by Diane Singer, University of Alabama in Huntsville

1. Use margins to frame the text and make the page open and inviting:

• 1 ¼" on the top and bottom
• 1 ½" on the sides
• 1 ½ - 2" on the left margin if the document will be bound

2. Choose font styles and sizes which are easy to read. Generally, use serif fonts for text and sans serif fonts for headings. Exception: You may use sans serif fonts in short documents.

serif                                            sans serif                  

Times New Roman                         Arial

Century Schoolbook             ZapfHumnst BT

3. Use line spacing that separates without distracting (generally, single space paragraphs and double space between paragraphs).

4. Use unjustified (ragged) right margins. They’re easier to read
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5. Use headings and subheadings to group ideas, to break up the text, and to make it easier for readers to preview and to locate specific information.

Tip: Develop a "style sheet" to help you keep headings and subheadings stylistically consistent. See the Sample Headings Template.

6. Use white space to separate or group information, to direct the reader's eye, and to establish hierarchy:

• double space between paragraphs
• double space between the text and a bulleted list or block quote
• double or triple space around major headings

7. Use vertical lists to isolate related items from the text. Use numbers if the order is important; use bullets if it isn’t. Keep each item grammatically parallel.
   
8. Insert boxes and ruler lines to highlight and separate information.
   
9. Use color for highlighting, but use it sparingly (no more than three colors in document).
   
10. Use highlighting devices (italics, bold, underlining, ALL CAPS) for emphasis, but with restraint.
    

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Copyright 2002 by Diane Singer            Printable version (in Word format)