Five tips for formatting business documents
Posted by CustomGuide on
July 27th, 2012
In writing, the words you write are the most important part of the document. But these words have to be presented in such a way that people are invited to read them, instead of spending energy just trying to read the document.
Follow these tips for an appealing, easy-to-read, and easy-to-use document.
- Sans serif is easier to read on a screen and is good for headings. Serif is better for printed documents and body text: Sans serif fonts are good for short bits of text, like headings and subtitles. Serif fonts are better for large chunks of text and printed documents.
Characters with and without serifs from Wikipedia
- Use one or two fonts per document: It’s okay to use one font throughout the document, varying size and appearance for headings as necessary. If you choose to use two fonts, use one font for headings and subheads, the other for blocks of text. Instead of using a third font, use color, bold, or italics for emphasis.
- Use 12 pt font size: As a rule, use font sizes that are easy to read. Anything under 8 pt is too small. Ideally, use at least 12 pt for body text and a larger size for headings.
- Paragraph spacing creates white space: Avoid using empty paragraph marks to provide spacing between paragraphs. Use paragraph spacing instead.
- Encourage continuity by keeping lines together: Keep headings with the paragraphs that follow them. Use “Keep with next” paragraph formatting so that the headings and lines remain together.