Formatting Tips for Documents
Well-formatted documents are easier to read, easier to review, and easier to act on. In policy and organisational contexts, formatting should reduce cognitive load, not add to it.
The goal is not to make documents look impressive, but to make them clear, stable, and predictable, especially for busy readers.
Below are simple, readily implementable guidelines that work well for reports, notes, briefs, and internal documents.
Prioritise consistency over customisation
Use default styles provided by MS Word or Google Docs wherever possible.
- Apply built-in Heading styles instead of manually changing font sizes
- Let the document style system handle spacing and hierarchy
Consistent styling helps readers quickly understand structure and also prevents formatting from breaking when documents are edited, shared, or exported.
Limit heading depth
In most policy and analytical documents:
- Two or three heading levels are sufficient
- More levels usually signal unclear structure rather than necessary detail
If you find yourself needing many nested headings, consider whether the content can be reorganised, split into separate sections, or moved to an annexure.
Use spacing, not blank lines
Control vertical space using line spacing and paragraph spacing, not repeated blank lines.
- Avoid pressing Enter multiple times to create space
- Use paragraph spacing settings instead (Learn more here)
- For adding age breaks, press
Ctrl + EnterorCmd + Enter
This keeps the layout stable and predictable across devices and formats.
Avoid unnecessary colour
Do not rely on colour to convey structure or emphasis.
- Many documents are printed in black and white
- Colour adds visual noise and can reduce accessibility
- Size, spacing, and hierarchy are usually sufficient
If a document still feels unclear without colour, the problem is likely structural, not visual.
Align content for scanning
Almost all readers skim before they read closely, especially busy decision-makers.
- Use short paragraphs
- Break long sections into smaller blocks
- Use bullet points when listing items or steps
This makes it easier for readers to locate relevant information quickly. Use ChatGPT or your favourite LLM for help in doing this.
Remember: Design for the reader, not the author.
- Can someone unfamiliar with this topic follow the structure?
- Can a decision-maker find key points in under a minute?
- Will the document remain readable after printing or conversion to PDF?
Formatting choices should always serve the reader’s constraints, not personal preferences.
Good formatting is not decoration. It is a form of respect for the reader’s time and attention.
Simple, consistent documents age better, travel better, and are far more likely to be read and used.