How To Write Well:

Section 6 - Layout

Contents: Clear Layout | Layout of documentation | The use of space | Headings | The page

Clear Layout:

Here are a few general suggestions on clear layout - just as important for clarity as clear writing.

Don't use LONG STRINGS OF CAPITALS. Because they are all the same height they are much more difficult to read than lower-case letters. And they are much more unfriendly.

If you wish to emphasise something use bold. For headings, use bold, larger type, or a mixture of both.

Line length is important for speed and accuracy of reading. If your lines are very long, people get lost reading them all the way across, they often go to the wrong line when moving down the page and they get sick of reading faster.

But if you
make your
lines too
short it makes
reading very
jerky and
again, tiring.

Layout of documentation:

As well as clear writing, the layout of a document can affect how it is received by the reader. A well laid out document:

• will be easier to read and therefore more likely to be noted and appreciated;

• will indicate the relative importance of the information it contains by the layout design;

• reflects on the professionalism of the individual, department and organisation that produced it;

• can give aesthetic pleasure in its design.

Why produce something that is unbalanced and unattractive when the means are available to create something which is appealing to the eye?

The use of space:

Space is as important as the words on the page. We have all at some time abandoned books and documents with densely written pages and few paragraphs. We feel unable to take in so much information at one time. Try never to have a paragraph which takes up more than one quarter to one third of the page. If a series of points are being made, separate them out so that each piece of information can be seen and understood in isolation.

Would the information best be shown as a table with clear divisions between each statement? Remember that the lines of a table do not need to be shown but its structure can be used to create an attractive format.

Headings:

Use headings to divide up information to make it more accessible and easier to assimilate. Numbering, when it exists, should be clear and unambiguous and is best done in the descent which allows for easy reference.

Headings should be embellished as an aid to reference, but they need to be consistent. It should be obvious at a glance whether the division is a major block of information, a sub-paragraph or minor point of fact.

Centring is a layout option for major headings such as titles but it should be used very cautiously as it is now somewhat outdated and can give a document an amateur appearance. Most headings are left justified for the simple reason of consistency. If there are other sub-headings within the document these will be left justified and to have the heading centred will spoil the balance of the page. Centred headings are best confined to one paragraph 'poster' or 'public notice' documents when the text can also be in a centred format.

The page:

It is a matter of taste and subject matter whether line justification or ragged edge is used. Sometimes the layout creates short lines which look ugly when justified and this should be spotted by the writer. Generally full justification looks good on formal documents such as reports. However, a letter can look contrived and 'processed' when justified and a ragged edge gives a more personalised and informal style. Use your judgement. Also remember that right side only justification can be used and sometimes is a useful layout tool.

Try not to divide words at the end of the line and sentences and paragraphs at the end of the page. Sometimes it is impossible to avoid dividing a paragraph, but this usually happens when paragraphs are too long, so keep this in mind. Remember that you have the ability to justify vertically on the page as well as horizontally - use it.

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