{"id":3240,"date":"2015-11-29T10:42:34","date_gmt":"2015-11-29T09:42:34","guid":{"rendered":"http:\/\/blog2.printerland.co.uk\/blog\/?p=3240"},"modified":"2023-08-14T12:29:12","modified_gmt":"2023-08-14T11:29:12","slug":"30-tips-make-business-documents-look-professional","status":"publish","type":"post","link":"https:\/\/www.printerland.co.uk\/blog\/30-tips-make-business-documents-look-professional\/","title":{"rendered":"How To Create Professional Business Documents"},"content":{"rendered":"

You don\u2019t get a second chance at first impressions, meaning it\u2019s vitally important all your printed business documents are created to the correct corporate standards. Poor printer practices could compromise the professionalism of a business document and could undermine the purpose and target of a report, presentation or pitch. So to give you a helping hand, we have put together 30 helpful tips to ensure your business documents look their professional best.<\/p>\n

1. Control the Fonts<\/h2>\n

Absolutely limit yourself to a maximum of three fonts in a document, fewer if possible.<\/p>\n

2. 12 is Plenty<\/h2>\n

The 12 point font size is standard for printed documents. Any smaller and it can become hard to read, any larger and it starts to look like a sight chart.<\/p>\n

3. Create Content Page<\/h2>\n

If your document is going to cover more than eight pages, it is prudent to create a content page.<\/p>\n

4. Be Smart with Colour Use<\/h2>\n

Colour adds a professional touch to documents, and can help to highlight key areas. By smartly incorporating different colours, your document will be read more than a standard black and white page.<\/p>\n

5. Check the CMYK<\/h2>\n

When you are chucking a little colour into the mix, just make sure it\u2019s always the same tone to retain consistency. Check the CMYK or RGB codes to be doubly certain it\u2019s the same tone.<\/p>\n

6. Brand Consistency<\/h2>\n

Make sure the method in which you reference your brand is consistent throughout. No nicknames or unnecessary shortened versions.<\/p>\n

7. Consistent Formatting<\/h2>\n

Don\u2019t switch between numbers and bullet points \u2013 retain consistent formatting throughout to keep the message on track.<\/p>\n

8. Chart Consistency<\/h2>\n

Don\u2019t show off with all the different charts you can produce \u2013 sticking to the same style can make the results easier to read and conclusions easier to extrapolate.<\/p>\n

9. Obvious Headings<\/h2>\n

Making sure your headings are consistent offers clarity to a document. Similarly, formatting sub-headings to be consistent can differentiate these from main headings.<\/p>\n

10. Implement a Hierarchy<\/h2>\n

If you wish to use headings, secondary headings and tertiary headings \u2013 create a hierarchy so it is immediately obvious how significant the headings are in relation to the copy.<\/p>\n

11. Minimise Use of Caps Lock<\/h2>\n

Shouting is not the tone of voice for the consummate professional.<\/p>\n

12. Create Clarity with White Space<\/h2>\n

White spaces can make the rest of the document clearer and easier to read.<\/p>\n

13. Avoid Large Sections of Text<\/h2>\n

Nothing puts off the average reader like an endless stream of text. Try to keep all of the copy concise and relevant.<\/p>\n

14. Resist the Urge to Underline<\/h2>\n

You are not a primary school teacher and your words and wit should be able to underline the message for you.<\/p>\n

15. Use Italics Instead<\/h2>\n

Much more professional.<\/p>\n

16. Don\u2019t Centre Large Block of Text<\/h2>\n

This is not a flyer for a rock festival.<\/p>\n

17. Centre Quotes<\/h2>\n

However, giving quotes from authority sources centre stage is appropriate and professional.<\/p>\n

18. Reference the Harvard Way<\/h2>\n

If you need to reference any sources, follow the Harvard System<\/a> \u2013 an industry standard.<\/p>\n

19. Get Rid of Comic Sans<\/h2>\n

The much maligned clown prince of the print world, Comic Sans (and all the other fonts better suited to children\u2019s party invites) is best switched out for a classic, professional font like Arial or Century Gothic.<\/p>\n

\"Comic<\/a><\/p>\n

20. Avoid Widows and Orphans<\/h2>\n

Although the literal translation is a social faux-pas, avoiding Widows and Orphans on a professional document adds a pleasing aesthetic. A Widow is a line at the end of a paragraph made of fewer than seven characters, and an orphan is a line at the start of a new page with fewer than seven characters.<\/p>\n

Try to format your document to avoid such occurances.<\/p>\n

21. Don\u2019t Mix Landscape and Portrait<\/h2>\n

Your readers won\u2019t appreciate having to flip between the two layouts.<\/p>\n

22. Minimise Borders<\/h2>\n

Superfluous artwork and borders can make the document look gimmicky. Keep the borders simple or (better yet) blank.<\/p>\n

23. Use a Template<\/h2>\n

If you\u2019re not confident about laying out a professional document, use a pre-designed template.<\/p>\n

24. Avoid Unnecessary Images<\/h2>\n

Only implement images when absolutely necessary and relevant \u2013 avoid the temptation to place excessive images just for the sake of it.<\/p>\n

25. Avoid Low GSM Papers<\/h2>\n

80gsm paper is more commonly used for internal memos and informal jobs. Aim for 90+ in the GSM race.<\/p>\n

26. Stick to White Paper<\/h2>\n

Never be lured into thinking coloured paper stands out. It will make the document look like a selection of certificates or promotional flyers.<\/p>\n

27. Use a High Quality Printer<\/h2>\n

Top quality printers with high-clarity inks or toners can ensure the tones are rich, deep and professional-looking.<\/p>\n

28. Heed Ink\/Toner Warnings<\/h2>\n

If you\u2019ve tried to eke out the last drops of toner to finish with faded text over the last few pages, you\u2019ll be compromising the appearance of the whole thing. Heed any warnings fired your way by the printer.<\/p>\n

29. Seek a Sub-Editor<\/h2>\n

A second pair of eyes can help identify any mistakes, spelling errors, unattractive or confusing passages and generally butt-ugly bits.<\/p>\n

30. Always Print Preview<\/h2>\n

Don\u2019t commit to printing a 60 page professional document before it\u2019s ready to go. Complete a print preview and an in-depth proof read, then you\u2019re ready to go.
\nAt Printerland, we stock a huge range of fantastic printers capable of helping you produce incredibly professional-looking business documents. For the full range, please visit our homepage<\/a> or call us now on 0800 840 1992.<\/p>\n

Image sourced via Flickr Creative Commons. Credit: Jeff Stevens.<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"

You don\u2019t get a second chance at first impressions, meaning it\u2019s vitally important all your printed business documents are created to the correct corporate standards. Poor printer practices could compromise the professionalism of a business document and could undermine the purpose and target of a report, presentation or pitch. So …<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_lmt_disableupdate":"","_lmt_disable":"","footnotes":""},"categories":[1469],"tags":[1605,1606,1607],"class_list":["post-3240","post","type-post","status-publish","format-standard","hentry","category-advice","tag-30-tips","tag-business-document","tag-professional-printing"],"modified_by":"admin","_links":{"self":[{"href":"https:\/\/www.printerland.co.uk\/blog\/wp-json\/wp\/v2\/posts\/3240","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.printerland.co.uk\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.printerland.co.uk\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.printerland.co.uk\/blog\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.printerland.co.uk\/blog\/wp-json\/wp\/v2\/comments?post=3240"}],"version-history":[{"count":9,"href":"https:\/\/www.printerland.co.uk\/blog\/wp-json\/wp\/v2\/posts\/3240\/revisions"}],"predecessor-version":[{"id":7049,"href":"https:\/\/www.printerland.co.uk\/blog\/wp-json\/wp\/v2\/posts\/3240\/revisions\/7049"}],"wp:attachment":[{"href":"https:\/\/www.printerland.co.uk\/blog\/wp-json\/wp\/v2\/media?parent=3240"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.printerland.co.uk\/blog\/wp-json\/wp\/v2\/categories?post=3240"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.printerland.co.uk\/blog\/wp-json\/wp\/v2\/tags?post=3240"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}