The overall layout of a document sets the tone for how information is presented and consumed. A clear and consistent layout helps readers quickly find the information they need and understand the flow of the document.
Page Margins and Spacing:
- Use standard margins: Ensure the document has sufficient margins on all sides to prevent the text from appearing cramped. A margin of 1 inch (2.54 cm) on all sides is recommended.
- Line spacing: Use 1.5 line spacing for body text to improve readability. Single-line spacing may be used for code snippets or within tables.
- Paragraph spacing: Include a space between paragraphs to separate distinct ideas visually. However, avoid adding extra spaces between lines within a paragraph.
Header and Footer:
- Include a header and footer: The header should contain the document title or section title, while the footer should include the page number, document version, and date. This helps with navigation and version control.
- Page numbers: Ensure that page numbers are consistently placed in the footer, either centred or aligned to the right.
Text Alignment:
- Left-align text: The body text should be left-aligned to create a straight left edge while allowing for a ragged right edge. This is the most readable format for extended text.
- Avoid justified text: Justifying text can lead to irregular spacing between words, which can reduce readability.
Dos:
- Use a 1-inch margin and 1.5-line spacing
- Include headers and footers for clarity
Don’ts:
- Don’t justify text: This can lead to awkward spacing and reduced readability.