is not a “layout engine.” It’s a word processing format with rules that vary by Word version, fonts, and page settings.
- Your variables are longer than your template expects. Names, addresses, lists, clause text, and multi-line inputs expand unpredictably.
- Conditional text creates spacing artifacts. When a paragraph disappears, the surrounding formatting doesn’t always collapse cleanly.
- Tables and line-wrapping are fragile. A single long string can push columns out of alignment.
- “Copy/paste formatting” sneaks in. If you copied content from email/web, your template can carry hidden styles that behave inconsistently.
If you want stable outputs, you need to treat your template like code: structured, consistent, testable.
The “golden rule” for stable docassemble docx pdf templates
Make your DOCX template boring.
Boring templates don’t break.
That means:
- consistent styles
- minimal nested tables
- predictable spacing rules
- clear placeholders
- controlled fonts and margins
- repeatable patterns for lists and conditional content
PDF templates vs DOCX templates: which one should you use?
Use DOCX when:
- you need rich formatting, headings, tables
- the document must look “Word-native”
- you expect lawyers/staff to edit final output
Use PDF when:
- you are filling standardized court/government forms
- strict field placement matters
- “pixel-perfect placement” is required
In practice, many legal teams do both: DOCX for generated agreements + PDFs for official filings.
Conditional sections without ugly spacing
This is where most templates look “broken”: a clause disappears, and suddenly there’s an awkward gap.
Best approach:
- keep conditional content in self-contained paragraphs
- avoid placing conditional blocks mid-paragraph
- avoid manual line breaks inside conditional regions
Think in “blocks,” not “sentences.”
Technical section: stable templating patterns you can copy
Pattern 1: A safe conditional clause block (Jinja style)
{% if has_arbitration_clause %}
**Arbitration.** The parties agree that any dispute arising under this Agreement shall be resolved by arbitration.
{% endif %}
Pattern 2: A safe list that won’t destroy layout
{% if exhibits and exhibits|length > 0 %}
**Exhibits**
{% for ex in exhibits %}
- {{ ex }}
{% endfor %}
{% endif %}
Pattern 3: Protect table layouts from “long strings”
Pattern 4: Template governance (what pros do)
When you have multiple templates across jurisdictions or teams, treat templates like controlled assets.
In our legal automation work, we’ve seen “template governance” become a huge win—central repository, versioning, and validation workflows.
Legal deck
Minimum governance checklist:
- template naming convention (DocType + State + Version)
- change log for edits
- review/approval before production push
- test set used before release
A real-world view: why template stability becomes a “system”
Once you scale Docassemble beyond one interview, templates become a product.
For example:
- Interview-based agreement builders need consistent clause formatting and branching without layout surprises.
Legal deck - Multi-state legal operations often need centralized template management, where attorney-led oversight and consistent output matter.
Legal deck
If your org is generating hundreds or thousands of documents, “template discipline” is operational discipline.
FAQ
1) Why do my Docassemble DOCX documents look perfect in Word but weird after exporting to PDF?
Because Word-to-PDF rendering can change spacing, line wraps, and table behavior depending on fonts and layout rules. The safest approach is to use consistent styles, avoid “manual spacing,” and test export with long real-world inputs before publishing.
2) What’s the best way to stop formatting from breaking when users enter long names or addresses?
Design your docassemble docx pdf templates assuming the longest possible inputs. Give long fields their own paragraphs, avoid squeezing them into tight table cells, and let text wrap naturally instead of forcing fixed widths or manual line breaks.
3) Should I use DOCX templates or PDF templates in Docassemble?
Use DOCX when you need rich formatting and editable outputs (common for agreements and letters). Use PDF templates when you’re filling standardized forms where field placement must be exact (common for court/government forms). Many legal teams use both.
4) My conditional clauses leave awkward blank gaps—how do I fix that?
Keep conditional content in “block” paragraphs instead of embedding it mid-sentence. When a block is removed, the spacing collapses cleanly. Avoid adding extra blank lines in the template to “make it look right.”
5) Tables keep breaking in my templates. What’s the easiest fix?
Keep tables simple. Avoid nested tables, avoid combining many variables into one cell, and test with long values. If the table is only being used for layout (not actual tabular data), consider switching to plain paragraphs and headings—it’s usually more stable.
6) How do teams manage multiple templates without everything drifting out of sync?
Treat templates like code: version them, keep a change log, run a quick “test data pack” before releases, and use a consistent naming convention. That small discipline prevents the “who edited this Word file?” chaos that breaks document assembly over time.
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