Typography

Typography is the style and appearance of words/text on a page or screen. The typography of a document is very important, but especially so in professional documents. It can help readers navigate a document but can, just as easily, hinder them. While each document you type may require different types of typography, here are some general rules for professional documents:

1.      Be consistent.

It’s okay to use a separate, distinctly different, font for headers and titles of documents. However, you shouldn’t use numerous types of font in the same document. The general rule is no more than two types of fonts per document. If you use too many, your document can seem cluttered and sloppy. You don’t want you document to lose its professionalism.

2.      Use professional fonts.

(Read that as please do not use Comic Sans. Everyone hates Comic Sans.)

Serif fonts are fonts that have the edges of the letters extended slightly. (Serifs) For example Times New Roman, Century, Palatino, all have serifs. The serifs make it easier for the reader’s eyes to follow the text across a page by creating a line for the eyes.

Sans Serif fonts are fonts that are without (sans) serifs. For example, Calibri, Verdana, Arial, Euphemia, all are san serif fonts. These fonts are easier to read across a screen and thus are great for web content and email.

3.      Size does matter.

In most professional documents, a 10-12 point font size is standard for the body of the text. This document is typed in a 12 point font and is generally very easily readable.  Anything smaller is normally reserved for headers and footers or footnotes. You shouldn’t normally go down below a size 8, which is normally reserved only for footnotes.

Bigger isn’t always better in typography. 14-18 point fonts are generally reserved for headings and titles. With anything larger you run the risk of causing too much disruption and distraction for your readers.

4.      Be wary of text embellishments.

Bolding is a great way to draw attention to a word or phrase. It is a helpful tool to guide the reader’s eyes quickly to important ideas or phrases. Be careful because too much bolding clutters the page and reduces the emphasis of the bolding.

Italicizing is another great way to highlight parts of a sentence. Using italics help show emphasis to the readers without the starkness of bolding. The same rule applies here as it does to bolding. Less is more.   

ALL CAPITAL LETTERS usually make the reader feel as though they are being yelled at through text. They do have their uses and can effectively draw attention to something critical. Just be careful using them.

5.      Use your common sense.

If you are turning in a corporate report, using a font like Bradley Hand ITC is not the best idea. If you’ve used a particular font for most of your document, changing the size or type in the middle of a document will not serve you well.

If you’ve been given guidelines- use them.

Always think your choices through.

Remember it isn’t always just what you say but also how you type it!

For more information on professional writing, check out:

Oliu, Walter E., Charles T. Brusaw, and Gerald J. Alred. Writing That Works: Communicating Effectively on the Job. New York, NY: Bedford/St. Martin's, 2010. Print