ENGLISH 214Document Design

TECHNICAL WRITING DOCUMENT DESIGN

Basics of Document Design:

• Know what decisions you can make• Choose a design that fits your situation• Plan your design from the beginning• Reveal / Show your design to your readers• Keep your design consistent

TECHNICAL WRITING DOCUMENT DESIGN

Effective Pages

Leave ample marginsBlank space makes the page look inviting and the information easier to read

1 in

ch1

inch

1 inch

1-2 inches

Use blank space to group informationMargins are passive space but you also need active space within the text to make the document effective:

•Use headings frequently•Use bulleted points•Use pictures, tables and graphs•Use an extra space between paragraphs

Set the space for easy readingUse double spacing for drafts, so that other writers or editors can make corrections. Use 1.5 spacing for final drafts

Use a medium line lengthLong lines of interrupted text are tiring to read. Very short lines are also difficult to read. Each line should have about ten to twelve lines per line.

Use a ragged right hand marginSometimes word processing programs make gaps within the text that are not pleasing to look at when both sides are justified.

Use special typefaces sparingly

Use special typefaces sparinglyUse special typefaces sparingly

Use special pac spingly

Use !ecial typefaces !a#ngly

Use Times New Roman or Arial

TECHNICAL WRITING CHOOSING A READABLE STYLE

Choose a legible font size

Choose a legible font size

Choose a legible font size

Choose a legible font size

Choose a legible font size

Choose a legible font size

Choose a font size of 12

Choose a Typeface (font) that is appropriate for the situation

T Tserifsans serif

Use for brochures or

short documents

Use for longer reports

These are not appropriate

for technical reports

Use highlighting effectively

boldfaceitalics

underlining

place information in the box

Don’t use too many techniques

Only use the techniques for no more than short

sentences

Be consistent with the highlighting technique you

use

TECHNICAL WRITING CHOOSING A READABLE STYLE

Use a mixture of cases, not all capitals

A SENTENCE WITH CAPITAL LETTERS TAKES ABOUT 13% MORE TIME TO READ THAN

LETTERS IN lowercase

Use colour carefully

Do not print the text in

colourBlack on white gives the best

contrast

Colour works well in

charts and pictures

TECHNICAL WRITING HELPING READERS TO LOCATE INFORMATION

Write descriptive headings

Use concrete language.

Use short sentences in

reports not just noun phrases.

Use standard

keywords if readers

expect them.

Make sure the headings in the report match the

table of contents.

TECHNICAL WRITING HELPING READERS TO LOCATE INFORMATION

Design headings to organise the page

They help the reader find specific

parts

Headings help outline

the document.

There are seven

suggestions to help you design useful headings.

1. Limit the number of

heading levels

2. Create a pattern for the headings and stick to it.

3. Match size to

importance

4. Put more space before a heading than

after it

5. Keep each heading with the section it

covers

6. Use headings

frequently

7. Use numbers with your headings

TECHNICAL WRITING HELPING READERS TO LOCATE INFORMATION

Use page numbers and headers or footers in the printed document

HEADER

FOOTER

COVER PAGE

TECHNICAL WRITING THINGS TO REMEMBER

A .

Use capital lettersUse the

active voice

A.

Don’t make your sentences too long

A . B

Use only ONE space between

sentences

Use a cover page

Put your course title and number and student

number and your name on the cover page.

Always cite sources

Check and backup your work

ABC